I’ve often said that living in Spain is a something like living in the 1950s with WiFi. Every time I have to file paperwork, visit a government office, or complete an administrative task, I am reminded of how unique this hybrid culture is and how different it is from where I grew up.

The food, the language, the weather, the transportation… all of these potential challenges pale when placed against going to a government office to complete some paperwork. And by paperwork, I mean actual paper, not electronic submissions. If you visit the government offices here, you’ll become very familiar with the light gray recycled paper that the offices use.

And the technology is also in use, too, but I am never prepared for the hurdles that I must overcome. For example, many types of paperwork require you to pay a tax of some sort and attach your receipt. Where do you pay your taxes? At an ATM, many of which are fitted with a scanner, you scan the specific paper form that you are completing, input cash, enter some identification details, and hopefully you come out with a receipt that identifies that you have paid the appropriate tax.

I’m not afraid to follow the rules, but sometimes I don’t know what the rules actually are. Some things I’ve said recently when confronted with administrative tasks:

“I gave you that information on the form that you provided originally.”

“I couldn’t find the office, because the person at the information desk gave me the wrong information.”

“I didn’t know this had to be stamped by someone at the other office.”

“Well, which tax form should I have used? Where can I get the correct one?”

“You need a copy of my passport? I thought my national ID was sufficient! That’s what I read on the government website!”

“No, this is a public service and I am part of the public.”

So, with that said, I have to admit that I am still learning and growing. I am far from being an expert, but I do have a lot of compassion for folks who have just started their expat journey… and I have tips to make the bureaucratic processes go so much more smoothly!

1. Be patient and polite. Unless you have no other option. 

One of the things that I have come to expect (and look for) is a way to “join the queue.” Usually this is in the form of a ticket or a number or something similar. Unless it is your turn, you won’t exist, but when it is your turn, you get all the attention. When I am in front of someone who can help me, I am very polite and patient, and I don’t move from the spot in front of them until I get the help I need. For example, I was trying to get a vaccination at a local health center, and the person behind the desk made lots of noise as though I did not know what I wanted or that they could help me. I just stood there, patiently, until they suddenly figured out how to give me exactly what I needed.

However, there have been a few times where I have been pushed to the absolute brink with someone who is supposed to help. I have even had to raise my voice a few times, and ask why the person behind the desk is refusing to help me. This is not something that I recommend, and I know that I was “that ugly American” in the moment. Now, I just practice patience and don’t move until I get the help I need.

2. Bring everything. EVERYTHING. 

I highly recommend a “government office checklist.” This is all of your documents that you might need in the office. Passport, ID cards, residence registration, some cash, a paper copy of the ID page of your passport and any ID cards, approval letters for any visas, and any forms that you think you will need. While you may have found an exhaustive list of what you should bring through a government website, local offices may interpret the rules differently, or have updated rules about what they need. You won’t know until you get there, so be flexible and prepared. Oh, and if you don’t speak the language well, bring someone who can translate for you on the spot.

Bottom line: Never go to a bureaucratic appointment with just the requested documents. Bring originals, copies, passport photos, rental contracts, birth certificates, your grandma’s cookie recipe or a fresh batch of cookies, if you think that will help!

3. Make friends with local folks who can help you navigate the challenges.

Our friend David works for the government and has become my “cultural attaché.” His knowledge of the system and wisdom about the rules is golden. While you might not have a friend like that, even having a local person help you understand the paperwork requirements can be a huge boost. You may also find, as I have, that even the locals struggle with some of the bureaucracy requirements, which can sometimes be strangely comforting.

4. Expect the unexpected. And then add a week.

As I mentioned above, rules change, and you may not find out until you actually are in front of people to accomplish some bureaucratic task. It is extremely rare for a process to go so smoothly that I walk in and walk out with everything I need. More often than not, I need to go home, gather more documents or information, pay a tax form, or find a different office. Before, that was supremely frustrating. Now, it’s just the way business is done here.

5. Take notes and grow your flexibility.

One powerful strategy that I also recommend is to start a notebook where you takes notes about each of your experiences with bureaucracy. This can be a lifesaver if you have to complete regular updates of paperwork as a foreigner living in the country. Write down as many details as you can remember, because knowing what to bring, where to go, and what questions to ask can save you much more time in the long run. If you have a scanner, I suggest you scan each of your documents before you submit them, and the same goes for documents that are approved. 

When I completed paperwork to access the local health system, I was able to get approval in about a month… with additional paperwork. I scanned everything so I had the paperwork from every step of the way. This became a guide for my husband, who was filling out similar paperwork, and saved us both a lot of time and anxiety to figure out how to conquer this task twice.

Despite the frustration, navigating bureaucracy has taught me a lot about patience, humility, and how systems reflect the cultures that created them. What felt overwhelming at first has gradually become something I can handle with less stress—and sometimes even a sense of accomplishment.

But wait, there’s more.

Want to find out more about what I have learned and how to navigate expat hurdles? That’s remarkably easy! Sign up for a one-on-one video call to ask your questions and get real, honest, and actionable answers. Here’s how to do that!  

If you want to participate in my experiences living in Valencia, Spain, then check out my companion website, Valencia At Last!

Keep exploring!

The Clever Expat