It is one of the questions we hear most often at the counter on Carrer Pelai 9: "Do I send the original, or is a copy enough?". And people are right to hesitate, because getting it wrong is costly in both directions: send a copy when they wanted the original and it comes straight back; send the original of an irreplaceable document when a certified copy would have done, and you take the risk for nothing. This guide clears up, without the jargon, the difference between an original or a certified copy, who can certify copies in Spain, when each procedure calls for one or the other, and how we keep a one-of-a-kind document from getting lost.
Original, plain copy and certified copy: not the same thing
Many people use the three terms as synonyms, and they are not:
- Original. The document exactly as issued by whoever had the authority: the deed signed before a notary, the university degree, the certificate stamped by the Civil Registry. In many cases, unique and irreplaceable.
- Plain copy. A photocopy or a PDF and nothing more, with no certification that it is a faithful reproduction of the original. It works for informal matters, but carries no weight before most official bodies.
- Certified copy (or certified true copy). A copy that an authorised officer or public official attests matches the original they have had in front of them. It carries a stamp, a date and a signature, and in the eyes of many procedures it is worth almost as much as the original.
The key is in that word "attests": it is not a photocopy with just any old stamp, it is someone with authority certifying that "I have seen the original and this copy is identical". That is why it is accepted where a plain copy would not be.
Who can certify a copy of a document in Spain
In Spain not everyone can certify a copy, and not every certification is valid for everything. These are the three routes:
| Who | What they issue | When it usually works |
| Notary's office | Certified true copy / attested copy on presentation | The most solid option; accepted in practically any procedure, inside and outside Spain |
| Issuing body | Certified copy of the document itself | When whoever issued the original (university, registry, ministry) certifies its own copy; very reliable |
| Town hall / public administration | Administrative certification | Valid above all for submission to that same administration; elsewhere, it is not always accepted |
The practical rule we give at the office: if the document is going to leave Spain, a notarial certification is the safe bet. A town hall's certification will do for an internal Spanish procedure, but once the document crosses into another country —and carries an apostille on top of that— usually only the notarial route or certification by the issuing body will be accepted. And every consulate, bank or foreign registry has its own quirk, so step zero is to confirm exactly what format your recipient asks for.
Original or certified copy: when each procedure calls for one or the other
This is the part that really saves you grief. As a general rule:
They usually require the ORIGINAL:
- Powers of attorney (such as an SPA for the Philippines): whoever is going to act on your behalf needs the original power of attorney with the apostille attached, not a copy. We cover it in detail in how to send an SPA or power of attorney to the Philippines.
- Some academic degrees when the destination is going to have them recognised or registered.
- Deeds and documents to be recorded in a foreign registry.
- Any document where the receiving body keeps the paper in its file.
A CERTIFIED COPY + apostille is usually enough:
- Proving studies, criminal record or civil status for many immigration and visa procedures.
- Supporting documentation the body only needs to see and file, not keep.
- Any procedure where they specifically ask you for a "certified true copy".
The sentence that settles almost every doubt: ask the recipient whether they need to keep the document or just see it. If they keep it, they almost always want the original; if they only verify and file it, a certified copy is usually enough. Don't guess: ask for it in writing.
The apostille: on the original or on the copy?
This is where "original or certified copy" runs into another procedure full of doubts: the Hague Apostille. And the order matters, because a badly placed apostille can invalidate the shipment.
The underlying idea: the apostille goes on the document that is going to travel. If the destination wants the original, the original is apostilled; if you are going to send a certified copy, it is that certified copy (normally the notarial one) that gets apostilled, not the original sitting in your drawer.
The classic mistake is to apostille the original, keep it at home and send a photocopy of the whole thing. That does not work: a copy of an apostille is not an apostille. Decide first which version travels and then apostille that one. Since every document has its own route (Ministry of Justice, TSJ, Notarial Association…), we explain it step by step in the guide on how to apostille documents in Spain.
Why to avoid sending the only original that exists
This is the part we care about most as a courier, because we live it: an irreplaceable lost original is a serious problem, and sometimes there is no way back. A certificate can be requested again; a degree, with patience, can be reissued. But a deed signed by someone who is no longer with us, or a document whose issuing body takes months to reissue, will leave you stranded if it is lost. That is why our advice is clear: if the procedure accepts a certified copy, send the copy and keep the original. There is nothing heroic about risking the only version when there is an alternative the recipient accepts just the same.
When the original is mandatory —and sometimes it is, no two ways about it— the job is to cut the risk to a minimum. Here is how we do it:
- Tracked courier and signature on delivery. None of this "I dropped it in the postbox and we'll see": every shipment is tracked, you know where it is at all times, and it is received by a person who signs. You can see it in your first document shipment step by step.
- Prepared at the office. We package it at Carrer Pelai 9, with the right envelope and labelling, so it doesn't move about or get wet.
- Serious couriers. UPS, DHL, SEUR and CTT Express depending on destination. And since documents travel with no commercial value, the shipment is clean as far as customs are concerned: no duties and no customs clearance.
The difference between sending an original blindly and sending it tracked, with a signature at the destination and someone who answers, is enormous.
Frequently asked questions
Is a certified copy worth the same as the original?
It depends on the procedure. Where the body only needs to see and file the document, a certified copy (a notarial one, ideally) is worth as much as the original. But when the recipient keeps the document or is going to act on it —powers of attorney, some recognitions— they usually require the original. Always confirm before deciding.
Is it risky to send the original document?
Every shipment carries some risk, but it drops dramatically with a tracked courier and a signature on delivery. Our recommendation is not to risk the only original if the procedure accepts a certified copy. When the original is mandatory, we send it with end-to-end tracking and signed delivery. And note: documents travel with no commercial value, so they pay no duties and no customs (parcels and suitcases do, because they carry goods).
Send the right document, not the one you assume
The "original or certified copy" question is almost always settled with a single question to the recipient: do you keep it or just verify it?. From there everything falls into place: what you certify, what the apostille goes on and what you put in the envelope. And if in doubt, don't move the document: we'll confirm for free over WhatsApp which format your procedure asks for before it goes out. The golden rule doesn't change: if there is an alternative to sending the only original, use it.
At Acacia Cargo we are a local operator in Barcelona specialising in documents. We clear up the format before moving anything, prepare the shipment at Carrer de Pelai 9, 08001 and carry it tracked and with a signature on delivery. Honest timelines: the United Kingdom in 2-3 days, the US in 2-4 days and the Philippines in 2-7 business days; for other destinations, we give you the real timeline for your route. With 5.0 stars on Google, we assist in Spanish, English and Filipino, and the price is fixed over WhatsApp, no surprises.
Tell us which document you have and where it's going on our quote page, or drop by the office.
Direct WhatsApp: +34 626 78 54 28
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