International Document Management

Authentication, Legalization, and Processing of Documents for Cross-Border Use

Navigating the documentary requirements of different legal systems is one of the main challenges in any international mobility or business expansion process. At Expatfeliu, we provide comprehensive document management services, covering the entire process from obtaining official documents to validating them for use in the destination country, including legalization, apostille certification, and sworn translations.

A service designed for both individuals undergoing expatriation processes and companies managing employees on international assignments.

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Gestión documental internacional

Document Legalization and Apostille Services

The legal validity of a document outside its country of issuance generally requires a formal authentication process.
We manage the three main authentication procedures:

Hague Apostille

For documents intended for countries that are signatories to the 1961 Hague Convention. The apostille certifies the authenticity of the signature, seal, or official capacity of the authority that issued the document. We process apostilles for Spanish documents before the relevant authorities, monitoring the procedure through to final delivery.

Diplomatic Legalization

For documents intended for countries that are not signatories to the Hague Convention. The process involves several authorities, including the **Ministry of Foreign Affairs, European Affairs and International Cooperation**, as well as the consulate of the destination country, and requires coordinated management to avoid errors and delays.

Validation of Documents for International Use

Preliminary review of documentation to verify that it meets the formal requirements established by the destination country before starting the authentication process. This service also includes guidance on the appropriate legalization procedure applicable to each specific case.

Obtaining Official Documents

The processing of certificates and public documents before Spanish registries and public authorities requires procedural expertise and, in many cases, representation through a notarized power of attorney.

We manage:

  • Civil Registry Certificates: birth certificates, marriage certificates, death certificates, certificates of life, and certificates of civil status.
  • Criminal Record Certificates: issued by the Ministry of Justice.
  • Academic Degrees and Recognition Certificates: processed through the Ministry of Education.
  • Corporate Documentation: Commercial Registry certificates, articles of association, notarized powers of attorney, and other corporate documents.
We act on behalf of our clients before the relevant issuing authorities, managing the entire process, including application timelines and the delivery of the original document or a certified copy, depending on the intended use.

Sworn Translations

Sworn translations are required by foreign authorities, public institutions, and private organizations when the original document is not written in the official language of the destination country. A sworn translator, officially authorized by the Ministry of Foreign Affairs, certifies the accuracy and faithfulness of the translation with their signature and official seal.
  • Certified Official Translations: We cover the main business languages, including English, French, German, Italian, Portuguese, Arabic, and Chinese, among others. We coordinate with accredited sworn translators to ensure quality, accuracy, and timely delivery for every language combination.
  • Adaptation to Destination Country Legal Requirements: Each country establishes specific requirements regarding document format, certification, and supporting documentation. We provide guidance on the applicable requirements and adapt documentation to meet the standards and regulations of the destination country.
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Services for Companies

Companies with internationally mobile employees generate a continuous flow of documentation that must be managed accurately and within tight deadlines. We offer:

Document Management for International Employee Mobility

Centralized management and processing of all documentation related to international assignments, including authorizations, posting certificates, Social Security documentation, and registrations with local authorities.

Work Permits and Residence Authorizations

Preparation of the complete documentation package required for work permit and residence authorization applications in Spain or the destination country, in coordination with the company’s HR department and legal team.

Comprehensive Support for Expatriation Processes

Documentary support throughout the entire expatriation process, including assignment agreements, A1 Social Security certificates, visas, degree recognition procedures, and family-related documentation.

Import and Export Documentation

Management of commercial documentation, certificates of origin, legalization of commercial invoices, and all other documentation required for international trade and cross-border business operations.

Do you need to manage documentation for international use?

We help individuals and companies obtain, legalize, translate, and validate official documents for international use. Our team provides guidance at every stage of the process, ensuring an efficient, secure, and destination-specific solution tailored to your needs.

Contact us and we will be happy to advise you with no obligation.

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CONTROLLER: FELIU N&I, S.L.

DPO: rgpd@feliuconsultors.com

PURPOSE: To respond to inquiries and/or provide the information required by the user;

LEGITIMIZATION: Consent of the data subject.

CESSION: It only could be transfer for legal obligation or judicial injunction.

RIGHTS: Access, rectification, elimination, opposition, limitation, portability and restriction of processing. If you think that the treatment to your personal data is not following the regulation you can go to the Supervisory authority (www.aepd.es).

ADDITIONAL INFORMATION: Privacy policy

Frequently Asked Questions About International Document Management

The Hague Apostille is used between countries that are parties to the Hague Convention and simplifies the document validation process. Diplomatic legalization, on the other hand, requires additional procedures before ministries and consulates when the destination country is not a party to the Convention.
A sworn translation is required when an official authority, public institution, or foreign organization demands that a document have legal validity in another language. It must be carried out by an officially accredited sworn translator.
A wide range of documents can be legalized or apostilled, including birth and marriage certificates, criminal record certificates, academic qualifications, notarized powers of attorney, commercial documentation, corporate certificates, and other official documents issued by public authorities.
The processing time depends on the type of document, the issuing authority, and the destination country. Some procedures can be completed within a few days, while others require more complex consular validations and may take longer to process.
Yes. We provide documentary support to companies involved in international mobility processes, including work permits, residence authorizations, official certificates, Social Security documentation, and expatriation files.