A visa appeal letter is a formal request to the Schengen consulate or embassy to reconsider a denied visa application. By addressing the reasons for refusal and providing additional evidence, applicants can improve their chances of overturning the decision. A well-structured formal application appeal can turn a rejection into an approval, allowing you to proceed with your travel plans.
When a Schengen visa application is denied, as stated in Article 32(3) of the Visa Code of the Schengen Agreement applicants have the right to challenge the decision through an appeal process.
This guide will help you craft a compelling appeal letter and navigate the process effectively, increasing your chances of success.
How to Appeal and Where to Submit Your Appeal Letter?
When your Schengen visa application is rejected, the rejection letter will provide important details, including:
- The reason for the refusal,
- Whether an appeal is possible, and
- Where and how to submit your appeal letter.
In most cases, you will submit your appeal letter to the embassy or consulate of the Schengen country that refused your visa. Some countries may outsource visa application and appeal processes to external agencies, so carefully follow the instructions provided in your rejection letter.
If the rejection letter does not specify this information, you should contact the embassy or consulate directly to inquire about the possibility of an appeal and the submission process. If they confirm that an appeal is not an option, you will need to reapply for a visa. In this case, ensure you address the issues that led to the initial rejection to improve your chances of approval.
The authority responsible for reviewing appeals also differs by country, for example:
- Germany: The Administrative Court in Berlin handles visa refusal appeals.
- Italy: The Regional Administrative Tribunal reviews the decisions.
- Norway: Appeals are managed by the Directorate of Immigration.
- France: The Ministry of Foreign Affairs is responsible for handling appeals.
Always submit your appeal within the deadline stated in your rejection letter. Missing this deadline may result in your appeal not being considered, leaving you with the only option of reapplying.
Read also:
- Interview Preparation: Essential Tips and Mistakes to Avoid
- Why Schengen Visas Get Rejected: Key Reasons and How to Avoid Them
What Should an Appeal Letter Contain?
A reconsideration request for refusal of a visa should contain the following information:
- Your personal details. The letter must contain details about the person writing it, such as their name and surname, date and place of birth, passport number, as well as their current address. You are strongly advised to put your email address and phone number in the letter as well.
- The date when your application was rejected. Take care to mention at the very beginning when you received the rejection letter on your application.
- The reason behind your visa refusal as stated in the rejection letter you received.
- Why you believe the rejection was incorrect. Explain why you think your application was wrongly rejected, and why they should approve it. List the reasons, if more than one, why you believe the decision on the denial of your application must be overturned. This is the most important part of the letter so pay attention to it!
- Your signature. After you write your letter, print it and sign it at the end. Letters submitted without signature will be turned down.
How to Structure Your Appeal Letter for Schengen Visa Rejection?
A well-organized appeal letter improves readability and demonstrates professionalism. Use the following format:
Introduction:
- Introduce yourself with your full name, passport number, and contact details.
- State the purpose of your letter: appealing the visa decision.
Rejection Details:
- Mention when you applied for the visa, when the rejection letter was issued, and the reasons for refusal.
Arguments and Evidence:
- Address each refusal reason systematically.
- Provide explanations and supporting documents to refute the claims.
Closing:
- Reiterate your intention to comply with visa regulations and emphasize your ties to your home country.
- End with a polite request for reconsideration.
- Sign the letter.
Sample Appeal Letter
Here is an example of a Schengen visa appeal letter to help you understand how it should be written:
[Your Home Address]
[City, Country]
[Today’s Date]
[Embassy/Consulate of Schengen Country]
[Embassy/Consulate Address]
[City, Country]
Subject: Appeal Against Schengen Visa Application Refusal
Dear Sir/Madam,
I, [Your Full Name], residing at [Your Address], born on [Date of Birth] in [Place of Birth], and holding passport number [Your Passport Number], am writing to formally appeal the refusal of my Schengen visa application.
My application, submitted on [Date of Submission], was denied on [Date of Refusal Letter] due to [State the Reasons for Denial]. However, I believe this decision was based on an incomplete assessment of my application.
To address the concerns raised, I have included additional supporting documents. These demonstrate [Explain Why the Rejection Reason Was Incorrect, e.g., “my strong financial stability and familial ties to my home country”]. I respectfully request a reconsideration of my application so I may proceed with my planned trip from [Start Date] to [End Date].
Thank you for your time and consideration. I am available to provide any further information if needed.
Sincerely,
[Your Name]
[Your Contact Details]
This example is for illustrative purposes only. Please ensure that you customize it to reflect your personal circumstances, and consult with legal or visa professionals if necessary.
When Should I Appeal the Decision?
The embassy or consulate that has refused your visa application will specify the deadline for filing an appeal in the refusal letter you receive. This is usually within 15 or 30 days.
It’s very important to follow the deadline in the refusal letter. Missing the deadline may result in your appeal not being considered, and you may have to reapply for the visa instead.
What Supporting Documents Do I Need?
The documents you should include with your appeal letter depend on the specific reasons for your visa rejection. Since the reasons for visa rejection vary from person to person, the required documents will also differ accordingly.
Unclear purpose of visit
If your visa was denied due to an unclear purpose of your trip to the Schengen Area, provide additional documents that you didn’t include in your initial application, and clarify your purpose. These documents might include:
- Travel itinerary – in case you have already submitted such a document, try to submit a clearer and more detailed itinerary.
- Letter of invitation – by a friend, an institution or organization, etc., in which they clearly explain why they wish you to go over.
- Cover letter – in which you explain further what you will be doing, and why – in the Schengen Zone.
Not demonstrating proof of funds
Schengen embassies often reject visa applications because they think the candidate does not have enough money to support themselves during their stay in their territory. In case you are rejected for this reason, submit:
- Current bank statements – adding extra money, if you can, since the former amount of money may have seemed as not enough to the embassy.
- Letter of support – by another person who claims that they will support you financially during your stay in Schengen, accompanied by their current bank account statement.
Insufficient travel insurance coverage
If this is the case, purchase a Schengen compliant travel insurance policy, or just update your current and submit a document that proves that, alongside with your appeal letter. If you’re on a tight budget, consider exploring affordable travel insurance plans designed specifically for Schengen visa applications.
Suspicion you may not return to your home country
This is the most frequent reason why visas get denied. If you got this as the reason for your visa application refusal, try to submit at least one of the following, if possible:
- Employment contract – if you submitted that during your application, obtain a letter from your employer in which they claim you are obliged to return to work, upon the end of your planned trip
- Student enrollment – in case you did not submit it previously
- Documents that show you own property, i.e. business, house, etc.
- Certificates that prove you have family members in your home country, i.e. marriage certificate, child birth certificate, etc.
What Is the Processing Time?
The processing time for a Schengen visa appeal varies based on factors like the country to which you’re applying, the complexity of your case, and the embassy or consulate’s workload. Typically, the appeal process may take several weeks to a few months, with an average duration of around 2 to 3 months or longer in some instances. More complex cases or those involving legal issues may prolong the process.
What if My Request Is Refused?
If your appeal letter is refused, you have other options. You can either apply for the same visa again or try a different type of visa.
If you choose to reapply for the same visa, make sure not to make the same mistakes as before. However, keep in mind that submitting a new application does not guarantee you will get the visa. Each application is reviewed separately, and approval is not guaranteed, even if you meet all the requirements.
What if My Request is Approved?
If the authorities in the country where you appealed your visa decision approve your appeal, you will be notified just like you were for the visa refusal. Consequently, you are granted the Schengen Visa you applied for, allowing you to travel to the Schengen Area as per your planned itinerary. It’s a positive outcome, and you can now proceed with your travel preparations, ensuring you abide by the visa conditions and travel regulations during your visit to the Schengen countries.
Expert Advice on Writing a Successful Appeal Letter
Here are some tips to help you write a convincing appeal letter:
- Understand the reasons. Carefully read the refusal letter to understand why your application was denied. Address these specific points in your appeal.
- Be concise and clear. Write a clear and concise letter. Avoid unnecessary details or lengthy explanations. Get to the point quickly.
- Professional tone. Maintain a respectful and professional tone throughout the letter. Avoid emotional language or blame.
- Address the visa officer. Start your letter with “Dear Sir/Madam” or address the specific visa officer mentioned in the refusal letter if available.
- Explain and correct. Clearly explain the reasons for your trip and how you have addressed the concerns raised in the refusal letter. Provide supporting documents where necessary.
- Provide new information. Include new or updated information that strengthens your case, such as additional financial documents, a more detailed itinerary, or any relevant changes in your circumstances.
- Demonstrate strong ties. Emphasize your ties to your home country, such as family, employment, property, or other commitments that ensure your return.
- State your intentions. Reiterate your genuine intentions for visiting the Schengen Area and emphasize your commitment to adhering to all visa regulations.
- Follow guidelines. Ensure that you follow any specific guidelines or procedures provided by the embassy or consulate for submitting appeals.
- Proofread and format. Carefully proofread your letter for grammar and spelling errors. Use a professional format, including your contact details and a formal closing.
- Supporting documents. Include copies of supplementary documents mentioned in the letter, such as passport copies, refusal letter, updated bank statements, and travel itineraries.
- Seek legal advice. If your case is particularly complex or involves legal issues, consider consulting with an immigration attorney or expert for guidance.
- Be patient. Understand that the appeal process may take time. Be patient while waiting for a response.
- Keep copies. Make copies of your formal request letter and all essential documents for your records.
- Follow-up. If you haven’t received a response within the expected timeframe, consider following up with the embassy or consulate to inquire about the status of your appeal.