Print this PostWell, as my loyal readers know, I am currently working on an application for a scholarship which would allow me to go to Spain and teach English for one year. The application process is going nicely and I am collecting all of the supporting documents that I need, except for one little hiccup: The Apostille of The Hague.
You see, in order for me to get a visa to go to Spain (and for me to apply for the scholarship that I want), I need what the Spanish authorities call a “Certificado de Antecedentes Penales” (criminal background check) that is sealed with a thing known as “The Apostille of The Hague.” Now, it is not hard for me to get a clear criminal background check; however, it is a bit of a process finding the right authority to seal my background check with the correct Apostille.
For those of you who have also had this problem or are having it right now, you can find more information about how to obtain the infamous Apostille of The Hague at the Embassy of the United States in Spain website, HERE. Basically, I’d like to describe the process that I’m currently going through in hopes that it might be able to help someone else…..
Soooo, after doing some research on the US Embassy site (the one I linked to above) and the Hague Conference Website, I found out that in my state (Pennsylvania), Apostilles for foreign documents are issued by the Department of State. I then went to the PA Department of State Apostille Website (don’t ask me how I found that site, it was a stroke of Google luck) and did find detailed instructions for obtaining an “Apostilled” document.
So, I just basically followed the instructions on the PA Department of State Apostille Website for how to get my criminal background check from the PA State Police notarized and then how to send the notarized copy of my background check to the Department of State to have the Apostille placed on it. I really don’t know if I did the process right or not because I haven’t heard any response from the PA Department of State yet; however, I am hoping that I get my document, with the correct Apostille, sometime soon.
I don’t really know if my experience on this matter will help anyone else out there and I can’t guarantee that what I did is the “correct” procedure for obtaining this document, but, I thought I’d write my own experience here so that maybe someone else can benefit from it. There is a lot of information on the sites I listed above. If you’re in the same boat as me, I recommend you review those sites first.
Until next time, wish me luck with the rest of the application.
Hasta la próxima,
–Chris
http://www.abroadinspain.com
Thanks for your post! I’m having the same problem myself and those links helped explain the whole complicated process! Buena suerte!
@Regan – Glad to know it helped someone!!
I’m applying for a VISA soon and I am trying to figure out the police background check stuff. Do I need one from each town I’ve lived in (college/home) or can I just get one from the state police of NY, like you did in PA?
Did your state police issued background check work?
@Matt – I used a State Police issued background check for the state of PA and it worked. Of course, I’m no immigration lawyer, so I hate to tell you to do that and then find out I’ve given you wrong advise. You might want to call the consulate to be sure — they’re usually pretty helpful…. But I can tell you that in my case, my PA State Background Check from the State Police worked.
As a follow up question, did you apply at the NYC consulate? Thanks so much for your help!
@Matt – Yes, NYC consulate. But I suggest you call them to verify my information… I did this process over a year ago and things change often!
Was your background check just an online thing that you printed out? What did you do to get that notarized? I have been asking my notary about this, and they are not helping! Thanks!
@Michelle – No, I couldn’t use the online thing… I called the state police and spoke to someone in person and they told me how to get a notarized background check directly through them. I don’t remember what number I called though. I’d recommend calling your state police or your state capital and asking directly. In my case, at least, the online background check didn’t work and I had to get a notarized background check directly through the state police. Maybe your experience will be different though, I’m no expert at this and it seems as though some people have told me that the online check works… I don’t really know how/why though… sorry I can’t give you more information on this topic.
To everyone who reads this post: Please remember, I am NOT AN EXPERT BY ANY MEANS WITH THIS APOSTILLE STUFF. Instead of directing your questions to me, I’d VERY MUCH recommend directing them to your state capital (they’re usually the ones who handle Apostilles), or a notary, or even the Spanish consulate. They can give you much better advice than I can give.
Hi Chris…..I live in Spain and had to have a copy of a document from Vital Statistics USA which they then sent on to the State Dept. for the Apostille and which they then sent by courier to me here in Spain. It was all done and paid for online and by telephone (using Skype). Once you have the document and Apostille in hand, you will have to take it to an official translator here in Spain, to be translated into Spanish, with the seal and signature from the office of the translator. Only then will your document be ready to hand over to the Spanish authorities which requested it. Good Luck!
Sharon
ahh this is so helpful! i thought i was going to crazy from the labyrinthine process of getting an apostille. doesn’t matter that you’re not an expert; everything you’ve written here is more lucid and straightforward than anything else i’ve read or heard. question though! when you say you “couldn’t use the online thing,” was it because they TOLD you that you couldn’t/shouldn’t, or because you just couldn’t log on or something? second of all, did you need to get fingerprinted?? response is so greatly appreciated. thanks!
lauren
@Lauren – Glad to hear this has helped someone. Answers to your questions: 1 – I said I couldn’t use the online system because someone from the State of PA told me that a Background Check from online couldn’t be Apostilled…. I don’t know if that’s true though, because later I had friends who used the online system in PA. 2 – I didn’t have to get fingerprinted, but I did this whole process in Pennsylvania. I think the process varies from state to state and it is possible that some states require fingerprints… at least I think it’s possible (I’m no expert). I’d recommend getting in touch with your State Police and/or Department of State if you need more specific information.
Hi everyone,
I am going through the process of getting my Spanish visa as well. Question – I’ve lived in the UK for the last four years but planning on doing the visa process in NYC (long story) should I get the criminal check from New York state OR from the UK? Any advice would be greatly appreciated. I am also going to call the Consulate in NYC so hopefully they can help as well.
A 2nd question, how long did it take for the visa to be processed?
Thanks everyone
Janet
I just asked the Spanish consulate here in Boston and they said thet I need to go to the FBI to obtain this! Then after i receive the document would I bring it to the State House for the Apostille’s seal.
I emailed the FBI so I will keep everyone up-to-date as well. Luckily I don’t need my visa till december!
@Theresa – Yeah, I think some consulates might ask for you to go to the FBI…. it’s been a couple years since I wrote this post so you’re right, things could have changed. I hope it goes well for you! Good luck!
Hi all,
Finally have a clear direction on how to obtain this!! First you need to have the FBI send you two fingerprint cards, then you take them to your local police department to get fingerprinted (to be done by a professional fingerprinting technician), of which you then take to your local state house to get the Apostille’s seal.
before you mail everything to the FBI, you will need to go to their website to print and fill out the application form to request your criminal background check.
Then you mail your application (with your Apostilles seal!), your two fingerprint cards, and a check for $18 to them. According to the website, it can take up to 12 weeks depending on the volume of requests.
Hope this helps make it a little easier on everyone on what may seem like a daunting process!!
Good luck!!
On the Spanish consulate website:
1. Certification of “absence of police records”, for stays over 180 days only and 18 year-old applicants and older. Original translated into Spanish and one copy will be needed. This certificate can not be older than three months from the issue date.
The certification of “absence of police records” should be certified by the police authorities of all places where the applicant has resided during the past five years.
2. In the U.S.,this certificate must be issued by the FBI – Criminal Record History or FBI Identification Report -, It should be verified with a fingerprint card. Process to follow:
o Contact the FBI: (304) 625 3878 o by mail to: Federal Bureau of Investigation Special Correspondence unit. 1000 Custer Hollow Road. Clarksburg, WV 26306. http://www.fbi.gov/hq/cjisd/fprequest.htm
o This certificate must be stamped with the “Apostille of The Hague” . Contact the Secretary of State in the State the document has been issued. http://www.sos.ca.gov/business/notary/authentication.htm
3. If the country where the police record was issued is not the U.S., the certificate must be legalized by the Spanish Consulate in that country or with the “Apostille of The Hague”.
@Theresa – Thanks for the info.
Thanks Theresea…I am in the process of getting my work visa and family visa for my wife and children…
For my FBI certificate I had to go through the US Secretary of State since the FBI is a Federal agency. The State of Illinois could not certified the document with their Apostiles seal service.
As a result, I went through the US Secretary of the State to get the seal. You have a couple of options (1) through postal mail or (2) in person.
(1) For postal mail process – you can get the seal within 8-14 business days depending on whether you go by postal mail or Fed Ex.
Mailing Address
U.S. Department of State
Authentications Office
518 23rd Street NW.
SA-1
Washington, DC 20520
(2) Walk in process -
Walk-in (Counter Service)
Open 7:30 a.m. to 11:00 a.m. only
Monday thru Friday except Federal Holidays
Each customer (company) is limited to 15 documents per day on a while-you-wait basis.
Location
Authentications Office Columbia Plaza Store Front
518 – 23rd Street NW.
Washington, DC 20520
Here is the site I found useful when getting the seal….
http://www.state.gov/m/a/auth/
Good luck everyone getting their Visa(s)…
@Brian – Thanks for the info, it looks very useful!
All,
Just to learn from my mistake, I received my FBI fingerprint report and I went to DC to use the walk in service to get the Apostile Seal applied. I found that the FBI reports do not come signed, so you need a Box Stamp applied after receiving the report. I noted the need for the signature on my cover letter to the FBI, but this overlooked. Note you will send the reports back to the FBI (FedEx is preferred), a box stamp will be applied and then you can go through the process to get your seal applied. This will save you time and money for sure….All in all, you should expect between 2-3 weeks to get the stamp applied and the seals attached…..
Best of Luck!
Brian
Thanks for the information! I was just offered a late position in Spain and am gathering everything I need for the visa. I have a few questions, if you don’t mind (I know things can change, but based on what you had to do, as I’m from PA as well).
Did you simply take the police report to a notary public to get it notarized before sending it to Harrisburg to get it apostillized?
Did you have your police report (or any document) translated into Spanish? If so, before or after it was notarized?
My documents (police and medical) are dated from the spring when I applied for the program. I’ve read things saying that they must be dated within 90 days. Are people getting another police check and medical certificate when they apply for the visa? (I don’t think so, but I’m confused by this.)
Thanks in advance!
Hi Kate…Congrats on your offer and I certainly hope your transition to Spain goes well…I to recently transferred to Spain for work and I was based in Chicago…As a result, I can tell you what the Chicago consulante required of me, so it could help…
1- The Police report was taken out of scope and an FBI background check was put into place. The report takes 12 weeks to acquire, so I would suggest going through the application and fee process as your rules could change over sometime soon. In any case, the rules changed on me during my process and I was 4 weeks too late and the rules changed. So I had to take another 12 weeks of wait before getting my full approval. As for the FBI report, I had my local state government validate the report with an Appostille seal. I was lucky as my state office had an office in Chicago. I hope you are so lucky as well.
2- Yes I had each report submitted translated into Spanish. I was able to use http://translate.google.com for all my documents. I made a Spanish and English version and it worked. The documents I translated included:
–Marriage Certificate
–Birth Certificate
–Doctor´s letter
–FBI Report
–Each of the Hague Appostilles Seals required (Marriage certificate, Birth Certificate and FBI Report)
–Resolution from Madrid clearing me to work. Since I am in Barcelona, my resaolution came in Catalan.
This is all which was required for me
I did not worry about the 90 day issue in my case, but I was not pushing it either…
For any notary, you should go to your local bank, they may ask you to write a statement on letter stating you agree this letter is original, etc…this is what I needed for my wife….
I hope this helps and best of luck…
B
Thanks, Brian!
Hello, so I am going through the visa process now too. Who can translate my documents for me? Can I really just use google translate? Also, does the translated version of each document have to be notarized and apostilled too? Also, to get a visa I need a medical certificate of good health. But it doesn’t specify if I need that document translated, notarized, or both. Any advice you can give me would help!
Hi Kate…
Again based on what I went through in Illinois (Chicago) for my Visa (and family)…
1. I was able to use Goggle Translator as a Viable translator and no issues were found (or noted)
2. The only documents which need an Appostilles were: Marriage certificate, Birth Certificate and FBI Report
3. The Medical letter was fairly painless. I used an example letter provided by the Consulate, translated it, had my family doctor sign it and place it on their letterhead.
4. Notarized letters I needed included: Power of Attorney (to represent my wife so she would not have to fly back from Spain with me to submit her documents, plus a letter explaining that my wife and children are coming to Spain with me and under no circumstances will they be working during their stay, etc)…
I hope this helps
B
Whilst in Spain i found myself in the postion of requiring an apostille for my UK documents. There are lots of service providers and the government body where awful to deal with. After a bit of research i found http://www.hagueapostille.co.uk/ were the best price and actually answer the phone. Hope it helps UK based readers.
@Brian – Did you end up using the walk in service again? If so, I’m just wondering what the experience was like. I’m considering asking a friend to do it for me (if that’s possible) so I want to give them a general idea of what to expect (wait time, when to show up to ensure they get it done that day, etc).
Hi Matt,
I did the work myself for both the local Visa (in the US after my Work permit for Spain was approved) as well as the getting each of the seals required (Marriage, Children´s birth certificates, spouse birthcertificates). The only time I used someone else to file was my father in law when he presented my mother in law´s paperwork after my wife, children and my visas were approved. I found the walk in service in Chicago to be very friendly and direct. Study each step on their website, have everything documented, in good order and presentable so your process goes as smooth as possible. From there I used email to communicate on the status and then a phone call given to me for the Visas (pick up)…Note, you have 30 days to pick up the Visas so do not be late in this case…My wife was lucky as she waited 45 days but they gave her a break with Christmas, New Years holidays being in the way….
I would get to the office as early as possible and be prepared for requests to be made of you (i.e. last minute cashier´s check for a simple fee), etc….Have all your photo copies made and ready for them…they will not copy your paperwork for you….I got lucky in this case as the lady who was there did one copy for me….
After submitted the paperwork, you should be in their system within 15 days…email them for a tracking number and then the waiting period takes place…Mine was done in 7 days (mine was easy as I am the primary income holder and the one paying taxes in Spain)…my wife, children and mother in law took between 30-45 days to complete….
Note, it is getting tougher with the standards so I hope all works out for you…good luck!
B
Hi Brian,
I have a follow-up question to your comment from Sept. 23, 2010, regarding the “Box Stamp.” What exactly is a Box Stamp?
Thanks!
Melanie
@Melanie a box stamp is a stamp applied by the FBI signature authority (manager or director of the Fingerprint services). Basically it is the rubber-stamp showing you were officially approved. I know it sounds strange but I wasted a trip to DC to find the document I received from the FBI was incomplete…hope that helps…good luck
If anybody needs help with there apostille’s they can call Bill at ProEx, we do walk in service at the US Department of State in Washington, D.C., where ALL FBI background checks have to go to be apostilled or legalized for countries not under the Hague Convention.