As part of the Schengen visa application process, you are required to submit several essential documents to support your application.
Along with a Flight ticket reservation and travel health insurance, one of the most important requirements is proving that you have a place to stay during your visit to the Schengen Area, commonly referred to as a “Proof of Accommodation”.
Why Do Consulates Ask For It?
- To Verify Your Travel Plans: European Embassies and Consulates need to ensure that you have genuine plans to stay in the destination country and that you are not entering with the intention to overstay or engage in illegal activities.
- To Ensure Compliance with Visa Rules: By providing proof of accommodation, you show that you have arranged for your stay in advance, which is a requirement under Schengen visa rules. This helps prevent situations like homelessness or overstaying beyond your visa’s allowed period.
- To Assess Financial Capability: The embassy uses accommodation evidence to verify that you can afford your trip and have made appropriate arrangements, adding legitimacy to your application.
- To Prevent Fraudulent Applications: Ensuring that you have secured a place to stay helps prevent fraudulent visa applications where applicants might submit false information or plan to enter a country for unauthorized purposes.
What Can Be Used as Proof of Accommodation?
There are several documents you can provide as accommodation confirmation, depending on the type of stay:
Hotel Reservations or Booking Confirmation
If you are staying in a hotel, hostel, AirBnb, or something similar, you have to submit the letter of confirmation you received after finishing up the reservation. The confirmation must contain the following details:
- Your full name (first and last name).
- The name and address of the accommodation establishment.
- Contact details of the hotel (email address and phone number).
- The dates you have booked the accommodation and when you plan on leaving the accommodation.
- The reservation number.
Rental Agreement or Contract
If you plan on renting a place (apartment, house, etc.) when you’re in Schengen, you have to submit the rental agreement or contract as proof of accommodation. The rental agreement you submit must contain:
- The name and surname of the landlord (the person renting you the place).
- The landlord’s contact information (email, phone number, home address, etc.).
- Your personal information and contact details (email, phone number, etc.).
- The address of the place you are renting.
- The lease dates. The date you will rent the place and when you will leave the place.
You must rent the place legally, meaning that the property must be registered with or declared to the local authorities. Also, both you and the landlord must sign the rental agreement or lease.
An Invitation Letter From a Host
If you plan on staying with a family member (spouse, sibling, parent, etc.) or friends, you have to submit an invitation letter written by your host, in which they clearly state that they will accommodate you for the duration of your trip. A letter of invitation must also contain the following details:
- The date when you will arrive and leave the Schengen country.
- Planned activities or a trip itinerary.
- Your host’s address.
- Your host’s personal information (full name, passport number, phone number, email address etc.).
- Information about the size of the residence where you will be accommodated, and the number of people residing there.
- Your host’s signature at the end.
Confirmation From a Travel Agency
If you’re paying a travel agency to organise your trip to the Schengen Area, you can submit a detailed itinerary or a confirmation letter from the agency. This letter should include the accommodation arrangements and the agency’s information, such as:
- The name and address of the accommodation (hotel, AirBnb, etc.) in which you will be staying.
- Contact information (email, phone number, etc.) of the accommodation establishment.
- The name of the person who booked the accommodation.
Contract With a Dormitory Accommodation
If you are travelling to the Schengen Area as part of a study program and will be staying in on-campus accommodation, you will need to provide a letter or a housing contract from your educational institution. The document you provide must include:
- Your full name (first, middle, and last name).
- The address of the dormitory or campus where you will be staying.
- The duration of your stay or study program.
- The information of the educational institution (name, address, contact information, etc.).
How to Get a Hotel Booking Confirmation?
To get a hotel booking confirmation for a visa application, you must follow the steps below:
- Make a reservation for the duration of your stay.,. You can do this directly through the hotel’s website, via a travel agency, through an online booking platform, or at VisaReservation.
- Receive a confirmation letter. After making your reservation, you will receive a confirmation letter, most likely via email if you booked your stay online. If you didn’t receive any confirmation letter, you should inform the hotel or booking service that the confirmation letter is for a visa application.
In case you want to use your reservation only as means of proving accommodation for your visa application you can make a reservation at a hotel that refunds you in case your visa application is denied or delayed.
How to Obtain a Valid Hotel Booking for Visa Purposes
If you’re unsure about your visa approval and want to avoid paying for a full stay in advance, you can make use of refundable hotel bookings. Here’s how:
- Visit a trusted booking platform, such as VisaReservation.
- Select the Hotel Booking Plan Only.
- Fill in your details and booking dates.
- Complete the payment process.
- You will receive a confirmation email with your booking details, which you can print and present during your visa interview.
FAQ
Do I Need Proof of Accommodation if I’m Backpacking?
Yes, even if you plan to backpack, you must show proof of accommodation. For instance, you can book a low-cost hostel for the first few days and use that reservation as proof.
What If My Accommodation Is Sponsored for a Professional Activity?
If your accommodation is covered by a professional activity (such as training or seminars), you must submit an official document confirming this. The document should be signed by the organizers and include:
- Contact details of the organizers.
- Confirmation of the dates and location of your stay.
What Are the Consequences of Submitting Fake Hotel Reservations
Submitting false or fraudulent hotel bookings as part of your Schengen visa application can have serious consequences, including:
- Immediate visa rejection.
- Denied entry at the Schengen border even if you have been granted a visa.
- Legal penalties, fines, or even imprisonment.
- A travel ban to the Schengen Area.
- Difficulty obtaining future visas due to a negative travel history.
Can I Change My Accommodation After My Schengen Visa Has Been Approved?
Yes, you can change your accommodation after your visa has been approved, but it’s important to ensure that you still have valid proof of where you will be staying in the Schengen Area. In some cases, you may need to inform the embassy or consulate if your stay changes significantly.
What Should I Do if My Accommodation Booking Is Canceled After Submitting My Visa Application?
If your booking is canceled after you’ve submitted your Schengen visa application, you should immediately secure new accommodation and provide updated proof to the embassy. Some embassies may require that you notify them of changes in your travel plans.
Can I Submit Accommodation Booking for Just Part of My Stay in the Schengen Area?
Some embassies allow partial proof of accommodation for the initial part of your trip, especially for long stays. However, it’s best to check specific embassy requirements to avoid any issues during the visa process.
Is Accommodation Booking Required for Transit Visas?
For Schengen Airport Transfer Visas, housing confirmation is generally not required unless you are leaving the airport and entering the Schengen Area. However, rules may vary depending on the country and type of transit.
Can I Use a Friend’s or Relative’s Address as Proof of Accommodation Without an Official Invitation Letter?
No, using a friend’s or relative’s address without an invitation letter from them is typically not sufficient for a Schengen visa application. You must submit an official invitation letter that meets the embassy’s requirements.
Is a Refundable Hotel Booking Acceptable?
Yes, many embassies accept refundable hotel bookings as valid proof of accommodation. Make sure the reservation confirmation includes all required details, such as the dates of stay and hotel contact information.
What Should I Do if My Visa Is Denied and I’ve Already Paid for Accommodation?
If your visa is denied, it’s important to choose accommodation options that offer a refund in case of visa rejection. Many hotels and booking platforms provide full or partial refunds in such cases, so check the cancellation policy before booking.
Do I Need Separate Proof of Accommodation for Each Schengen Country I Visit?
If you are traveling to multiple Schengen countries, you may need to provide proof of accommodation for each country, depending on the duration of your stay in each location. Check the specific requirements of the embassy where you apply.