Knowing exactly what documents you need before starting the process is the difference between a file that moves forward smoothly and one that accumulates requirements for months. This guide includes the standard documentation required by the Ministry for both homologation —aimed at those who want to practice a regulated profession in Spain— and equivalence —for those seeking academic recognition of their degree without professional effects—, along with variations according to degree and the most frequent errors per document.
General documentation: valid for homologation and equivalence
These are the documents that the Ministry of Science, Innovation and Universities requires in practically all files, regardless of whether the procedure is for homologation or equivalence, and regardless of the degree or country of origin.
1. Identity document: Passport, NIE or valid Spanish DNI. It must be valid at the time of submission.
2. Original academic title. The official diploma or certificate that proves you have completed your studies. This must be the original document or a copy certified by the competent authority of the issuing country.
3. Academic certificate of subjects and grades. A document that lists all the subjects taken during the degree program, along with the corresponding grades. It must include the period in which each subject was taken and the grades obtained.
4. Certificate of workload. This document certifies the hours or credits for each subject. It's the document that causes the most problems: many universities issue it without sufficient detail or in a format that the Ministry doesn't accept. We'll explain exactly what it should contain later.
5. Legalization or Hague Apostille. All academic documents must be legalized. If the issuing country is a signatory to the Hague Convention, the procedure is an Apostille. If it is not a signatory to the Convention, consular legalization is required. Each document must be apostilled by the competent authority of the issuing country.
6. Sworn translation into Spanish. Mandatory for all documents not in Spanish. It must be carried out by a sworn translator officially recognized in Spain. Automatic translations, translations done by the university itself, or translations by translators not authorized in Spain are not valid.
7. Accreditation of Spanish level B2. Required for applicants whose native language is not Spanish. This is demonstrated through the DELE B2 diploma or other officially recognized certifications.
Specific documentation according to career
Some qualifications require additional documents beyond those listed above. In the case of accreditation, since it is linked to the practice of regulated professions, this supplementary documentation is especially common. These are the most frequent cases:
- Medicine and health professions. Medical license or professional qualification in the country of origin, accreditation of work experience and, in some cases, certificate of registration in the country of origin.
- Architecture and Engineering with responsibilities. Certificate of professional qualifications in the country of origin and license or authorization that accredits the exercise of the regulated profession in that country.
- Teaching Certificate of qualification or teaching accreditation in the country of origin and, depending on the specialty, a foreign language certificate.
The course load certificate: the document that causes the most delays
It deserves special attention because it is the source of most of the requests the Ministry receives, both in homologation and equivalency applications. To be valid, it must meet these requirements:
- Detail the workload subject by subject, not just the total for the degree.
- Specify whether the hours correspond to theoretical classes, practical classes, or both.
- It must be issued by the university or competent academic authority, not by the student himself.
- It must bear the official seal and signature of the issuing authority.
- It must be apostilled and translated like the rest of the academic documents.
If your university issues this certificate in a generic format without the details by subject, you must expressly request it with those specifications before starting the process. Submitting it incompletely guarantees a requirement.
Common errors in university homologation/equivalence documentation
- Only the degree certificate should be apostilled, not the academic transcript. Each document must be apostilled separately. Apostilling the degree but not the transcript or course load certificate is one of the most common mistakes.
- Apostille issued by the wrong country. The apostille must be issued by the competent authority of the country that issued the document, not the country where the applicant resides. A document issued in Colombia must be apostilled in Colombia, not in Spain.
- Unofficial translations. Translations produced by the university itself, by generic translation agencies, or using automated tools are not valid. Only translations from sworn translators authorized in Spain are accepted.
- Academic certificate without all subjects. Some academic transcripts omit elective courses, final degree projects, or internships. The Ministry may require these to be completed if it finds that the transcript does not reflect all the studies undertaken.
Frequently asked questions about documents for university accreditation or equivalence
Do documents have an expiration date?
Academic degrees do not expire, but identity documents must be valid at the time of submission. Apostilles also do not formally expire, although some countries issue apostilles with an expiration date. If in doubt, it is advisable to verify with the issuing authority.
Can I submit copies or must they be original documents?
Original documents must be submitted, although some countries accept copies with apostilles, especially of the degree certificate. In that case, both documents must be submitted in a single file. For online submissions, digital versions are uploaded, but they must correspond to original documents.
What happens if my university no longer exists or does not issue certain documents?
This situation occurs more frequently than expected. In these cases, you must contact the country's educational authority—the Ministry of Education or equivalent body—to obtain alternative documentation. The Spanish Ministry assesses each case individually, but it is essential to prove that you have attempted to obtain the documentation through all available channels.
Does the certified translation have to be done in Spain or can it be done in my country?
It must be done by a sworn translator officially recognized in Spain. Some sworn translators accredited in Spain operate from abroad, but it is more common to contract the translation directly with a professional authorized by the Spanish Ministry of Foreign Affairs.
Do I also need to have the sworn translation apostilled?
No. A certified translation done by a translator authorized in Spain does not require an apostille. However, the original document on which the translation is based must be apostilled.
Do you have questions about exactly which documents you need for your case? En LegalSpain We review your documentation before submitting the file to avoid any issues. Consult with our specialists.
