How the procedure works
Why an apostille is enough and consular legalisation is not required
Spain and Russia are both parties to the 1961 Hague Convention, which abolished the requirement for consular legalisation between member states. For a Russian document submitted to a Spanish authority, an apostille is sufficient. The double procedure — first an apostille, then additional legalisation at the consulate — is unnecessary, and anyone suggesting otherwise has not done their homework.
An apostille can only be obtained in the country that issued the document
This is the rule that trips people up most often. An apostille on a document issued in Russia must be affixed by the Russian authority that issued it or is authorised to do so — it cannot be done in Spain. Documents must therefore be apostilled before departure or through a representative acting under a power of attorney, and this needs to be factored into the plan well in advance.
A sworn translation is not the same as a notarial one
After the apostille, the document must be translated into Spanish — but not by just any translator. Spanish authorities — Extranjería, banks, courts, and ayuntamientos — only accept a sworn translation (traducción jurada) produced by a translator accredited by the Spanish Ministry of Foreign Affairs. A notarised translation made outside Spain carries no weight with these bodies, and this is one of the costliest mistakes: the whole package is assembled, then sent back.
Document validity periods
A criminal record certificate has no formal validity period in Russia, but the receiving party sets its own: EU country consulates typically treat it as valid within six months of the date of issue. Gathering the rest of the package takes time, so the certificate is not ordered first — it is ordered once the submission date is clear.
What we need from you
- Original documents or notarised copies — depending on what the receiving authority requires
- Exact list of authorities to which the documents will be submitted — this determines the required form of certification
- Notarised power of attorney, if the apostille is being obtained without your presence
- First and last name in Latin script exactly as in your international passport
What is holding the case up
- Attempting to have an apostille placed on a document from Russia while already in Spain — this is not permitted
- The translation was done by a standard or notarial translator rather than a sworn one
- The apostille was placed on a copy, but the authority requires the original
- A discrepancy in the spelling of a name across documents: one letter can bring the whole application down
- The criminal record certificate was ordered in advance and had already expired by the time of submission
The procedure and fee amounts have been verified August 15, 2026 according to official sources: Hague Conference on Private International Law: Convention on the Apostille · Spanish Ministry of Foreign Affairs: register of sworn translators. Fees and exemptions are reviewed periodically — check before you apply with the primary source.