How We Organized Our Visa Documents

Once we decided to move to Spain and began looking into the requirements, I knew that there was going to be a lot of paperwork and I was going to have to find a minimalistic way to keep all of it organized. Since we are a large family, there are 6 of us currently traveling, I needed something with dividers and that could be portable. Initially, I began a Google Drive Folder and we continue to use it to this day. I use the same "folder" system to store soft copies of each document that is held in my physical binder. I would encourage you to do the same, or something similar so that you always have access to soft copies should you lose something or need something readily available. This resource was extremely beneficial during this entire process. This is also important in case a document or passport gets lost while overseas and you need a copy to get a new one. In terms of tangible products that we used to stay organized we purchased a binder like this one to keep us organized. We like that this binder is zippered so that nothing falls out of it, it also has a 3 tab expanding file system to store other documents, photocopies and/or passports. Initially, we just used a regular white binder with clear document protectors and it worked just fine.

Organizing The Binder

Inside the binder, we purchased tabs and labeled them. Each section had clear sheet protectors like these ones to ensure that all of the paperwork was kept safe and organized without hole punches etc.

National Visa Application:

One copy per family member signed.

EX-01 Form:

One copy per family member signed.

Modelo 790 Codigo 052 Form:

One copy per family member signed.

Identification:

Copy of each adults drivers license and passport

Family Accreditation:

Original Marriage Certificate

Original Birth Certificate for Each Family Member

Apostilles for Each Family Member

One copy of each of these documents

Health:

Original Signed Health Certificates for Each Family Member + One Copy for Each Family Member

Proof of Private Health Insurance for Each Family Member + One Copy for Each Family Member

Criminal Records:

Copy of Original Record Request for All Adults

Original Certified Record from Federal or State Agency for All Adults + One Copy for Each Adult

Original Translation of Each Adults Record + One Copy for Each Adult

Proof of Sufficient Financial Resources:

Original or Printed Copies of Bank Statements

Storing/Organizing Other Documents for a Move

In addition to our visa paperwork, we also had our regular everyday documents that needed to be organized and stored in a way that was safe from theft as well as fire and water damage. We were able to make most of our everyday bills etc all digital so that we didn't accumulate a ton of papers to store. I found these really cool envelopes and file folders storing items on Amazon and over the last 6 months they have come in handy. I am really thankful that we found these because they are lightweight and keep me together.

These are the fireproof document bags that we use to hold important papers.

I have two of these bags. In one I kept all of the original apostilles so that they didn't come undone. After we received our visa approval I kept all of the original paperwork they returned to me in one in addition to our passports that now have the Visas inside of them.

This is the fireproof document safe bag that has a TSA lock . It has multiple interior pockets as well as additional slots to hold passports and various cards. I can fit the binder and 2 of the document bags inside of this case and it has worked perfectly for our family this year during our move. It fits perfectly in my carry-on suitcase and it stores everything we need.

Thank You For Reading This Far!

I hope that you have found this information to be useful, if you have any questions or comments please reach out.