Complete Checklist: Documents Needed Before Moving to Spain from Cork

Spain is the number-one destination for Irish people moving abroad. Whether you are relocating for work, retirement, or simply a change of lifestyle, the paperwork can be daunting. This checklist covers every document you are likely to need — and which ones require notarisation and apostille before you leave Cork.

Before You Start: Understanding Notarisation and Apostille

Spain is a member of the Hague Apostille Convention. This means Irish public documents are accepted in Spain provided they carry an apostille — a certificate issued by the Department of Foreign Affairs in Dublin that verifies the document's authenticity. Many documents also need notarisation by a Notary Public before the apostille can be applied.

In addition, Spanish authorities generally require a sworn translation (traducción jurada) into Spanish, carried out by a translator officially registered with the Spanish Ministry of Foreign Affairs.

✅ Personal Identity Documents

• Valid passport — check it has at least 6 months' validity
• Notarised copy of passport — required by many Spanish institutions
• Birth certificate — obtain a long-form copy from the General Register Office; apostille required
• Marriage certificate (if applicable) — apostille required
• Divorce decree (if applicable) — apostille required
• Death certificate of spouse (if applicable) — apostille required
• Deed poll / name change certificate (if applicable) — apostille required

✅ Spanish NIE Number

The NIE (Número de Identificación de Extranjero) is your foreigner identification number. You need it for virtually everything in Spain — opening a bank account, buying or renting property, signing employment contracts, registering for healthcare, and paying taxes.

• Apply at the Spanish Consulate in Dublin, or in person at a National Police station in Spain
• You will need a completed EX-15 form, your passport, and a passport-sized photograph
• If applying through a representative, a notarised Power of Attorney is required

✅ Residency and Registration

• Certificado de Registro de Ciudadano de la Unión — EU citizens staying over 3 months must register at the Foreigners' Office (Oficina de Extranjeros)
• Empadronamiento — register on the municipal census (Padrón) at your local town hall; needed for access to healthcare, schooling, and voting in local elections
• Proof of income or employment — bank statements, employment contract, or pension confirmation
• Private health insurance — may be needed for initial residency registration if you are not yet employed in Spain

✅ Financial and Tax Documents

• Bank reference letter — a notarised letter from your Irish bank confirming your account details and standing
• Tax clearance certificate — from Revenue (Irish tax authority) confirming your tax affairs are in order
• P60 / employment detail summary — proof of earnings for the current and previous tax years
• Pension documentation — if retiring to Spain, bring confirmation of your Irish pension entitlements

✅ Property-Related Documents

If you are buying property in Spain:

• Power of Attorney — if you cannot attend the Spanish notario in person, a notarised and apostilled PoA is essential
• Proof of funds — bank statements showing the source of funds for the purchase
• Mortgage approval letter (if applicable) — from your Irish or Spanish lender

If you are renting, landlords may request:

• Notarised copy of passport
• Employment contract or proof of income
• Bank reference

✅ Employment and Business Documents

• Educational qualifications — degree certificates, diplomas, and transcripts; apostille required for recognition (homologación) in Spain
• Professional registration certificates — for regulated professions (medicine, law, engineering, etc.)
• Employment references — notarised letters from current or previous employers
• Company documents (if self-employed or transferring a business) — certificate of incorporation, memorandum of association, board resolutions

✅ Healthcare Documents

• European Health Insurance Card (EHIC) / S1 form — for initial healthcare coverage; the S1 is for retirees receiving an Irish state pension
• Medical records summary — from your GP, especially if you have ongoing conditions
• Prescription details — a letter from your GP listing current medications (generic names recommended)
• Vaccination records — particularly for children enrolling in Spanish schools

✅ Children and Education

• Children's birth certificates — apostilled
• School records and transcripts — apostilled and translated
• Custody agreements (if applicable) — notarised and apostilled
• Consent letter from other parent — if only one parent is relocating with the children, a notarised letter of consent from the other parent is advisable

✅ Driving

• Irish driving licence — valid in Spain for up to 2 years for EU citizens, after which you must exchange it for a Spanish licence
• Driving record — from the NDLS (National Driver Licence Service); may need apostille
• Motor insurance no-claims letter — to obtain a favourable rate with a Spanish insurer

✅ Police and Background Checks

• Garda vetting / police clearance certificate — required for certain jobs and residency applications; must be apostilled
• Apply through the National Vetting Bureau or via an authorised organisation

✅ Pets

• EU Pet Passport — issued by your vet
• Microchip and rabies vaccination records
• Health certificate — issued by a vet within 10 days of travel

Timeline: When to Start

We recommend the following timeline:

• 3–6 months before: Order long-form certificates, apply for Garda vetting, gather educational documents
• 2–3 months before: Book notarisation appointment, apply for apostilles, commission sworn translations
• 1 month before: Apply for NIE (if doing so from Ireland), arrange bank references, confirm healthcare coverage
• 1–2 weeks before: Collect all apostilled and translated documents, make certified copies

How Hugh Phelan Can Help

Hugh Phelan is a Solicitor and Notary Public practising from East Douglas Street, Douglas, Cork. He can notarise all the documents on this checklist, advise on which documents require apostille and translation, and handle multiple documents in a single appointment to save you time and cost.

Contact us at 021-489-7134 or info@phelansolicitors.com, or book an appointment online.