Company & Employment Proof for Spain's Digital Nomad Visa — US, UK & Canada
Spain's visado de teletrabajo de carácter internacional (Digital Nomad Visa, or DNV) requires you to demonstrate that you work remotely for a company or clients established outside Spain, and that the professional relationship is real and ongoing. This guide covers what US, UK, and Canadian applicants need to prepare — whether you are a salaried remote employee or an independent contractor.
Informational only. Document requirements vary by Spanish consulate and are subject to change without notice. Always verify current requirements with the consulate handling your case and consult a qualified immigration adviser before submitting your application.
Which track applies to you?
Spain's DNV rules distinguish between two categories of remote workers:
- Remote employee (W-2 / PAYE / T4): You are employed by a company headquartered outside Spain that pays your salary. The employment relationship is the anchor for your application.
- Self-employed / independent contractor / freelancer: You provide services to one or more clients outside Spain. You are responsible for your own business registration and demonstrate income through contracts and invoices.
The required documents differ significantly between the two tracks. Read only the section that applies to you, then see Apostille by country and Sworn translation — those apply to everyone.
Track A: Remote Employees
📋 Document checklist — remote employees
- Employer letter on company letterhead (see requirements below)
- Signed employment contract
- Recent payslips (typically the last 3 months)
- Proof the employer company has been active for at least 1 year
- Apostille on company existence documents (where required)
- Sworn Spanish translation of all documents by a traductor jurado
The employer letter — what it must include
This is the most critical document in the employee track. It must be on company letterhead, dated, and signed by an authorized representative (HR director, CEO, or equivalent). It must state all of the following:
- Your full legal name and job title.
- Your employment start date — confirming you have been employed for at least 3 months before the application date.
- Your gross annual or monthly salary (in figures, in the currency paid).
- Explicit authorization to work remotely from Spain — the letter must say this clearly. Vague phrases like "remote-friendly environment" are not sufficient.
- Confirmation the company is headquartered outside Spain and the company address.
- A professional reason for the Spain relocation (where asked) — some consulates as of 2025–2026 have requested that the letter indicate a work-related reason for the move, rather than a purely personal decision to work remotely. Check current requirements with your consulate before applying.
Wording matters more than most applicants expect. Vague or generic employment verification letters are the single most common reason for refusals in the employee track. If your employer's HR team uses a standard template, ask them to amend it to address every point above explicitly.
Proving the employer company has been active for at least 1 year
Spanish authorities want to see that your employer is a real, established business. Acceptable documents vary by country but typically include:
- US: Certificate of Good Standing issued by the Secretary of State of the state where the company is incorporated; or a state-issued certificate confirming active status.
- UK: Companies House confirmation statement (formerly annual return), certificate of incorporation, or a company registry extract.
- Canada: Provincial certificate of incorporation, corporate registry extract, or equivalent document issued by the relevant provincial authority (e.g., Ontario Business Registry, BC Registry Services, Alberta Corporate Registry).
These documents will generally need to be apostilled and translated — see Apostille by country.
Track B: Self-Employed & Independent Contractors
📋 Document checklist — self-employed & contractors
- Your own company incorporation or business registration documents — apostilled (if applicable)
- Signed client contracts showing a professional relationship of at least 3 months prior to application
- Apostilled incorporation or registration documents for each client company (proving they have been active ≥ 1 year)
- Home-country self-employment registration document — apostilled (see Jan 2026 note below)
- Bank statements or invoices demonstrating income from remote work
- Sworn Spanish translation of all documents by a traductor jurado
Your own business entity
If you operate through a registered company (LLC, corporation, Ltd, Inc., etc.), obtain a Certificate of Incorporation or equivalent showing the company has been in operation for at least 1 year. This document must be apostilled (see below).
If you operate as a sole proprietor or DBA, the relevant registration document depends on your jurisdiction:
- US sole proprietors: There is no federal-level registration for sole proprietors. Options include a state or county DBA (Doing Business As / fictitious name) registration, or a state LLC registration certificate if you have formed an LLC. Consult your immigration adviser on the most appropriate document for your business structure, as this varies.
- UK sole traders: HMRC self-assessment enrollment confirmation letter (showing your Unique Taxpayer Reference, UTR). This can be apostilled via the FCDO if required.
- Canadian self-employed: CRA Business Number (BN) registration confirmation, or a provincial business name registration certificate from the relevant provincial registry.
Client contracts and client company existence
For each client you invoice:
- Provide signed contracts showing the professional relationship began at least 3 months before your DNV application date.
- Confirm each client company is based outside Spain.
- Provide apostilled incorporation documents for each client company proving they have been actively operating for at least 1 year. Contracts alone are not sufficient — the authority needs to verify the client company's existence and age independently.
- Since early 2026, a number of Spanish consulates have begun requiring self-employed and contractor applicants to produce an official document from their home country confirming they are registered as self-employed there.
- This document must be apostilled and accompanied by a certified Spanish translation.
- Application of this requirement is not yet uniform across all consulates. Verify whether your consulate requires it before you apply — submitting without it if required is a common cause of refusals in the self-employed track.
Apostille by country
Spain is a member of the 1961 Hague Apostille Convention. A company or employment document issued in the US, UK, or Canada needs only an apostille — not the full diplomatic legalization (authentication + consular legalization) process required by non-Hague countries.
United States
- State-issued company documents (Certificates of Incorporation, Certificates of Good Standing, DBA registrations): apostille from the Secretary of State of the state where the document was issued. You cannot use another state's Secretary of State or the US Department of State for state-level documents.
- Federal documents (e.g., documents issued by a federal agency): apostille from the US Department of State in Washington, D.C.
- Processing times and fees vary by state. Most Secretary of State offices accept online and mail submissions; some offer same-day or expedited in-person service for an additional fee.
United Kingdom
- All UK-issued company and employment documents are apostilled by the FCDO (Foreign, Commonwealth & Development Office).
- Current fees and processing times (verify at gov.uk/get-document-legalised before applying):
- Direct FCDO submission: £45 per document; approximately 20–25 working days.
- Registered FCDO apostille services can expedite this to 3–5 working days at additional cost.
Canada
- Canada joined the Hague Apostille Convention on January 11, 2024. Apostilles are now available for Canadian public documents — replacing the previous two-step authentication and legalization process.
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The apostille authority depends on the province of origin:
- Alberta, British Columbia, Ontario, Saskatchewan: the provincial Competent Authority (Ministry of Justice / Attorney General of that province) issues apostilles for documents originating in their province. Processing: approximately 5–15 business days.
- All other provinces and territories (Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, Yukon): Global Affairs Canada issues the apostille.
- Quebec: currently transitioning to provincial apostille authority; verify the current issuing body with Global Affairs Canada.
Sworn Spanish translation (traductor jurado)
Every document submitted to Spanish immigration authorities must be translated into Spanish by a traductor jurado — a sworn translator officially authorized by Spain's Ministry of Foreign Affairs. A standard notarized or certified translation is not equivalent and will not be accepted.
Sequence matters: get the apostille first, then send the apostilled document to your traductor jurado. The translation must cover the full document including the apostille page. Submit the original apostilled document together with the sworn translation.
Common mistakes
- Employer letter is too generic: does not explicitly confirm remote work authorization for Spain, or does not state the 3-month employment period. The most common reason for refusals in the employee track.
- Using a notarized translation instead of a traductor jurado: only sworn translations recognized by Spain's Ministry of Foreign Affairs are accepted.
- Wrong apostille authority: a state-issued company certificate must be apostilled by that state's Secretary of State — not another state's office or the US Department of State.
- Outdated company documents: a certificate of incorporation issued at founding does not confirm the company is currently active. Use a Certificate of Good Standing or a recent registry extract.
- Missing client company proof: client contracts show the relationship — they do not prove the client company's legal existence and operating history. Apostilled incorporation documents are required separately.
- Self-employed without home-country registration document: since early 2026, some consulates require this; applying without it when the consulate requires it typically results in a request for additional documents or a refusal.
- Applying with a pre-2024 Canadian authentication: Canada's old authentication + legalization process no longer applies for Hague Convention countries. Use an apostille instead.
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