Spanish Notary Checklist: Documents You Must Bring (UK Guide)

When dealing with legal or property matters in Spain, a UK-Spanish Notary (Notario) plays a crucial role. Whether you are buying property, granting a Power of Attorney, making a will, or completing inheritance procedures, attending a notary appointment is often mandatory.

For UK residents and British nationals, the process can feel unfamiliar due to differences between the UK and Spanish legal systems. One of the most common reasons for delays or failed appointments is missing or incorrect documentation.

This guide provides a complete Spanish Notary checklist, specifically tailored for UK clients, to ensure your appointment runs smoothly and efficiently.

Why Spanish Notaries in the UK Are Important for documents to be used in Spain

UK/Spanish Notaries who are also Spanish Lawyers, like Lopez & Moreno Associates, are highly qualified public officials with legal authority. They do not merely witness signatures; they:

• Draft and authenticate legal documents

• Verify identity and legal capacity

• Ensure compliance with Spanish law

• Register documents with official registries

Because of this responsibility, Spanish notaries in the UK are strict about documentation, and even minor errors can result in postponed appointments.

Core Documents Required for All Spanish Notary Appointments

Regardless of the type of transaction, certain documents are always required.

1. Valid Passport (Original)

UK nationals must present:

• A valid UK passport (depending on the circumstance and document, in some instances it will also be allowed to present a photo driving licence)

• Original document (copies are not accepted)

• Passport must not be expired

If your passport has been recently renewed, ensure that all supporting documents match the new passport number.

2. NIE Number (Número de Identidad de Extranjero)

The NIE number is essential for almost all legal and financial activities in Spain.

• Mandatory for property purchases, inheritances and bank-related transactions

• Must be issued by Spanish authorities (Lopez & Moreno Associates can help you obtain one in London)

• A printed certificate or official confirmation is required in many occasions

If you do not yet have an NIE, this must be arranged before the notary appointment or a provision inserted in the power of attorney so that a representative can apply for it in Spain on your behalf.

3. Proof of Address (UK or Spain)

Spanish notaries may request proof of address to confirm residency status.

Accepted documents typically include:

• UK utility bill (electricity, gas, or water)

• Bank statement (dated within last 3 months)

• Council tax bill

Some notaries require official translations into Spanish, depending on the document.

Documents Required for Specific Notary Transactions

Property Purchase or Sale in Spain

If you are buying or selling property, additional documentation is required.

4. Property Title Deeds (Escritura)

• Existing title deeds if selling

• Provided by the seller or their legal representative

• Confirms ownership and property boundaries

5. Land Registry Information (Nota Simple)

• Recent extract from the Spanish Land Registry

• Confirms ownership, debts, and charges

• Usually issued within the last 30 days

6. Proof of Funds, Payment Method and evidence of source of the funds.

Spanish law requires transparency regarding the source of funds.

You may need:

• UK bank statements

• Proof of international transfer

• Cheque or bank transfer confirmation

• Documentary proof of the source of the funds used to finance the purchase

Anti-money laundering regulations are strictly enforced.

Power of Attorney (PoA)

Granting a Power of Attorney is common for UK clients who cannot be present in Spain.

7. Draft Power of Attorney Document

• Prepared by your Spanish lawyer

• Must clearly outline powers granted

• Limited or general powers specified

At Lopez & Moreno Associates, competent in Spanish law as a result of holding the qualification of Spanish lawyers (abogados), Spanish Powers of Attorney can be tailormade following your instructions and needs. They will then be notarised at our very same office.

Spanish Wills & Inheritance Matters

8. Birth Certificate

Often required for inheritance cases.

• Must be an original or certified copy

• Issued by UK authorities

• Usually requires official Spanish translation

9. Marriage Certificate (If Applicable)

Required when marital status affects inheritance rights.

• Civil partnership or marriage certificate

• Apostille and sworn translation may be required

10. Death Certificate (For Inheritance)

For inheritance-related appointments:

• Official death certificate

• Apostilled under the Hague Convention

• Sworn translation into Spanish

Apostille and Translation Requirements

Apostille for UK Documents

Many UK-issued documents must carry a Hague Apostille to be recognised in Spain.

Documents commonly requiring an apostille include:

• Birth certificates

• Marriage certificates

• Death certificates

• Court documents

The apostille is issued by the UK Foreign, Commonwealth & Development Office (FCDO).

Sworn Translations (Traducción Jurada)

Spanish notaries often require official sworn translations, not standard translations.

• Translators must be authorised by the Spanish Ministry of Foreign Affairs

• Uncertified translations are not accepted

• The team at Lopez & Moreno Associates, Notaries & Spanish Lawyers can provide such sworn translations when required and draft the documents in dual language Spanish and English.

Witnesses and Interpreters

11. Witnesses (If Required)

Some documents require witnesses, especially if:

• The document involves special circumstances such as an English company granting a Power of Attorney or other documents

• Signing of Wills

Witnesses must bring valid identification.

12. Official Interpreter

If you are not fluent in Spanish, a certified interpreter may be required.

• Some notaries based in Spain insist on an interpreter but when documents are signed at Lopez & Moreno Associates, our bilingual team will not require a third party interpreter

• In the event an interpreter is needed, the Interpreter must be officially recognised

• This cannot usually be a family member

Common Mistakes UK Clients Should Avoid

• Bringing photocopies instead of originals

• Mismatched names across documents

• Expired passports or passports without bearing the holder’s signature

• Missing apostilles

• Using non-sworn translations

• Assuming UK legal standards apply in Spain

Preparation is key to avoiding delays and additional costs.

How Lopez & Moreno Associates Can Help

At Lopez & Moreno Associates, we specialise in assisting UK clients with Spanish legal matters, ensuring every notary appointment is fully prepared.

Our services include:

• Document drafting, review and verification

• Arranging sworn translations where applicable

• Apostille coordination

• Spanish Power of Attorney drafting

• Representation before Spanish notaries

With professional guidance, your notary process can be efficient, stress-free, and legally secure.

Final Checklist Before Your Spanish Notary Appointment

Before attending, confirm you have:

• Valid passport

• NIE number where applicable

• Proof of address issued within the last 3 months

• Transaction-specific documents

• Apostilled UK documents (if required) – we will process this for you

• Sworn Spanish translations where applicable

• Interpreter or witnesses (if needed)

Conclusion

A UK-Spanish notary appointment is a vital legal step, and preparation is essential, especially for UK residents unfamiliar with Spanish legal formalities. Understanding exactly which documents to bring can save time, money, and unnecessary frustration.

By following this checklist and working with experienced Spanish legal professionals like Lopez & Moreno Associates, you can ensure your transaction proceeds smoothly and in full compliance with Spanish law.

If you are planning a Spanish notary appointment, professional legal advice is always recommended.

At Lopez & Moreno Associates, Notaries & Spanish Lawyers, we are able to prepare notarial documents that comply with all the necessary requirements to be legally valid in Spain.