North American Document Concierge for Spain & Portugal
We coordinate the U.S. and Canadian paperwork behind your move—criminal-record certificates, apostilles, civil records, translations and document timing—then organize the file for your visa process or hand-off to independent immigration counsel.
How We Take the Document Work Off Your Plate
We sequence the file around the requirements of your destination and visa route instead of treating every document the same.
Map Your Checklist
We identify the North American documents called for by your visa route, family composition and filing jurisdiction, and flag legal questions for counsel where needed.
Coordinate Records
We guide or coordinate FBI/RCMP records, civil-status certificates and other supporting documents required for your file.
Route Apostilles Correctly
Federal, state and provincial documents go to different competent authorities. We coordinate the correct route and courier flow rather than applying one rule to every record.
Translate & Organize
Where the filing authority requires a translation, we coordinate an appropriate certified or official translation and organize the completed documents for self-filing or legal hand-off.
U.S. & Canadian Document Logistics Are Different
The issuing authority determines the authentication route. That distinction is especially important for criminal records and civil documents.
🇺🇸 United States
- FBI records: Federal documents generally require a federal Hague apostille through the U.S. Department of State.
- Birth, marriage and other state records: These generally follow the competent Secretary of State apostille route for the issuing state.
- Consular timing: The acceptable age of criminal records depends on the visa and consulate; Spain does not have one universal 90-day rule.
- Remote-work cases: U.S. employee files may raise Social Security coordination issues that need to be assessed under the U.S.–Spain agreement or other applicable rules.
Naturalized U.S. citizen? If a Spanish or Portuguese authority asks you to submit your Certificate of Naturalization, see our 2026 guide to apostilling a U.S. Certificate of Naturalization for Spain or Portugal →
🇨🇦 Canada
- RCMP records: Federal RCMP documents may require a Global Affairs Canada apostille where the destination authority requires one.
- Provincial records: Alberta, British Columbia, Ontario, Quebec and Saskatchewan issue apostilles for qualifying documents within their jurisdiction; other documents may go to Global Affairs Canada.
- Apostilles do not themselves expire: The receiving country may instead impose freshness limits on the underlying record.
- Processing time: Global Affairs Canada publishes its own current processing estimate, which can fluctuate.
Spain and Portugal Do Not Use Identical Document Rules
We keep the two destinations separate so a rule from one country is not accidentally applied to the other.
🇪🇸 Spain
Spanish consular requirements can vary by jurisdiction. Current Washington DNV guidance, for example, permits an official Spanish translation by a sworn/certified translator and points applicants both to the American Translators Association and Spain’s MAEC sworn-translator directory.
- We use the checklist for the relevant consulate or in-country filing route.
- Where a MAEC Traductor Jurado is appropriate, we can coordinate one.
- We do not claim that every North American certified translation is automatically rejected.
🇵🇹 Portugal
Portugal does not use Spain’s MAEC sworn-translator system. Translation requirements depend on the document and procedure. AIMA’s published document-recognition guidance refers to certified Portuguese translations and identifies several methods of certification; some documents in English, French or Spanish can be exempt in particular contexts.
- We check whether translation is required for the actual visa/residence process.
- Where required, we coordinate translation and certification suitable for the relevant Portuguese authority.
- The residence-permit stage with AIMA is distinct from the initial consular residence-visa process.
Choose the Level of Support You Need
Our packages range from North American document preparation to coordinated legal hand-off and broader relocation support.
Consulate-Ready Pack
DIY Filing • Full Paper Prep
For clients who plan to manage their own visa filing or already have counsel and want coordinated North American records, apostilles, translations and document organization.
Turnkey Nomad Package
Document Coordination • Legal Hand-Off
Our most popular option. Combines North American document preparation with coordinated hand-off to independent immigration counsel for legal strategy and filing services included in the package.
Executive VIP Bundle
White-Glove • Family & Settlement Support
Designed for executives and families who want priority internal case handling, broader civil-document coordination, a dedicated point of contact and additional relocation introductions.
Need a Custom Relocation Setup?
Some moves involve multiple jurisdictions, prior residences, large families, unusual civil records or complex employment structures. We can build a custom document workflow and introduce you to independent immigration, real estate and insurance professionals where appropriate.
Discuss a Bespoke PackageHave Questions Before You Choose a Package?
Tell us where you live, where you’re moving, which visa route you’re considering and who is moving with you. We can explain the document-coordination side and identify questions that should go to licensed counsel.
Document Concierge FAQs
Clear answers about apostilles, translations, background checks and how our service works with immigration counsel.
Why use a North American document concierge if I already have an immigration lawyer?
Some immigration firms coordinate foreign-source documents and some do not. Our service is designed for the operational work that happens before filing: identifying the North American records on your checklist, routing apostilles to the correct competent authority, coordinating translations where required, monitoring timing and creating an organized file for you or your lawyer.
Does Spain require every document to be translated by a MAEC sworn translator?
Not every Spanish consular instruction is worded identically. Current Washington Digital Nomad Visa guidance calls for an official Spanish translation by a sworn/certified translator and refers applicants both to the American Translators Association and Spain’s MAEC directory. We follow the requirement for the applicant’s actual filing route and can use a MAEC-authorized sworn translator where appropriate.
Does Portugal require a Portuguese sworn translator?
Portugal does not use the same MAEC sworn-translator model as Spain. AIMA’s published guidance refers to certified Portuguese translations and lists several ways a translation may be certified. Translation requirements can depend on the document and procedure, so we confirm what the relevant Portuguese authority requires rather than applying a blanket rule.
How long is an FBI or RCMP background check valid?
There is no single validity period that applies to every Spain or Portugal application. For example, current Spanish guidance in Washington and New York uses a six-month limit for U.S. criminal records in the Digital Nomad Visa process, while Toronto currently uses five months for its Canadian DNV criminal-record certificate. We time the record around the specific visa and filing jurisdiction instead of promising a universal “90-day rule.”
I’m a U.S. W-2 employee moving to Spain. Do I automatically need Form USA/E 1?
No. Social Security treatment depends on the actual employment arrangement and the U.S.–Spain Social Security Agreement. Where U.S. coverage applies under the agreement, the U.S. Social Security Administration can issue a Certificate of Coverage proving exemption from compulsory Spanish coverage. Whether you qualify for that treatment should be assessed based on the facts of your employment; we do not recommend changing an employee into a contractor simply to fit a visa.
Can you expedite an apostille at the U.S. Department of State or Global Affairs Canada?
We coordinate document routing, courier logistics and the sequence of your file, but we do not control government processing times. Global Affairs Canada currently states that it does not offer a general expedited authentication service. Any priority or emergency processing is subject to the relevant authority’s own rules and discretion.
Can I order a single document service without buying a full relocation package?
Yes. If you need a discrete service—such as apostille coordination for an FBI record or help with a particular civil document—contact our team with the document, issuing jurisdiction and destination country. We can confirm whether a standalone service is available for that request.
Do you provide immigration legal advice?
DigitalNomadInSpain.org is not a law firm and does not provide legal representation. We provide administrative document and relocation coordination. Legal advice, eligibility determinations and legal filings are handled by independent licensed professionals where those services are included or requested.
Official Sources Behind Our Document Guidance
We use current government and consular sources because document rules and processing procedures can change.
- Embassy of Spain in Washington — Telework / Digital Nomad Visa
- Consulate General of Spain in New York — Telework Visa
- Consulate General of Spain in Toronto — Digital Nomad Visa
- U.S. Social Security Administration — U.S.–Spain Social Security Agreement
- Global Affairs Canada — Apostille & Authentication Requirements
- Global Affairs Canada — Current Authentication Processing Information
- Portugal AIMA — Recognition & Translation of Foreign Documents
- Portugal AIMA — Remote-Work Residence Permit
- U.S. Department of State — Apostille Requirements