Track C: Documents everyone needs

Regardless of whether you are a W-2 employee or self-employed, these documents are required for every applicant.

  • Valid passport — must be valid for the duration of your intended stay. Bring the original and a copy of the photo page.
  • FBI background check — ordered through an FBI-approved channeler. The channeler submits your fingerprints electronically and returns the result faster than mailing directly to the FBI.
  • Federal apostille on the FBI check — issued by the US State Department (not your state's office). The FBI is a federal agency; the apostille must match. See the FBI check and apostille guide for how to order this correctly.
  • Sworn translation of the FBI check — into Spanish, by a translator accredited by Spain's Ministry of Foreign Affairs (MAEC). Get this after the apostille is attached.
  • Qualifying health insurance policy — full coverage, no copayments, no deductibles, no waiting periods, from an insurer authorized to operate in Spain. Travel insurance does not qualify. Review the health insurance guide before choosing a policy.
  • Proof of income — 3 to 6 months of bank statements showing deposits consistent with your claimed income level. The 2026 minimum is €2,849/month gross for a single applicant. Full threshold details are in the income requirements guide.
  • Last 2 federal tax returns — to corroborate income history.
  • Application form — Model EX-23 or the current UGE online form, depending on whether you are filing from inside Spain or at a US consulate.
  • Passport-style photographs — current specs per UGE or consulate requirements.
  • Criminal record certificates from any country where you have lived for 5+ years — within approximately 3 months of your filing date. The FBI check covers the US; if you have lived elsewhere, check whether that country also requires a certificate.

If including a spouse

  • Marriage certificate — apostilled by the state where it was issued, then sworn-translated.
  • Spouse's passport
  • Spouse's criminal record certificate (same standard as above)

If including children

  • Birth certificates — apostilled by the state of issuance, then sworn-translated.
  • Passports for each child
  • If applicable: custody order or documentation of sole custody (apostilled and sworn-translated)

Track A: Additional documents for W-2 employees

If you receive a W-2, are on your employer's payroll, and have an employment contract, these additional documents are required. You must have been with the employer for at least 3 months before filing.

  • Current employment contract — must clearly state that your role is remote. If the contract is silent on location or lists a US office address, request an addendum explicitly authorizing remote work from Spain before filing.
  • Employer authorization letter — a signed letter from your employer explicitly authorizing you to perform your work remotely from Spain. This is separate from the employment contract. The main US citizens guide explains what this letter must cover.
  • SSA Certificate of Coverage — allows you to continue paying US Social Security rather than Spanish Social Security during your permit. Order this immediately — it takes approximately 3 months to arrive from the Social Security Administration and is the longest-lead document in the entire process. Full instructions at the Certificate of Coverage guide.
  • Proof the company is at least 1 year old — Certificate of Incorporation or equivalent state filing showing the company's formation date. This must predate your application by at least one year.
  • Last 2–3 pay stubs — to corroborate salary claimed in the application.
  • Proof the company operates outside Spain — typically established by the incorporation documents themselves, but ensure the company's principal place of business is clearly outside Spain.

Track B: Additional documents for freelancers and 1099 contractors

If you invoice clients, receive 1099s, or operate through an LLC or sole proprietorship, these additional documents are required. The professional relationship with each main client must be at least 3 months old before you file.

  • Service agreements or client contracts — for each main client. The contract should identify the parties, describe the services, state the fees, and confirm the work is performed remotely. Vague one-page agreements are a risk; detailed statements of work are stronger.
  • Invoice history — 3 to 6 months of invoices to your clients, showing the amounts billed.
  • Bank statements showing matching deposits — the payments on your invoices should be visible in your bank statements. Gaps or discrepancies should be explained in writing.
  • Proof each main client company is at least 1 year old — Certificate of Incorporation or equivalent for each client you are relying on to demonstrate the professional relationship. The company must have been operating for at least one year.
  • Client confirmation letter — a letter from each main client confirming the remote service relationship, its duration, and the nature of the work. This is separate from the contract.

If you operate through a US LLC

  • LLC Articles of Organization — showing formation date (must be at least 1 year old), state of organization, and your membership. Requires state apostille from the state of organization, then sworn translation.
  • Operating Agreement (if one exists) — confirms your role and ownership structure.
  • Explanation of how income flows — whether you take distributions, salary or contractor payments from the LLC, and how this is reflected in your bank statements and tax returns.

Qualifications

  • If you have a degree: university diploma. May require apostille and sworn translation depending on the issuing institution and country. Include your transcript if the degree does not obviously relate to your professional activity.
  • If you do not have a degree: documentation of 3+ years of professional experience in your field — previous contracts, employer reference letters, professional certifications, or a CV with verifiable history. The no-degree guide covers how to build this section.
Calculator, stamp and documents laid out like a paperwork toolkit

What gets apostilled and what gets translated

Every non-Spanish document submitted to Spanish immigration requires both an apostille and a sworn Spanish translation. The rules for which apostille apply can be confusing — here is how it breaks down.

  • FBI background check → federal apostille from the US State Department + sworn translation. Do not get a state apostille — it will not be accepted.
  • Marriage certificate → state apostille from the state where the certificate was issued + sworn translation.
  • Birth certificates → state apostille from the state where the certificate was issued + sworn translation.
  • Company incorporation documents (client companies or your own LLC) → state apostille from the state of incorporation + sworn translation.
  • Employment contract → sworn translation required if entirely in English. No apostille needed on the contract itself, but it must be translated.
  • Employer authorization letter → sworn translation required.
  • US tax returns and pay stubs → sworn translation required.
  • Diploma → may require apostille (if issued by a US institution) and sworn translation.

Critical: sworn translation means MAEC-accredited translators only. Spain's Ministry of Foreign Affairs (MAEC) maintains a list of official sworn translators. Translations by any other party — including services marketed as "certified translation" in the US — are not accepted by Spanish immigration. This distinction trips up almost every first-time applicant who handles their own documents. See the sworn translation glossary entry for how to find a MAEC-accredited translator.

See also: what an apostille is and how it works.

The timing trap: order in the right sequence

The order in which you obtain documents matters. Getting this wrong means redoing work and delays of weeks.

  1. Order the FBI background check first — through an FBI-approved channeler. The result typically comes back in days to a few weeks. Criminal record certificates should be within approximately 3 months of your filing date, so order them close to when you plan to file — not months in advance.
  2. Obtain the federal apostille on the FBI result — before commissioning any translation of it. The apostille must be attached to the original document; the translator then certifies the complete apostilled document.
  3. Commission sworn translations last — after all apostilles are in hand. A sworn translator needs to see and certify the final apostilled version.
  4. W-2 employees: order the SSA Certificate of Coverage immediately — it takes approximately 3 months and nothing else in the process has that lead time. Everything else can be assembled while you wait for it.

What is NOT on this list

Several documents come up constantly in online discussions that are not actually required. Knowing what you do not need saves time and money.

  • Lease or rental contract — not required to apply. You do not need to have signed a lease in Spain before filing. Proof of accommodation may be requested at certain stages, but a lease is not a prerequisite for the application.
  • Spanish bank account — not required to apply. You do not need to open a Spanish bank account before your application is approved.
  • NIE obtained separately — if you file from inside Spain via the UGE in-country route, the NIE is issued as part of the authorization process. You do not need to separately visit a police station to obtain a NIE before filing. The NIE glossary entry explains how this works. The TIE (physical residence card) is collected after approval.
  • Medical certificate — not required for the UGE in-country route. Some older guides and consulate-specific instructions mention a medical certificate; it is not a standard requirement for the authorization filed through UGE.
  • Police certificate from Spain — not required if you have not previously lived in Spain. The FBI check (and equivalent certificates for other countries where you have lived) covers the criminal record requirement.
  • Proof of Spanish language ability — there is no Spanish language requirement for the Digital Nomad Visa.

Filing from inside Spain vs. the US consulate

This checklist applies to both filing routes, but the in-country route (filing through UGE while you are in Spain) is the one I recommend for most applicants. It results in a three-year authorization versus a one-year visa from a US consulate, and processing times are similar. The main constraint is Schengen timing — you need enough days remaining in your 90-day tourist allowance to file and stay while it processes. The full comparison is in the filing route guide.

Your personalized checklist comes from a review

This list covers the standard documents for each track, but every case has its own details. If your income is variable, your LLC structure is unusual, your employer is a startup without formal HR, or you have lived in multiple countries, your file needs to account for those specifics.

A free assessment produces a written checklist specific to your situation — not a generic list, but a review of your actual circumstances: which track you are on, which documents apply, what your income evidence looks like against the threshold, and where the gaps are. It is the fastest way to know exactly what you need to build.

If you have a specific question about a document, reach out via the contact page.

Sources: Ley 28/2022 (BOE) · Ministerio de Inclusión — UGE. This guide is general information, not legal advice. Last updated: July 2026.