Documents are the foundation of any move to Mallorca. Without the right certificates, complete with Apostille and translation, you will be denied access to the Residencia (EU residence registration), health insurance, school registration and the tax office. The good news: with proper preparation, all of this can be sorted in a few weeks and will save you many expensive extra trips later.
Why documents from Germany matter
In Spain you have to provide evidence at almost every administrative step that reflects your life in Germany. The consulate, the Ayuntamiento (town hall), the Extranjeria (foreigners' office), the tax office and schools all require originals or certified copies plus a translation.
Typical situations:
- Registering at the Ayuntamiento (Empadronamiento) with your identity card and rental contract
- Applying for Residencia with your birth certificate and proof of health insurance
- Getting married in Spain with a certificate of no impediment and birth certificate
- Enrolling children in school with birth certificates and school reports
- Opening a bank account with your NIE and proof of income
- Selling or inheriting property with a will and supporting documents
If you do not have the documents with you, you will need to reorder them. That costs time and money, because certificates from Germany can only be obtained from the competent registry office or probate court. By post this often takes six to eight weeks when you are applying from abroad.
Tip: Complete everything before the move
Order all certificates in duplicate - one copy for your archive and one for Spain. Have the second copy apostilled and translated straight away. It costs more upfront, but saves months of delay if you suddenly need a document on Mallorca.
Apostille - what, where, how
The Apostille is a standardised stamp under the Hague Convention that confirms the authenticity of a public document. It replaces the earlier legalisation by consulates. Without an Apostille, German documents are usually not recognised in Spain.
Documents that require an Apostille:
- Birth certificates
- Marriage certificates, divorce judgements, death certificates
- Certificates of descent
- Notarial documents (wills, powers of attorney, articles of association)
- School-leaving certificates, university diplomas, professional certificates
- Criminal record certificates (Fuhrungszeugnis)
- Certificates of no impediment to marriage (Ehefahigkeitszeugnis)
Where to get an Apostille in Germany:
- Civil status documents: Bezirksregierung or Regierungsprasidium of your federal state
- Notarial documents: Landgericht (regional court) that has jurisdiction over the notary
- Court documents: Landgericht or Oberlandesgericht (higher regional court)
- School-leaving certificates: Bezirksregierung or Ministry of Education
- University diplomas: Competent state authority or university office
Fees and processing time:
- 15 to 25 EUR per Apostille
- Processing time: 1 to 4 weeks
- Express service available in some federal states for an additional fee
Practical example: A birth certificate from Munich is apostilled at the Regierung von Oberbayern (Government of Upper Bavaria). The authority takes the document, verifies the registry official's signature and affixes the Apostille. You send the original by post or appear in person - both options work.
Sworn translators
The Apostille alone is not enough. Spanish authorities in almost all cases also require a translation into Spanish - and specifically a traduccion jurada, a certified translation by a translator appointed by the Spanish Ministry of Foreign Affairs (Ministerio de Asuntos Exteriores).
Where to find Traductores Jurados:
- Official list from the Spanish Ministry of Foreign Affairs (Ministerio de Asuntos Exteriores)
- Spanish consulates and embassies in Germany
- Local search on Mallorca via law firms or Gestorias (administrative and tax consultancies)
Typical prices (as of April 2026):
- Short documents (birth certificate, marriage certificate): 40 to 80 EUR
- Diplomas and certificates: 60 to 150 EUR
- Longer documents (wills, contracts): 100 to 300 EUR
Processing time:
- Simple documents: 2 to 5 working days
- Longer texts: 1 to 3 weeks
- Express service available for an additional fee
Formal process:
- Send the original or certified copy to the translator
- The translator produces the translation with stamp, seal and signature
- The translation is firmly bound together with a copy of the original
- You receive the document by post or collect it in person
Further details on finding and working with translators are in our article on sworn translators on Mallorca, once it is live.
Warning: German court translators not automatically recognised
A German court-certified translator is not automatically a Traductor Jurado under Spanish law. Spanish authorities often require translators from the official list of the Ministerio de Asuntos Exteriores. Confirm in advance that your chosen translator holds this qualification.
List of the most important documents
The following list is tried and tested and covers 90 per cent of all administrative requirements on Mallorca. Not everyone needs every document, but it is better to have one too many than one too few.
Personal identity
- Passport (valid for at least 12 months)
- Identity card
- Birth certificate, multilingual format or with Apostille and translation
- Driving licence in EU credit card format
- Biometric passport photos (4 to 6 copies - you will need them repeatedly)
Family status
- Marriage certificate, with Apostille and translation
- Certificate of no impediment to marriage, if you plan to marry in Spain
- Divorce judgement, with Apostille and translation (if applicable)
- Death certificate of former partner (for widowed persons)
Children
- Birth certificates for all children, with Apostille and translation
- Vaccination records
- Latest school reports (if transferring to a Spanish school)
- Custody certificates for single parents
Education and employment
- School-leaving certificates
- University diplomas and transcripts
- Professional certificates (e.g. medical licence, professional recognition)
- Employment references
- CV in Spanish or English
Finance and insurance
- Latest tax assessment notices
- Pension notices and DRV documents
- Bank statements for the last three months
- Proof of health insurance (EHIC, S1, private policy)
- Life insurance documents
Legal provisions
- Powers of attorney (bank, general)
- Advance healthcare directive
- Will or inheritance contract
- Proof of property ownership
Animals
- EU pet passport
- Rabies vaccination certificate
- Vaccination record
- Microchip documentation
Digital copies and the cloud
Alongside the originals, you should back up all documents digitally. This is not a substitute for the original, but it is a crucial safeguard against loss, theft or water damage in the shipping container.
Recommended workflow:
- Scan every document at high resolution (300 dpi, colour)
- Name the files systematically:
Surname_DocumentType_Year.pdf - Upload everything to an encrypted cloud (e.g. Proton Drive, Tresorit, 1Password Documents)
- Also save an encrypted copy on an external hard drive
- Share access with a trusted person in Germany
What to keep in mind:
- No unencrypted cloud services for sensitive data
- Regular backup of the cloud to a local storage device
- Strong passwords and two-factor authentication
- For notarial or legal documents: set up emergency access via a contact person
A digital folder is useless if you cannot find it or open it in an emergency. Test twice a year that you can actually gain access.
Emergency folder for Mallorca
When you arrive on Mallorca you should have a handy folder containing all the important originals. We call it an emergency folder because that is exactly what it is - a lifeline for all everyday crises.
Suggested structure:
- Index page with table of contents
- Identity (passport copies, NIE, Residencia, Empadronamiento)
- Health (vaccination record, allergies, medication, doctor contacts)
- Insurance (policy copies and contacts)
- Finance (bank accounts, tax ID, IBAN, card block numbers)
- Property (rental contract, energy certificate, landlord contact)
- Contacts (emergency numbers Germany and Spain)
Also include:
- A list with names, numbers and addresses of your lawyer, tax adviser, doctor and consulate
- An emergency power of attorney for a family member in Germany
- A summary of all important passwords, encrypted in a password manager
- A small envelope with 200 to 500 EUR in cash for emergencies
The folder will save you multiple times in the first few months - for example at your first appointment at the Extranjeria, during a phone call with the health insurer or at the first tax inspection. More information on government appointments can be found in our article on consulate and government dealings.
Timing and order
A realistic timeline looks like this:
- Minus 3 months: Check all documents, reorder anything missing
- Minus 2 months: Apply for Apostilles (allow for postal delivery time)
- Minus 6 weeks: Commission certified translations
- Minus 4 weeks: Compile everything in the folder
- Minus 2 weeks: Digitise and back up to the cloud
- Moving day: Carry the folder with you personally, do not put it in the container
Practical tip: If you are short on time, prioritise your birth certificate, marriage certificate (if married) and a valid passport. Everything else can if necessary be sent on later or organised on the spot via a Gestoria.
Anyone who prepares their documents properly will arrive on Mallorca without unnecessary stress. The Apostilles take time, the translations cost money, but both save you weeks of delays at government offices. Combine this preparation with our general moving checklist for a smooth start.