Applying for a Schengen Visa: Documents Required and Step-by-Step Application Process

You should choose Tourism and Leisure if your primary reason for visiting the EU/Schengen Area is for leisure, recreation, or cultural exploration.

Here are some common scenarios where you may be eligible to apply for a short-stay visa for tourism purposes:

• Sightseeing and Touring: If you’re planning to tour cities, countryside, natural attractions, landmarks, and cultural sites in the Schengen Area for leisure and enjoyment.
• Participating in Events or Festivals: If you’re attending festivals, concerts, or other cultural events as a spectator. Note that if you are performing at these events, you should choose Cultural/Sports/Religious Events.
• Relaxation and Recreation: For vacations focused on activities like spa retreats, beach vacations, or recreational sports in the Schengen Area.
• Exploring Cuisine and Dining: If you’re interested in experiencing local cuisine, dining at regional restaurants, and exploring culinary traditions.
• Shopping and Souvenirs: For visitors planning to shop for souvenirs, local products, or luxury items during their stay.

Choose Visiting Family and Friends if your primary purpose for traveling to the EU/Schengen Area is to spend time with family or friends residing in the region.

Here are some typical scenarios for a visitor visa:

• Visiting Family: For those intending to visit relatives such as parents, spouses, siblings, or cousins residing in the Schengen Area. In most cases, a letter of invitation from your host may be required.
• Visiting Friends: For individuals planning to visit friends who are residents of Schengen countries.

You should choose Business if your travel purpose is:

1. Attending Business Meetings or Conferences
2. Exploring Business Opportunities
3. Negotiating Contracts
4. Attending Training or Workshops
5. Visiting Branch Offices or Clients
6. Participating in Exhibitions or Trade Shows
7. Attending Business-related Activitie

Select Journalism and Reporting if you are a journalist or media professional traveling to the Schengen Area to cover international events, attend press conferences, or fulfill other media-related responsibilities.

Choose Official Visits if you are traveling to participate in governmental or official engagements such as diplomatic meetings, consultations, or official ceremonies.

Select Medical Treatment if you are traveling to Europe specifically to receive medical treatment not available in your home country.

Choose Short-term Study Programs if you have been accepted into a study course at a European educational institution, university, or language school with a duration of fewer than 90 days.

Select Cultural, Sports, or Religious Events if you are attending a festival, sports event, or religious gathering in the Schengen Area. (If you are actively participating in these events as a performer or athlete, this specific visa category is required.)

Choose Other if your purpose for travel does not fall into any of the categories listed. You will need to provide further details on the application form about the nature of your visit.

If you only plan to visit one Schengen country during your trip, where to apply is pretty straightforward: you should apply for the visa of that country you plan to visit. For example, if you’re only going to Germany, then apply for a German Schengen visa.

However, the situation becomes a bit more complex when your travel involves multiple Schengen countries.

If your trip involves traveling to multiple Schengen countries, follow these guidelines to determine where to submit your visa application:

• Main destination. You should apply for a visa from the country in which you will be spending the most time. For instance, if you plan to spend a week in France and two days in Italy, apply for a French visa.
• Entry point. If you are spending an equal amount of time in various Schengen countries, you should apply for a visa from the country you will be entering the Schengen zone first.

By determining your primary destination or first entry point, you can ensure you submit your visa application to the correct location.

In such an instance, you will most likely need to submit your application at another Schengen country’s embassy or consulate, which handles visa applications on behalf of the Schengen country you wish to visit.

Yes, you can apply for a Schengen visa in a country where you are not a resident, but it’s typically harder and requires strong reasons to do so.

One reason could be that there is no representation of the Schengen State you want to visit in your residence country, so you have to travel to a neighbouring country. However, if this is not the case, you must prove your legal status in that country and explain why you’re applying there instead of your home country.

If you apply at the embassy or consulate of the wrong country for your Schengen visa, there are a few potential outcomes:

• Your application may be rejected.
• The embassy or consulate will redirect you. They will inform you of the error and guide you on where you should submit your application.

However, it is important to carefully research and select the appropriate location for your visa application to avoid potential complications and financial losses since fees are typically non-refundable.

It’s essential to apply at the embassy or consulate of your main destination or the country where you’ll spend the most time. While processing times may vary, this should not be the sole criterion for choosing the location.

Currently, you cannot apply entirely online. In most cases, you can fill out the application form and schedule an interview appointment online.

Sometimes, you can even attach electronic copies of the documents online. However, in accordance with Articles 35 and 36 of the Visa Code, on the date of your visa interview, you still have to show up in person at an embassy/consulate or visa application centre to submit

• your passport (where your visa will be attached if the application is successful),
• other supporting documents, and
• provide your biometric information (fingerprints).

• The earliest you can file a Schengen visa application is six months before you start your planned trip.
• The latest you can file a Schengen visa application is at most 15 working days before you intend to travel.
• The recommended time to file a visa application is at least three weeks before your trip.

If you are applying for a Tourist visa, you need to submit the following additional documents:

• A Travel Itinerary: A day-by-day breakdown of your travel plans, including destinations, activities, and sightseeing spots.

If you are applying for a Schengen visa to visit friends or relatives, you must provide the following additional documents:

• Invitation Letter: From your friend or relative residing in the Schengen Area, stating your relationship, the purpose of the visit, and the duration of your stay.
• Proof of Relationship: Documents such as a birth certificate, marriage certificate, or photos that prove your relationship with the person you are visiting.
• Host’s Passport or Residence Permit: A copy of your host’s ID, passport, or residence permit in the Schengen Area.

For those applying for a Business visa, the following additional documents are needed:

• Invitation Letter from the Host Company: A letter from the company you will visit in the Schengen area, stating the purpose of your trip, the nature of the business relationship, and the duration of your stay. The letter must contain the following information:
  • Your personal information.
  • Travel data.
  • Your company’s information.
  • Purpose of visit.
  • The individual or company responsible for covering the financial expenses.
  • Detailed schedule of your business meetings.
• Proof of Employment: Your employment contract and a letter from your employer granting you leave for the trip.
• Proof of Business Relationship: Documents showing previous business engagements between your company and the host company.
• Trade fair documentation. If you’re attending a trade fair, please provide the following:
  • A trade fair ticket.
  • An invitation letter from an exhibitor.

If you are applying for a Schengen Transit Visa, the following additional documents are needed:

• Flight Itinerary: Proof of onward travel, including confirmed flight bookings showing your entry and exit from the Schengen Area within a short period.
• Visa for the Final Destination: If required, a valid visa for the country you are traveling to after transiting through the Schengen Area.
• Proof of Accommodation (if applicable): If your layover requires an overnight stay, provide hotel bookings or other proof of accommodation.

If you are seeking medical treatment in the Schengen Area, you will need to provide the following additional documents:

• Medical Diagnosis from Your Local Doctor: A letter from your doctor stating the diagnosis and the need for medical treatment in the Schengen Area.
• Acceptance Letter from a Schengen Medical Institution: A document from the medical facility in the Schengen Area confirming your treatment, the duration, and the expected medical costs.
• Proof of Financial Means: Bank statements or sponsorship letters showing you have sufficient funds to cover medical costs, stay, and related expenses.

If applying for a Schengen visa for study purposes, the following additional documents are needed:

• Proof of Enrollment: A letter from your school or university confirming that you are enrolled in a course of study.
• Proof of Financial Means: Bank statements, scholarships, or sponsorship letters proving you have the funds to cover your tuition fees and living expenses.
• No Objection Letter: If you are on a student exchange program, your home university must provide a letter indicating there is no objection to your studies abroad.

If you are applying to attend a cultural, sports, or religious event in the Schengen Area, you will need the following documents:

• Invitation Letter: From the event organizers or host, detailing the purpose of your trip, the event’s dates, and your role (e.g., as a participant, performer, or spectator).
• Event Program: An official schedule or itinerary of the event, including venues and activities.
• Proof of Participation: Documents proving your involvement in the event, such as registration forms, contracts, or confirmation of participation.

Journalists traveling to the Schengen Area for work-related assignments must provide these additional documents:

• Letter from the Media Organization: A letter from your employer confirming your journalistic assignment, purpose of the trip, and length of stay.
• Press Accreditation: A valid press pass or accreditation for the event or country you are visiting.
• Proof of Previous Work: Samples of published articles or video content related to your journalism work.

If you are applying for a Schengen Visa for an official visit, such as government or diplomatic missions, you will need to provide the following additional documents:

• Official Invitation Letter: Issued by the government, embassy, or diplomatic body of the destination Schengen country, stating the purpose of the visit, official meetings, and itinerary.
• Note Verbale: This is a diplomatic note issued by your government confirming your status, purpose of visit, and guarantees that your expenses will be covered by the government.
• Proof of Government Employment: A document showing your employment with your country’s government, including your position and duration of service.

Employees must also provide the following documents:

• Employment Contract.
• Bank Statement for the last 6 months.
• Leave Permission from your employer.
• Income Tax Return (ITR) or Certificate of Income Tax Deducted from your salary.

Self-employed need also to submit the following documents:

• Copy of Business License.
• Company Bank Statement from the last 6 months.
• Income Tax Return (ITR).

Students must also include the following documents:

• Proof of Enrollment from your school or university.
• No Objection Letter from your educational institution.

>> Schengen Visa for Short-Term Studies and Language Courses

Retirees need also to submit the following document:

• Pension Statements from the last 6 months.

If you are unemployed but married to an EU citizen, you must provide these documents:

• A confirmation of Employment letter, no older than three months, from their spouse’s employer stating the position held within the company and the starting date.
• Official Marriage Certificate.
• Spouse’s Valid Passport.

It’s mandatory you submit your documents on the day of your  visa appointment by yourself since you have to submit your biometric data. But, in case of an emergency, you cannot physically visit the embassy or visa centre; you may authorise someone else to apply on your behalf (if you’ve already given your fingerprints for a previous application). In that case, you need to prepare a written authorisation signed by you or give power of attorney so that person is officially allowed to submit the documents for you. Please note that you may be required to notarise your visa application.

Most Schengen embassies require original copies of documents. For your passport, you must submit the original travel document along with a photocopy, while some embassies may also ask for certified copies of other documents (marriage certificate, family certificate, etc.).

Yes, you must submit your fingerprints at the embassy/consulate/visa centre on the day of your visa interview. Ten digital fingerprints will be required (if applicable) and stored in VIS (Visa Information System). However, you must submit your biometrics only if this is your first visa application or if five years have passed since you last submitted your fingerprints.

Note: Children under 12 do not need to submit their biometric information.

If the embassy or consulate where you apply does not specifically mention stapling your documents, please do not do so. You can use paper clips to separate or attach any additional documents, but do not staple or glue them unless specifically requested.

There is no set way how to organise your documents; different embassies/consulates have different requests. Some may ask you to arrange your documents starting from your application form and followed by your passport, while the rest are in no particular order. But, some other embassies may ask you to put your passport and identity photos first, followed by the application form. If there are no particular instructions from your application centre or embassy, make sure you have all the required documents and arrange them in a logical manner.

If you have a document issued in your native language, for example, your work contract or your medical certificate it must be in English or in one of the corresponding languages of the Schengen country. Any translated documents must be legalised or certified with an Apostille stamp to be valid for submission.

If you forget important documents such as a travel insurance certificate, or photo identity, your visa may be rejected immediately. However, some embassies and visa centres may ask you to submit your application again with the complete documentation without denying your visa— this depends on the embassy and the document you forgot.

Some embassies will return your passport along with the other documents you submitted in case your visa application is denied. Other embassies may only return your passport but not the rest of the documents. Either way, if you want to re-apply, you need to assemble the needed documents from the beginning, as those documents you already submitted will no longer be valid (e.g., your bank statements, travel insurance certificate, etc.).

Yes. When applying for the visa, you should bear in mind that you have to personally hand in the required documents once you have made an appointment at the embassy/consulate.

The visa interview typically lasts about 10-15 minutes, during which you’ll be asked questions about your travel plans, finances, and stay in the Schengen Area.

While it is possible to bring someone with you to your visa appointment, it’s important to understand that typically, only the visa applicant is allowed to enter the visa application area. However, there are exceptions to this rule. Minors (aged 17 or younger) are permitted to have one parent accompany them.

Additionally, adult visa applicants with special needs or disabilities are allowed to have one person accompany them, and elderly visa applicants aged 80 or older can also be accompanied by one person during their appointment.

You have to pay a non-refundable administration fee for the application. The payment method depends on the specific embassy or visa application centre.

The application fee for a Schengen visa is 90 EUR, but certain categories may qualify for reduced fees or exemption from payment, depending on their circumstances. For example, children between the ages of six and twelve will need to pay 40 EUR, whereas children under six are entirely exempt from payment.

Since most applications are submitted through a visa application center (VAC), you can typically track the status of your application through the VAC’s website. To see your application status, you just need to enter your visa reference number (usually found on the application fee slip) and your last name.

If you applied through a Schengen embassy or consulate, it may not be possible to track your application.

If your visa is granted, the Schengen visa will be affixed to your passport, and you will be able to travel to the Schengen Area within the dates specified on the visa sticker.

If your visa is rejected, the reason for the rejection will be stated in the decision letter. You can either re-apply for the visa or try to appeal the decision. Whether you can appeal a decision (and how) will also be stated on the visa decision letter.

The process for applying for a Schengen visa is the same, regardless of what your travel purpose is. While you are completing the visa application form, you just have to specify the reason why you are travelling to Europe:

• Transit visa.
• Tourism visa.
• Visiting Family or Friends visa.
• Business visa.
• Journalistic Activities visa.
• Culture and Sports Activities visa.
• Official Visits visa.
• Study visa.
• Medical Treatment visa.

What might differ between countries is the document checklist that you must present together with your visa application form.

Yes, someone else can apply on your behalf, but only if you’ve granted them authorization to do so and you’re not required to submit your biometric data.

The processing time for a Schengen visa typically takes up to 15 calendar days from the date of your application. However, the exact time may vary depending on factors such as:

• The embassy or consulate you apply through.
• The time of year (peak travel seasons may cause delays).
• Whether additional documents or interviews are required.

In some cases, the processing time can be extended to 30 days or, in rare instances, up to 60 days if more documentation is needed.

Our experts recommend to apply at least 3 months before your planned trip to allow for any potential delays.

No, you typically cannot apply for a Schengen visa online. However, many Schengen countries have a designated online platform where you can fill out the application form and schedule your visa appointment.  This online application process may vary, so check the specific consulate or embassy website of the Schengen country you plan to visit for instructions.

Once you complete the online application, you are still required to submit the printed application form together with the required documents to the respective embassy or consulate of the Schengen country you want to visit. You must do this in person because you will be required to submit your biometric information as well (visa photo and fingerprints) on the day of your appointment. 

Generally, you must submit your fingerprints again if your initial visa application is denied and you’re applying for a new visa. This means you must visit the visa centre or embassy to submit your biometric data.

As a general rule, it’s not possible. Your passport should have an expiration date that is at least 3 months after your planned return from the Schengen State. However, the Consulate may make exceptions to this requirement in specific emergency situations.

Community Code on Visas:

• Regulation (EC) No 810/2009 of the European Parliament and of the Council of 13 July 2009 establishing a Community Code on Visas (Visa Code).
• Regulation (EU) 2019/1155 of the European Parliament and of the Council of 20 June 2019 amending Regulation (EC) No 810/2009 establishing a Community Code on Visas (Visa Code).