You spent weeks preparing. You booked the appointment. You showed up on time. You handed over a folder full of documents. And then, weeks later, a letter arrives β or worse, you log in to check your status and find a cold, form-letter denial.
The worst part? In most cases the rejection has nothing to do with whether you actually qualify. It's a missing apostille. A translation that wasn't done by an officially recognised translator. A bank statement without a stamp. A form signed in the wrong place.
Spanish immigration is not designed to catch you out β but it is designed with zero tolerance for procedural error. This guide exists so that you know exactly what those errors are before you submit anything.
Why Spain rejects applications that should be approved
Spain prioritises form over intent. It doesn't matter how clear your eligibility is, how much money you have in the bank, or how genuine your reasons for moving are. If the paperwork doesn't meet the exact technical standard, the application fails.
Here are the nine mistakes responsible for the vast majority of rejections.
Quick reference β all 9 reasons at a glance:
| # | Reason for rejection | Risk level | How to prevent it |
|---|---|---|---|
| 1 | Missing required documents | Critical | Use a complete checklist; bring originals + 2 copies |
| 2 | Wrong or expired NIE forms | Critical | Verify correct form (EX-15 / EX-17 / EX-18) before booking |
| 3 | Financial proof unconvincing | High risk | 3β6 months stamped statements + income summary letter |
| 4 | Health insurance doesn't qualify | High risk | Full coverage, no co-pays, no waiting period |
| 5 | Criminal record certificate | High risk | Max 90 days old + apostille + sworn Spanish translation |
| 6 | Missing apostille / bad translation | Critical | Use only Hague Apostille + official traductor jurado |
| 7 | Appointment booking errors | Medium risk | Confirm procedure type; print confirmation; arrive early |
| 8 | Timing and overstay mistakes | Critical | Apply 3 months before expiry; never convert from tourist status |
| 9 | Small form errors | High risk | Triple-check signature, address, passport number spelling |
Now let's go through each one in detail.
This is the single most common reason applications fail β and the most preventable. Spanish immigration offices do not operate on a "close enough" basis. Every document on the required list must be present, in the correct format, with the correct number of copies.
β What goes wrong
- Forgetting a single photocopy of a required document
- Bringing originals without copies (or copies without originals)
- Missing the payment receipt (Modelo 790)
- Assuming last year's documents are still valid
- Not checking province-specific requirements (they vary)
β How to avoid it
- Build a master checklist before your appointment
- Bring originals + 2 photocopies of every document
- Confirm exact requirements with your local ExtranjerΓa
- Check validity dates on every certificate the week before
- Verify requirements at inclusion.gob.es for your specific visa type
The NIE is not the same as residency β it's your identification number. But errors made during the NIE application directly affect whether your residency application can proceed. The most common: booking the appointment under the wrong category and discovering on the day that you've filled in the wrong form.
β What goes wrong
- EX-15 submitted when EX-17 was required (or vice versa)
- Wrong Modelo 790 fee code β paying β¬9.84 instead of β¬20.20
- Appointment booked under wrong procedure type
- Passport expiring within 6 months of application
- NIE certificate that some offices treat as 'expired'
β How to avoid it
- EU citizens applying for Residencia use EX-18, not EX-15
- Non-EU citizens applying for TIE use EX-17 + Modelo 790-052
- Confirm the exact form on the official government portal before booking
- Renew your passport if it expires within 12 months
- Reprint your NIE certificate if it's more than a year old
Spain requires proof that you can support yourself without becoming a burden on public services. The standard is strict and the interpretation can vary between officers. A bank statement that would satisfy a landlord or an employer is often not enough here.
β What goes wrong
- Bank statements without official bank stamps or letterhead
- Sudden large deposits made just before the application
- Currency shown in non-euros without conversion
- Inconsistent monthly balances that suggest instability
- Only showing the minimum β no buffer
β How to avoid it
- Submit 3β6 months of bank statements with official bank stamp
- Include a brief cover letter summarising your income sources
- Convert all amounts to euros with a dated exchange rate reference
- Show consistent, predictable income β not lump sums
- Aim to demonstrate 20β30% above the minimum required
Worried about whether your financials will pass?
NIEasy's team review your documents before submission and flag anything likely to cause rejection.
- β Complete document review included
- β Correct forms, correctly filled
- β NIE + Residencia in days
This is one of the most expensive mistakes to discover late. Spain requires comprehensive private health insurance β not travel insurance, not emergency-only coverage, not a basic expat plan. The policy must cover you in Spain with no co-payments, no waiting periods, and no coverage gaps.
β What goes wrong
- Cheap travel insurance policies (almost universally rejected)
- Emergency-only or repatriation-only coverage
- Policies with co-payments or excess charges
- Insurance that only activates after a waiting period
- European Health Insurance Card (EHIC) β not accepted
β How to avoid it
- Full private health insurance with a recognised Spanish insurer
- Policy must cover all medical services in Spain with no co-pays
- No waiting period from activation date
- Must show on the certificate that it covers at least 1 year
- Providers commonly accepted: Sanitas, Adeslas, Asisa, AXA Spain
The criminal record certificate has more ways to go wrong than almost any other document. It has a strict validity window, must be apostilled, and must be translated by a sworn translator β and all three of these must be correct simultaneously.
β What goes wrong
- Certificate issued more than 90 days before the appointment
- No Hague Apostille attached
- Apostille from the wrong country (must match where certificate was issued)
- Regular certified translation instead of sworn (jurado) translation
- Certificate from only one country when you've lived in multiple
β How to avoid it
- Apply for the certificate no more than 10β12 weeks before your appointment
- Obtain Hague Apostille from the correct issuing authority
- If you've lived abroad for 5+ years, obtain certificates from those countries too
- Use only a certified traductor jurado β the Spanish government maintains a registry
- Store in a sealed envelope until submission to preserve authenticity
These two requirements β Hague Apostille authentication and official sworn translation β are non-negotiable, and they trip up more applicants than any other technical requirement. There are no exceptions and no workarounds.
β What goes wrong
- Google-translated documents (automatically rejected)
- Translations by a bilingual friend or colleague
- Documents apostilled by the wrong authority
- Documents from non-Hague countries without legalisation
- Translations that are accurate but not by a registered jurado
β How to avoid it
- All foreign documents must carry a Hague Apostille from the relevant ministry
- All translations must be by an official traductor jurado registered in Spain
- The translation must be bound or stamped with the translator's official seal
- For countries not in the Hague Convention, full consular legalisation is required
- Keep originals, apostilles, and translations together β don't separate them
Apostilles, jurado translations, official forms β we handle all of it.
NIEasy prepares and verifies every document to Spanish immigration standards. No guesswork.
- β Complete document review included
- β Correct forms, correctly filled
- β NIE + Residencia in days
Getting the appointment is hard enough. Losing it through a booking error is genuinely painful β and it means going back to the end of the queue. These mistakes are all entirely avoidable.
β What goes wrong
- Booking 'AsignaciΓ³n de NIE' when you need 'Certificados UE'
- Not printing the appointment confirmation (many offices require a physical copy)
- Arriving even a few minutes late β officers will often refuse entry
- Bringing documents but not the payment receipt
- Not confirming the appointment the day before (offices sometimes cancel silently)
β How to avoid it
- Confirm the exact appointment category needed for your visa/permit type
- Print the confirmation email + bring it AND have it on your phone
- Arrive 10β15 minutes early β doors often open at the listed time and close fast
- Bring every document in the same order as the checklist, ready to hand over
- Check the ExtranjerΓa website the day before for any office closures
The timing of your application matters as much as the content of it. Applying too late can make you technically illegal β even if you have every document in order. Applying from the wrong status is an automatic disqualification.
β What goes wrong
- Applying for residency after your visa has already expired
- Waiting until the last week before renewal window closes
- Attempting to convert a tourist visa into residency from inside Spain
- Missing the 30-day TIE application deadline as a non-EU national
- Starting the process without buffer time for document gathering
β How to avoid it
- Start the document preparation process 3 months before you need to apply
- For non-EU: book your TIE appointment on or before day 30 of arrival
- For EU: register within 3 months of establishing residence
- Never overstay a visa β immigration violations affect all future applications
- Renewals should be started at least 60 days before the current permit expires
This is the one that people find hardest to believe β until it happens to them. Spanish immigration administration does not assume correction. A missing signature, a typo in your passport number, an address that doesn't match another document exactly β any of these can invalidate an otherwise complete application.
β What goes wrong
- Signature missing on one of the forms
- Passport number typed differently across two documents
- Address on the form differs from address on padrΓ³n certificate
- Date format inconsistency (DD/MM/YYYY vs MM/DD/YYYY)
- Name spelling that doesn't exactly match passport
β How to avoid it
- Read every form top to bottom before handing it over
- Cross-reference all personal details against your passport page by page
- Make sure every address field matches your padrΓ³n certificate exactly
- Use the date format explicitly requested on the form
- Sign in every field that requires a signature β even 'optional' ones
What to do if your application is rejected
Receiving a ResoluciΓ³n Denegatoria (rejection notice) feels devastating. But it's not the end of the road β if you act quickly.
Read the rejection letter carefully
The letter must state the reason for rejection. In many cases it will cite the specific missing document or procedural error. This is your roadmap for the reapplication.
Check the appeal deadline immediately
You typically have 30 days to file a recurso de alzada (administrative appeal) or a recurso potestativo de reposiciΓ³n. Missing this window means you cannot appeal and must start the entire process again.
The 30-day clock starts from the date on the rejection letter β not the date you receive it. Act immediately.
Determine if it's procedural or eligibility-based
Most rejections are procedural β a document issue, not a fundamental eligibility problem. If the reason is procedural, correcting and reapplying is usually straightforward. If it's eligibility-based, you may need legal advice.
Correct and resubmit β or appeal
If a requerimiento was issued (a correction request rather than a full rejection), you usually have 10 days to submit the missing information. If you received a full rejection, decide whether to appeal or reapply with corrected documents. Professional legal help is strongly recommended at this stage.
Getting it right the first time is infinitely easier than recovering from rejection.
NIEasy's team has processed hundreds of applications. We know what every ExtranjerΓa office looks for β and we make sure your application has it.
- β Complete document review included
- β Correct forms, correctly filled
- β NIE + Residencia in days
Frequently asked questions
Can I reapply immediately after a rejection?
Yes, in most cases. If the rejection was procedural β a missing document or form error β you can correct the issue and reapply as soon as you have everything in order. The exception is if overstaying or a legal violation was involved, which may trigger a waiting period.
How long does it take to receive a rejection notice?
It varies significantly by province. Typically 1β3 months after submission. Some applicants wait longer. The best way to stay informed is to check your application status online regularly rather than waiting for a letter.
Is a NIE rejection the same as a residency rejection?
No. The NIE is an identification number β an error there means you received the wrong number or your application wasn't processed. Residency rejection is a separate decision on your legal right to stay in Spain. They go through different channels and have different appeals processes.
Can I submit missing documents after submitting my application?
Sometimes. If the immigration office issues a requerimiento, they are giving you the opportunity to correct a specific deficiency within 10 days. Not all offices do this β many simply reject. Don't count on a second chance; get it right the first time.
Does Spain notify you proactively if something is wrong?
Not always. The system does not guarantee notification in all cases. Many applicants only discover a problem when they log in to check status weeks later. Register for notifications on the government portal and check regularly.
Do small paperwork errors really cause full rejections?
Yes. A missing signature, a typo in a passport number, a translation that wasn't done by an officially registered traductor jurado β all of these have caused full rejections. The Spanish system is unforgiving of procedural error regardless of how clearly you qualify.
The Spanish residency system is not designed to be impossible. It is designed to be precise. Every single rejection on this list is preventable with the right preparation. The most common cause of failure is not ineligibility β it's avoidable paperwork error.
If you want certainty rather than anxiety, NIEasy verifies every document, every form, and every requirement before anything is submitted. See how it works β