Sending the wrong type of original, notarized copy, or certified copy is one of the most common reasons applications get delayed or rejected. Understanding the differences and knowing how to obtain the correct documents can save you time, money, and stress.

Original documents are the primary records issued at the time of creation. They contain the original signatures, seals, and legal markings of the issuing authority. Examples include:

• Birth certificates issued by the county or state
• Marriage licenses
• University diplomas

While originals are the most authoritative, sending your only original overseas is risky. Originals cannot be replaced if lost, damaged, or mishandled in transit, and getting a replacement can take weeks to months, depending on the issuing office. 

All original documents must be issued by an authorised government office, county, state, or federal, and carry an original seal and signature from that office.

A certified copy is a duplicate of the original authority issued by a county, state office, court, or university. These copies have their own signature and seal confirming they are an exact and official representation of the original record. They are equivalent to the original. Used for Spain:

• Birth, marriage, and death certificates
• Divorce decrees and court orders
• Educational transcripts and diplomas

Why certified copies are ideal:

Certified copies are the smarter choice as they carry the same legal weight as originals, can be replaced if lost in transit, and are accepted by Spanish authorities once apostilled

How to get a certified copy:

1.Essential Records (Birth, Marriage, Death Certificates):

• Contact your state or county essential records office.
• Many offices allow online orders through services like VitalChek.
• Turnaround: 1–3 weeks
• Cost: Depends on the authorities

2.Court Records (Divorce Decrees, Court Orders):

• Contact the clerk of the court that issued the original order.
• Turnaround: 1 day to 6 weeks, depending on records management.

3.Educational Documents (Degrees Transcripts):

• Request an official copy from the university registrar.
• Make sure it carries original signatures and seals.

Note: Always order two certified copies, one to submit and one backup. Apostilled certified copies are preferred by Spanish authorities and reduce risk.