CiviqPass

Documents from the Philippines for a Spanish nationality file: criminal record, birth certificate, apostille and validity

Where each document comes from, who issues the apostille, how long each one stays valid and what Spain's own texts say about legalisation and translation, with a source under every line. Free.

Validity clock: your dates, worked out

Type a date you already have and read the date it leads to, with the official rule beside it. Nothing is stored or sent: the calculation runs in your browser. Add a date to your calendar with a reminder.

Sources (1)
Orden JUS/1625/2016, anexo, 4. Validez de los documentosOfficial wordingEn el caso de certificados de antecedentes penales en los que no conste plazo de validez, se entenderá que tienen una vigencia de seis meses a contar desde su expedición.
Sources (1)
apostille.gov.ph, FAQ: retentionOfficial wordingUnclaimed Apostilles will be disposed of three (3) months from the scheduled date of release.
Sources (1)
sede.mjusticia.gob.es, página del trámiteOfficial wordingDispone de dos meses desde la fecha de creación para completar su solicitud, si pasado ese plazo no ha firmado y presentado su solicitud, se borrará de manera automática.
How we count

Months and years end on the same day number, or on the last day of the month if there is no such day; they start the day after the date you give. A deadline that ends on a weekend moves to the next working day. Document validity is not moved: the date shown is the last day it stays valid, even on a weekend. Days are working days unless a law says otherwise.

Ley 39/2015, art. 30.4Official wordingéstos se computarán a partir del día siguiente a aquel en que tenga lugar la notificación o publicación del acto de que se trate
Ley 39/2015, art. 30.4Official wordingo desde el siguiente a aquel en que se produzca la estimación o desestimación por silencio administrativo.
Ley 39/2015, art. 30.2Official wordingSiempre que por Ley o en el Derecho de la Unión Europea no se exprese otro cómputo, cuando los plazos se señalen por días, se entiende que éstos son hábiles
Ley 39/2015, art. 30.2Official wordingexcluyéndose del cómputo los sábados, los domingos y los declarados festivos.
Ley 39/2015, art. 30.4Official wordingEl plazo concluirá el mismo día en que se produjo la notificación, publicación o silencio administrativo en el mes o el año de vencimiento.
Ley 39/2015, art. 30.4Official wordingSi en el mes de vencimiento no hubiera día equivalente a aquel en que comienza el cómputo, se entenderá que el plazo expira el último día del mes.
Ley 39/2015, art. 30.5Official wordingCuando el último día del plazo sea inhábil, se entenderá prorrogado al primer día hábil siguiente.

Where is my file? With your application number, follow it on the Ministry's website: Ministry of Justice: nationality by residence

The File Pack: your file in one workspace

Your documents with their dates, the order to ask for them, every deadline in one calendar file, two letters already drafted and twenty-five checks before you file. It uses the same sourced rules as this page, organised for your own file.

  • A tracker for each document, with a check of whether it will still count on your filing day
  • The order to ask for each document, with the dates that can already be worked out
  • One calendar file with every date you fill in, and reminders
  • Two letters already drafted: asking for the state of your file and answering a requirement, with the last day to answer
  • Twenty-five checks before you file, and nine questions to ask before you pay a lawyer
  • In English, Spanish, French and Arabic. What you type stays in your browser.

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You submit your file yourself on the Ministry's site; the File Pack shows each document and each step, with the official source beside it.

In short

  • Criminal record: The NBI issues the clearance, your fingerprints are taken at the Philippine Embassy in Madrid, and we found no official validity period; Spain counts six months from issue where none is stated.
  • Birth and marriage: The Philippine Statistics Authority (PSA) takes online requests for birth and marriage certificates, delivered in the Philippines or abroad, and we found no official validity period for them.
  • Apostille: The DFA's Authentication Division is the competent authority and the Spanish Embassy in Manila says apostilled Philippine documents need no legalisation; the DFA names Finland and Germany as objectors, and that page does not name Spain.
  • Translation: Spain asks for the criminal record certificate to be translated, and the birth certificate where needed; the Ministry of Justice warning also allows a sworn translator named by the Foreign Ministry.
  • Order: Our arithmetic, not an official rule: request first the documents that need an apostille and a sworn translation, and the criminal record certificate when you can still finish both within its validity; the clock below gives the dates.

Each line sums up a section below. The sources are in that section.

Last checked: 18 October 2026. Check the official page: sede.mjusticia.gob.es.

CiviqPass is an independent service.

1. Criminal record certificate

The Department of Foreign Affairs' (DFA) apostille requirements list the NBI clearance as an original document issued by the National Bureau of Investigation (NBI) with dry seal and verifiable online.[1]

Criminal record certificate from the Philippines: who issues it and how long it stays valid

Sources (1)
  1. apostille.gov.ph, Requirements, 1. NBI ClearanceOfficial wordingOriginal document issued by the National Bureau of Investigation (NBI) with dry seal and verifiable online.

2. Birth certificate, and marriage certificate if you are married

The Philippine Statistics Authority's page says that birth, marriage and death certificates and the CENOMAR can be requested online, for delivery anywhere in the Philippines or abroad.[1]

We found no official page that states a validity period for these certificates, and no official Spanish text saying whether an extract or a full copy is needed: ask the registry.

Spain asks for the birth certificate of the country of origin, legalised and translated where needed.[2]

If you are married, Spain also asks for the marriage certificate of the country where the marriage took place.[3]

Sources (3)
  1. psa.gov.ph, Frontline servicesOfficial wordingNeed a birth , marriage , death certificate, or CENOMAR? Request these documents online, for delivery anywhere in the Philippines or abroad.
  2. Orden JUS/1625/2016, anexo 1.aOfficial wordingCertificado de nacimiento del país de origen debidamente legalizado y traducido en su caso, conforme los Convenios Internacionales.
  3. Orden JUS/1625/2016, anexo 1.aOfficial wordingEn el caso de personas casadas certificado de matrimonio del país de celebración, debidamente traducido y legalizado en su caso.

3. Apostille and legalisation

The DFA says that on 14 May 2019 the Philippines became a party to the Apostille Convention.[1] The HCCH status table has a row for the Philippines with the dates 12-IX-2018 and 14-V-2019 and the mark A**,[2] which the table's key defines as an objection.[3] The DFA names Finland and Germany as the Apostille countries that objected to the Philippine accession; that page does not name Spain.[4]

The Spanish Embassy in Manila's news item of 15 May 2019 says that from the date it gives it is no longer necessary to put Philippine public documents through the legalisation process for them to be valid in Spain,[5] but that every public document must first obtain a seal or apostille from the issuing country.[6]

The HCCH page lists the Authentication Division, Office of Consular Affairs, DFA as the designated competent authority (page last updated 14 October 2024).[7]

The DFA says that after authentication by its Office of Consular Affairs there is no more need for legalisation by embassies or consulates, except for non-Apostille countries and those that objected to the accession.[8] The same FAQ says embassies and consulates are not authorised to issue an Apostille.[9]

For an appointment, the DFA's FAQ gives https://appointment.apostille.gov.ph.[10] It says a representative may process and claim an Apostille on behalf of the document owner.[11]

The DFA's fee page lists regular processing after 5 working days for Php 100, expedited processing after 2 working days for Php 200 and e-Apostille processing after 1 working day for Php 200.[12] The FAQ says unclaimed Apostilles will be disposed of three months from the scheduled date of release.[13]

For the NBI clearance, the DFA asks for the original issued by the NBI with dry seal and verifiable online,[14] and says a personal copy is not accepted.[15]

The electronic Apostille. The DFA's e-Apostille page says the first phase of the Philippine e-Apostille only covers civil registry documents or PSA issued documents.[16] It says not all countries accept an e-Apostille and would still require the physical copy of the apostille and the underlying public document,[17] and to make sure to inquire with the end user first whether they would accept an e-Apostille and e-Certificate.[18] It says an e-Apostille loses its validity if printed and submitted as hard copies, and that the file may be forwarded to the end user by e-mail.[19] We found no official Spanish page saying whether the Ministry of Justice accepts an electronic PSA certificate with an electronic Apostille in a nationality file: ask before you order. The page lists 200 Php for the e-Apostille, a separate payment from the 300 Php PSA e-Certificate fee.[20]

Spain's own warning. The Spanish Ministry of Justice warning calls the legalisation of foreign documents an essential requirement,[21] and says the Hague Convention simplifies it, with a single stamp and signature on the document.[22] The Spanish Foreign Ministry's page on legalisation says documents from countries party to the Apostille Convention are not legalised.[23] It adds that legalisation has no expiry date but does not extend a document's own validity.[24]

Documents issued by an embassy. The Spanish Foreign Ministry says documents issued by foreign representations in Spain, about facts in their consular district, must be legalised by its Servicio de Legalizaciones to be valid in Spain.[25] We found no official page saying whether the Philippine Embassy issues a certificate for this purpose.

Sources (25)
  1. apostille.gov.ph, FAQ: what is an apostilleOfficial wordingOn 14 May 2019, the Philippines became a party to the Apostille Convention.
  2. hcch.net, Status table, Philippines rowOfficial wordingPhilippines 12-IX-2018 A** 14-V-2019 1 D 4, 5
  3. hcch.net, Status table, keyOfficial wordingA**: Objection
  4. apostille.gov.ph, FAQ: which countriesOfficial wordingLike in non-Apostille countries, the Philippine Apostille cannot be readily used in Finland and Germany (Apostille countries that objected to the Philippine accession).
  5. exteriores.gob.es, Noticia, 15 de mayo de 2019Official wordinga partir de esta fecha ya no es necesario someter al proceso de legalización los documentos públicos filipinos para que puedan tener validez en España
  6. exteriores.gob.es, Noticia, 15 de mayo de 2019Official wordingSin embargo, sí es necesario que todos los documentos públicos obtengan previamente un sello o apostilla que debe obtenerse en el país emisor del documento.
  7. hcch.net, Competent authorityOfficial wordingDesignated Competent Authorities: Authentication Division Office of Consular Affairs Department of Foreign Affairs
  8. apostille.gov.ph, FAQ: effect of apostilleOfficial wordingAfter authentication (Apostillization) by DFA-OCA, as Competent Authority, there is no more need for authentication (legalization) by the Embassies or Consulates except for non-Apostille countries and those that objected to the Philippine accession.
  9. apostille.gov.ph, FAQ: Philippine embassiesOfficial wordingEmbassies and Consulates are not authorized to issue an Apostille.
  10. apostille.gov.ph, FAQ: appointmentOfficial wordingPlease fill out https://appointment.apostille.gov.ph to set an Authentication/Apostille appointment to any of the following:
  11. apostille.gov.ph, FAQ: representativeOfficial wordingYes, a representative may process and claim an Apostille on behalf of the document owner.
  12. apostille.gov.ph, Schedule of feesOfficial wordingRegular Processing – after 5 working Days – Php 100 Expedited Processing – after 2 working Days – Php 200 e-Apostille Processing – after 1 working Day – Php 200
  13. apostille.gov.ph, FAQ: retentionOfficial wordingUnclaimed Apostilles will be disposed of three (3) months from the scheduled date of release.
  14. apostille.gov.ph, Requirements, 1. NBI ClearanceOfficial wordingOriginal document issued by the National Bureau of Investigation (NBI) with dry seal and verifiable online.
  15. apostille.gov.ph, Requirements, 1. NBI Clearance, noteOfficial wordingNote: Personal copy is not accepted by DFA.
  16. apostille.gov.ph, What documents can be apostillized electronicallyOfficial wordingThe first phase of the Philippine e-Apostille only covers civil registry documents or PSA issued documents
  17. apostille.gov.ph, Procedure, first stepOfficial wordingNot all countries accept an e-Apostille and would still require the physical copy of the apostille and the underlying public document.
  18. apostille.gov.ph, Where can I use the e-ApostilleOfficial wordingplease make sure to inquire with the end user of the document first if they would accept an e-Apostille and e-Certificate
  19. apostille.gov.ph, Procedure, can the e-Apostille be printedOfficial wordingNo, the e-Apostille loses its validity if printed and submitted as hard copies. Applicants may forward their e-Apostille file to its intended end-user via e-mail.
  20. apostille.gov.ph, How much is an e-ApostilleOfficial wordingAn e-Apostille is worth 200Php. This is a separate payment from the 300Php PSA e-Certificate fee
  21. Advertencia legalización y apostilla (Ministerio de Justicia), advertenciaOfficial wordingLa legalización de los documentos extranjeros aportados a la solicitud de nacionalidad española por residencia constituye un requisito esencial para la aceptación de dicha documentación
  22. Advertencia legalización y apostilla (Ministerio de Justicia), advertencia, punto 2Official wordingEl Convenio de La Haya es un trámite que simplifica la legalización de documentos públicos. Consiste en la estampación de un solo sello y firma en el documento.
  23. exteriores.gob.es, 2.1 Convenio de la ApostillaOfficial wordingNo se legalizan documentos de países firmantes del Convenio de la Apostilla
  24. exteriores.gob.es, Legalización diplomática - 5. Práctica de la legalizaciónOfficial wordingLa legalización carece de fecha de caducidad. No obstante, si el documento tiene un plazo de validez, la legalización no implica su extensión.
  25. exteriores.gob.es, 3.1.2.1 Documentos consularesOfficial wordingLos documentos que expiden las representaciones extranjeras en España, referidos a hechos o datos del ámbito de su demarcación consular, han de ser legalizados por el Servicio de Legalizaciones del MAEUEC para su validez en España.

4. Translation into Spanish

Spain's order asks for the criminal record certificate to be translated[1] and for the birth certificate to be translated "en su caso", that is, where needed.[2]

The Spanish Ministry of Justice warning says translation must be done or checked at Spanish consular offices abroad or at the consular offices in Spain of the document's country of origin, and then legalised, and that a sworn translator named by the Ministry of Foreign Affairs may also do or check it.[3][4]

The Spanish Foreign Ministry's page says translations by sworn translators recognised by the Ministry are fully valid in Spain by themselves, without further legalisation by its Servicio de Legalizaciones.[5] It defines a sworn translator as a professional who can translate written documents from one language to another.[6]

We found no official page that says in which language Philippine certificates are issued.

Sources (6)
  1. Orden JUS/1625/2016, anexo 1.aOfficial wordingCertificado de antecedentes penales del país de origen debidamente legalizado y traducido conforme a los Convenios Internacionales.
  2. Orden JUS/1625/2016, anexo 1.aOfficial wordingCertificado de nacimiento del país de origen debidamente legalizado y traducido en su caso, conforme los Convenios Internacionales.
  3. Advertencia legalización y apostilla (Ministerio de Justicia), advertenciaOfficial wordingha de realizarse o cotejarse en las Oficinas Consulares de España en el extranjero o en las del país de origen del documento en España y posteriormente deben legalizarse
  4. Advertencia legalización y apostilla (Ministerio de Justicia), advertenciaOfficial wordingExiste la posibilidad de que la traducción o cotejo de esta la lleve a cabo un intérprete-traductor jurado nombrado por el Ministerio de Asuntos Exteriores
  5. exteriores.gob.es, 4. Traducción de documentosOfficial wordingSon plenamente válidas en España por sí mismas, sin requerir ninguna legalización ulterior por el Servicio de Legalizaciones del MAEUEC.
  6. exteriores.gob.es, Traductores e intérpretesOfficial wordingUn traductor jurado es un profesional que puede traducir documentación escrita de un idioma a otro;

5. Consulates in Spain

The Philippine Embassy's contact page gives its Consular Section (passport, visa, notarials, assistance and other services) at Calle Guadalquivir 6, 28002 Madrid.[1]

Sources (1)
  1. madridpe.dfa.gov.ph, Contact usOfficial wordingConsular Section (for passport, visa, notarials, assistance and other services) Calle Guadalquivir 6, 28002 Madrid, Spain

6. Order of requests and validity

Spain's order says that all documents must be in force when you apply.[1] For certificates, the validity stated on the certificate itself counts,[2] and a criminal record certificate with no stated validity counts for six months from the day it was issued.[3]

Legalisation does not make a document last longer. Spain's Foreign Ministry says legalisation has no expiry date but that, if the document has a validity period, legalisation does not extend it.[4]

When you create the online application you have two months to complete and file it, or it is deleted.[5]

Our arithmetic, not an official rule. The sources above fix how long a document stays valid, not the order in which you request things. If the validity counts from the day of issue, and the apostille and a sworn translation take time afterwards, the request date matters most for the documents with the shortest validity. Type a date in the clock below to see when your criminal record certificate stops being valid, then count back the time the apostille and the translation take in your case.

  1. Find out what validity, if any, each issuer prints on its certificate (the sections above say what we found).
  2. Request first the documents that need an apostille and a sworn translation, since those steps come after issue.
  3. Request the criminal record certificate when you can still finish its apostille and translation inside its validity.
  4. Type its issue date in the clock below and file before the "valid until" date it shows.
  5. Create the online application only when you are close to filing: from creation you have two months.
Sources (5)
  1. Orden JUS/1625/2016, anexo, 4. Validez de los documentosOfficial wordingTodos los documentos deberán estar en vigor en el momento de la solicitud.
  2. Orden JUS/1625/2016, anexo, 4. Validez de los documentosOfficial wordingPara determinar la validez en el caso de los certificados se atenderá al plazo de vigencia que conste en el propio documento.
  3. Orden JUS/1625/2016, anexo, 4. Validez de los documentosOfficial wordingEn el caso de certificados de antecedentes penales en los que no conste plazo de validez, se entenderá que tienen una vigencia de seis meses a contar desde su expedición.
  4. exteriores.gob.es, Legalización diplomática - 5. Práctica de la legalizaciónOfficial wordingLa legalización carece de fecha de caducidad. No obstante, si el documento tiene un plazo de validez, la legalización no implica su extensión.
  5. sede.mjusticia.gob.es, página del trámiteOfficial wordingDispone de dos meses desde la fecha de creación para completar su solicitud, si pasado ese plazo no ha firmado y presentado su solicitud, se borrará de manera automática.

Next steps

When to see a lawyer

  • A document is refused and you do not know why.
  • Your names are spelled differently in your documents.
  • A required document cannot be obtained.
  • You are near a deadline.

These are general triggers, not an assessment of your case. A lawyer should confirm what applies to you. CiviqPass does not name or recommend a lawyer.

The nationality file, step by step

Your file silent after a year

Years to Spanish nationality by country

Criminal record certificate from the Philippines: who issues it and how long it stays valid

Where is my Spanish nationality file? The official ways to check it

The Spanish nationality oath (jura): what to bring and where to do it

Years, exams and fee for Spanish nationality by country of origin: open data

Your file in one workspace: €29.00, one payment, 14-day refund.

What is inside

Explanation written with AI from the official source cited on this page.

CiviqPass is an independent service. Built from the texts linked beside each line; procedures change, so confirm on the official pages.