How to submit documents at Spanish Immigration: the practical Sub-delegation guide

The Immigration Office depends on the Sub-delegation of the Government (or on the Delegation, in single-province autonomous communities) and is where foreigners handle most of their permits in Spain: NIE, initial residences, renewals, modality changes, work authorisations, family reunifications, citizenship files.

Despite progressive digitisation, Immigration still sees many wasted trips due to preventable errors. This guide explains how to submit properly, how to avoid typical counter rejections, and where sworn translation fits.

The two submission routes: in-person and electronic

In-person (prior appointment)

Traditional. Requires:

Prior appointment obtained at icp.administracionelectronica.gob.es or the Ministry's appointment portal.
Attending the office with the complete paper file.
Physical identification at the counter.

In-person appointment is necessary for:

Fingerprinting (TIE, TIE renewal).
Procedures requiring personal appearance.
Physical document collection (physical TIE).

Electronic (e-Government portal)

Online processing available at the Ministry of Interior e-Government portal and at Mercurio (immigration electronic processing system). Requires:

Digital certificate (FNMT, DNIe, Cl@ve, etc.) or equivalent authentication.
Documentation in PDF electronically signed (including sworn translations).

Electronic submission is valid for almost all administrative procedures (residence and work authorisations, renewals, modality changes). Physical presence is only required for fingerprinting, identification or final document delivery.

Operational recommendation: use the e-Government portal when you can — saves the appointment and allows online tracking. Reserve physical presence for steps where it's unavoidable.

Prior appointment: how to manage it

The official immigration appointment system has been one of the most criticised points of Spanish administration. The current operational reality:

Appointments are not always available. They release in irregular batches. You have to insist several times a day.
Provincial differences: in high-demand provinces (Madrid, Barcelona, Málaga, Alicante, Valencia, Seville), appointments are exhausted in minutes. In lower-demand provinces, usually available with margin.
Multiple appointments not accepted per NIE — one slot per procedure.
Appointments cannot be sold or transferred — the system verifies the holder's identity.

Operational trick: appointments are usually released Tuesday and Thursday between 8 and 10 AM. Set reminders.

The Sub-delegation that corresponds to you

The competent Immigration Office is that of the applicant's province of residence. For residents in Alicante province, for example, it's the Immigration Office of the Government Sub-delegation in Alicante, in General Marvá street. Each Sub-delegation has one main Immigration Office and, in some large provinces, regional offices (in Alicante there are sites in Benidorm, Orihuela, Denia, etc., for some specific procedures).

For citizenship by residence and central administrative procedures, competence may pass to the Ministry of Justice or the General Directorate of Migration of the Ministry. Verify beforehand where your specific file corresponds.

Documentation accepted and required format

Original Spanish documents

DNI, NIE, passport, definitive NIE if held.
Spanish administrative certificates obtained through e-Government Portal.

Original foreign documents

Three mandatory steps for them to be valid:

Apostille (Hague Convention) — for signatory countries. Details in our apostille by country 2026 table.
Consular legalisation — for non-Hague countries.
Sworn Spanish translation by MAEC-accredited sworn translator-interpreter.

Important exception: civil status documents issued between EU States don't need apostille (EU Reg 2016/1191) but do need sworn translation.

Submission format

In-person: original + photocopy. The office checks the photocopy against the original and keeps the photocopy. You recover the original. Sworn translations can go as electronically signed PDF printout or physical copy signed by translator.
Electronic: electronically signed PDFs. Sworn translations in PDF with translator's qualified electronic signature are fully valid at Immigration via e-Government portal.

Typical files and key documentation

Initial NIE

Application (form EX-15).
Passport (original and photocopy).
Justification of NIE purpose (job offer, purchase, lease, etc.).
Fee form 790 code 012: ~€10.

EU Citizen Registration Certificate (EU residency)

For EU/EEA/Switzerland nationals:

Application (form EX-18).
Passport or EU identity document.
Justification of economic means or economic activity in Spain.
Health insurance (in some cases).
Fee form 790 code 012.

Foreigner Identity Card (TIE)

For non-EU nationals with granted residence authorisation:

Application (form EX-17).
Passport.
Authorisation grant resolution (or corresponding visa).
3 recent photographs.
Padrón certificate.
Fee form 790 code 012.

Residence and Work Authorisation (employee, self-employed, highly skilled)

Modality-specific application.
Labour documentation (offer, contract, SS registration).
Personal documentation (passport, criminal record from country of origin apostilled and translated, medical certificate).
Fee.

Residence renewal

Specific application (EX-16, EX-17, by modality).
Documentation evidencing continued requirements compliance (income, family ties, labour contract, etc.).
Expired or about-to-expire TIE card.
Fee.

Family reunification

Resident applicant's application (EX-02).
Reunified person's family documentation: birth certificates, marriage, etc., apostilled and translated. We cover the main ones in our document catalogue.
Reunifier's economic means documentation.
Adequate housing documentation.

Modality change (NLV to work, DNV to residence, etc.)

Specific application.
New status justification.
Required new documentation (new labour contract, new activity accreditation, etc.).

Citizenship by residence

Application (Ministry of Justice form).
Personal documentation: birth certificate (apostilled and translated), criminal record from country of origin, padrón certificate, Social Security certificates evidencing continuous residence.
CCSE and DELE exams (Cervantes Institute).
Fee form 790 code 026.

How sworn translations are accepted

The Immigration Office accepts sworn translations in two formats:

Electronically signed PDF

The translation is delivered in PDF signed with sworn translator-interpreter's qualified electronic signature. This format is fully valid before administration (Law 39/2015 + EU eIDAS Regulation 910/2014 + MAEC Resolution 26 July 2020).

In e-Government portal it gets uploaded as is. In in-person it gets printed and provided with the file — the office can verify electronic signature with PDF verification code or accept the printed copy with translator's seal.

Physical signed copy

Translations are printed with translator's seal and handwritten signature, accompanied by certified copy of original. It's the traditional format, still valid.

At Textualia we deliver by default in electronically signed PDF. If your specific file requires physical copy (rare today at Immigration, more common at notaries and some courts), we send by tracked mail to your address at no extra cost.

Common mistakes causing counter rejection

Foreign document without apostille (where required). Mistake #1.
Document apostilled at wrong authority. FBI Identity History Summary apostilled at state SoS instead of federal Department of State: automatic rejection.
Non-sworn translation. An "ATA translation" or freelance translator without MAEC accreditation doesn't work. Neither do translations by notaries or non-sworn translation companies.
Incomplete translation. The translation must cover the entire document + apostille. If translated apostille is missing, you get rejected.
Document expired at submission. Some documents (criminal record, medical certificates) have 3-month validity. If they reach the file expired, you must redo them.
Poorly filled application or outdated form. Forms update periodically; verify you're using the current version on the Ministry's website.
Fee not paid or paid with wrong code. Immigration fee (form 790, code 012) differs from citizenship (790, code 026) and other procedures. Verify correct code.
Expired padrón. The padrón certificate has 3-month validity for Immigration.
Passport with less than 6 months validity. For some procedures minimum validity of 1 year is required.
Not attending with prior appointment. Without appointment the applicant is not admitted at counter.

Strategy to avoid wasted trips

Checklist for the specific procedure — download Ministry guide or specific office guide.
Apostille early, translate just before. Apostille with time; commission sworn translation 2-4 weeks before appointment (not earlier — translator timelines are fast and you avoid documents expiring).
Verify current form on Ministry website same day as appointment.
Bring photocopies of everything, not just originals. Office keeps photocopies and you need to keep originals.
Bring paid fee on paper (with bank stamp) — even in e-Government portal some offices request to see physical receipt.
Keep submission receipt. It's proof you've submitted and the basis for online tracking.

e-Government portal: step by step

If you're going to submit electronically:

Digital certificate installed (FNMT, DNIe-eDNI, Cl@ve PIN).
Access to Ministry of Interior e-Government portal or specific procedure portal.
Procedure selection (residence authorisation, renewal, etc.).
Online form completion.
PDF document upload (including sworn translations in electronically signed PDF).
Fee payment (electronic form 790).
File electronic signature.
Receipt with CSV (Secure Verification Code) for tracking.

Resolution arrives by electronic notification if you've set up Authorised Single Electronic Address (DEHú) or by certified mail if not.

Complete catalogue of documents we translate
Apostille by country: 2026 table
US apostille: federal vs state
Common sworn translation mistakes — counter rejections from poorly prepared documentation
Sworn translation for Immigration — general process view

→ Request my sworn translation

Upload the apostilled documents to the quote tool and get an instant price. Electronically signed PDF valid for e-Government portal and in-person Immigration Office submission.