Step-by-step explanation
Start with the complete visible title and transaction—not with the words escritura pública alone.
Record the issuing country and jurisdiction, notary, protocol or instrument number, execution date, visible title, stated act or transaction, parties and capacities, page range, copy or certification label, annexes and later registry or authentication pages. If the cover says only escritura pública, use the operative clauses and notarial formula to describe the file neutrally for production, but do not invent a specific deed type. If it says escritura pública de compraventa, constitución, poder or adjudicación, preserve that modifier and test the English wording against the entire document. This first profile keeps a broad source category from being mistaken for a property-only document or for a U.S. legal instrument with automatically equivalent effect.
Original fictional example: File EP-01 is titled “Escritura Pública Número 412—Constitución de Sociedad” and file EP-02 is a later registry certificate. The manifest describes EP-01 as a company-formation public deed and EP-02 as a separate certificate. It does not relabel EP-01 as a property deed or declare that the company remains registered.
01
Build a jurisdiction-and-source profile.
Assign each file a neutral ID and record country, subnational jurisdiction when visible, notary or office, protocol or instrument number, date, page and side count, complete title, copy label, attachments and related certifications. Separate the notarial instrument from registry extracts, tax receipts, plans and apostilles even when they share one PDF. Flag missing pages, repeated scans, cropped margins and conflicting filenames before quoting.
Original fictional example: Lucía uploads one 19-page PDF containing a 12-page escritura, a three-page cadastral plan, two registry-note pages and a two-page apostille attachment. The profile records four logical components and preserves their page relationships.
02
Classify the visible act or transaction without assuming property.
Read the full heading, appearances section, recitals and operative clauses to identify what the source itself calls the act: sale, company formation, power, inheritance award, mortgage, amendment or another transaction. Keep escritura pública as the broad category when the source does not support a narrower label. Do not infer present ownership, corporate status, effectiveness or the controlling document from a title.
Original fictional example: “Escritura Pública de Aumento de Capital” is profiled as a capital-increase instrument, not as a real-estate deed merely because the word escritura appears.
03
Map parties, appearances and capacities from source labels.
Create a role table for appearing parties, grantors, sellers, buyers, representatives, agents, shareholders or partners, heirs, witnesses, interpreters and the notary, using the instrument’s exact source labels. Preserve representation wording, entity names and defined terms consistently. If a person appears in more than one capacity, record each capacity rather than collapsing the roles. This map supports terminology consistency; it does not confirm identity, capacity or authority.
Original fictional example: Mateo appears “en nombre propio” for one declaration and “en representación de Delta, S.L.” for another. The role table preserves both capacities and their clause references without deciding whether the representation was sufficient.
04
Control protocol, copy and notarial-formula terminology.
Record terms such as matriz, protocolo, número de orden, copia autorizada, copia simple, testimonio, comparecencia, otorgamiento, doy fe, signo, sello and rúbrica in a jurisdiction-aware register. Translate the wording that is actually visible and preserve numbers, dates, page references and notarial capacity. Do not call every copy an original, every testimony an affidavit or every notarial instrument a notarized document.
Original fictional example: a footer states “Es primera copia autorizada de su matriz, que obra al folio 88 del protocolo.” The translation preserves the copy statement, matrix reference, folio and protocol context; it does not present the supplied scan as the paper original.
05
Translate the complete clause hierarchy and controlled data.
Preserve recitals, declarations, operative clauses, conditions, representations, warnings, reservations, tax language, defined terms, cross-references and closing formula in their visible hierarchy. Use separate QA tables for names, entity identifiers, property or registry references, currencies, amounts, percentages, dates and page citations. Reproduce source values exactly; do not convert units or currencies, calculate taxes, or characterize ownership or legal effect unless the approved scope expressly requires a clearly labeled informational aid.
Original fictional example: clause Fourth lists EUR 125,000, a 40% interest and registry entry “Finca 9.204, Tomo 611, Libro 77.” The numeric QA table locks each value and registry reference, and the translation does not convert the price to dollars.
06
Inventory annexes, registry notes and authentication pages.
Identify incorporated documents, plans, schedules, identity-copy references, tax receipts, registry annotations, correction or ratification instruments, certificates and apostilles as separate components. Preserve visible attachment language, seals, stamps, signatures, barcodes and verification codes. Ask the customer to confirm whether each supplied component is in scope; do not decide whether an omitted component is legally required or whether an Apostille validates the content.
Original fictional example: a one-page nota de inscripción bears a registry stamp dated six weeks after the deed, while the apostille is attached to a notarial copy certificate. The manifest keeps both dates and relationships distinct instead of treating every page as part of the deed text.
07
Run bilingual page QA and deliver a source manifest.
Compare every source page and content-bearing side against the English output. Recheck title modifiers, roles, defined terms, clause numbering, cross-references, amounts, identifiers, notarial wording, markings and attachment boundaries. The delivery manifest should list source IDs and page ranges, translated components, intentionally excluded files, documented illegible or cropped areas, terminology decisions and certification format. It should not state that the instrument is valid, equivalent, registered or acceptable.
Original fictional example: final QA finds that “Tomo 16” on page 2 was mistyped as “Tomo 61” in one table. The reviewer corrects the value, confirms all 17 source sides against the output and records one intentionally excluded tax receipt in the delivery manifest.