Spain registro mercantil and apostilled articles
Spanish registry or bank requests for UK articles should be mapped carefully: current constitution, certified copy, apostille and translation may each be separate requirements.
Published · Last updated · Official fees checked on GOV.UK (Companies House, FCDO)
Spain is a Hague Apostille Convention country, so UK articles of association for a Spanish notary, Registro Mercantil or bank need a certified copy from Companies House, an FCDO apostille and, usually, a sworn Spanish translation. Confirm which version of the articles is wanted before you order, as the current and original articles are different documents.
Short answer
When a Spanish notary or the Registro Mercantil asks for a UK company’s “apostilled articles”, it nearly always means the articles currently in force, certified by Companies House, with an apostille from the FCDO attached. A copy downloaded from the Companies House website cannot be apostilled, because it carries no certifying signature. Spain does not need embassy legalisation for UK public documents; the apostille replaces it.
UKCOGS is a private agent. We order certified documents from Companies House and coordinate apostilles on a quote-only basis. We are not Companies House or the FCDO, and we do not advise on Spanish company law.
Why Spanish recipients ask for the articles
Spanish practice relies on the notary (notario) to check that a foreign company exists and that the person signing for it has authority. The articles are the document that shows how the company is governed and who can act for it. Typical situations are:
- Registering a Spanish branch (sucursal). The notarial deed of establishment usually includes the parent’s incorporation evidence, current articles and the board resolution approving the branch.
- Setting up a Spanish subsidiary. The notary checks the UK shareholder company’s existence and its representative’s powers.
- Buying property or signing a deed in Spain. The notary may want the articles plus a resolution or power of attorney naming the signatory.
- Bank onboarding. A Spanish bank may want the constitution as part of its due diligence on a UK company. It sets its own document list.
Which version of the articles?
This is where most delays start. A company that has changed its articles since incorporation has more than one set on the register:
- Original articles were filed at incorporation, usually with the memorandum.
- Amended articles are filed after a special resolution. Companies House should hold the resolution and a full copy of the amended articles.
- Model articles. If the company adopted model articles without changes, there may be no bespoke document. Ask Companies House or us how the record is set up before ordering.
Check the filing history for “resolution” or “articles” entries. If there are any, the Spanish notary almost certainly wants the latest version. Many notaries also accept a Certificate of Incorporation alongside the articles to show formation. Our company documents pack groups a Certificate of Good Standing with certified incorporation and articles, and certified copies on their own cost £49 ex VAT each, including the Companies House fee.
Step by step
- Ask the notary or gestor for the list in writing. Confirm each document, whether one apostille per document is expected and whether translation is needed.
- Check filings and the articles history. Use our filings checker so the Certificate of Good Standing will include the good standing statement.
- Order certified copies. UKCOGS orders from Companies House. The Certificate of Good Standing is £79 ex VAT (including the £22 Companies House fee).
- Apostille each document. FCDO fees are £45 per paper apostille plus courier, or £35 per e-Apostille for PDFs e-signed by a UK notary or solicitor (checked on GOV.UK, 4 October 2026). Apostille is quote-only with UKCOGS.
- Sworn translation. Spanish notaries normally require a traducción jurada by a translator appointed by Spain’s Ministry of Foreign Affairs. Ask whether the apostille itself must be translated too.
- Deliver to Spain. Send the originals by tracked courier, keeping copies and tracking evidence.
Worked example
A UK company is registering a branch in Valencia. The Spanish notary asks for a Certificate of Good Standing, the current articles and the board resolution approving the branch, each with an apostille and a sworn Spanish translation.
The company checks its filing history and finds a 2019 special resolution amending the articles, so it orders certified copies of the latest articles rather than the 2006 originals. It orders the company documents pack for the certificate and articles, while its solicitor certifies the board resolution. All three go for paper apostilles at £45 each (FCDO fee, checked 4 October 2026). The sworn translator works from the apostilled originals so the apostille wording is translated too, which this notary required. Asking the notary for the sequence first avoided a second round of apostilles.
Common mistakes
- Sending the original 2006 articles when they have since been amended. The notary will reject a constitution that is no longer in force.
- Trying to apostille a website download. Only a certified copy or an original signed document can be apostilled.
- Translating before the apostille. If the notary wants the apostille translated, translating first means paying twice.
- Using a non-sworn translator. A standard certified translation is often not accepted by a Spanish notary.
- Forgetting the board resolution. It is not a Companies House document, so a UK solicitor or notary normally needs to certify it before the FCDO will apostille it.
Frequently asked questions
Is a Certificate of Good Standing enough for the Registro Mercantil?
Usually not on its own. It shows the company exists and is not being struck off, but the notary also needs the articles to see how the company is governed and who can sign.
Must the UK articles be translated into Spanish?
Usually yes. Spanish notaries and registries normally want a sworn translation. Some banks accept English for their own review, so ask each recipient.
Can I apostille a copy downloaded from Companies House?
No. The FCDO needs a document bearing a signature or seal it can verify, so you need a certified copy from Companies House or a copy certified by a UK solicitor or notary.
Which articles should I send?
Normally the latest articles in force. Check the filing history for amendments and ask the notary if you are unsure.
Does an apostille prove the articles are current?
No. The apostille confirms the certifying signature is genuine. It does not confirm the articles have not been changed since. That is why recipients may want recently certified copies.
Does Spain need embassy legalisation?
No. Spain and the UK are both parties to the Apostille Convention, so the Spanish Embassy does not need to legalise UK public documents.
How long should I allow for the apostille before a Spanish filing?
GOV.UK says the standard paper service usually takes up to 25 working days plus courier or postage, and the business-only Next-Day paper service costs £40 (checked 4 October 2026). Add translation time and build the total into any deadline set by the Spanish notary or registry.
Can UKCOGS handle the translation?
Translation is quote-only. Tell us the recipient’s requirements and we will confirm whether we can coordinate it before you pay anything.
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