Submitting a set of documents is a crucial part of the application process for a Schengen Visa. The documents you need to submit depend on different factors, such as the type of visa you are applying for, your nationality, and your current status.
During the processing time, the consulate may, in individual cases, ask you to submit additional information or documents, or you may be contacted for an interview. Make sure to submit these documents since the submission of the firstly required documents does not guarantee you will be granted a visa.
What Are The Requirements for a Schengen Visa?
The required documents to apply for a Schengen Visa are listed below:
- Schengen Visa Application Form.
- Passport.
- Photograph.
- Schengen Travel Insurance.
- Biometric Data.
- Copies of Previous Visas.
- Flight Itinerary.
- Cover Letter.
- Proof of Financial Means.
- Proof of Accommodation.
- Proof of Paid Fee.
Schengen Visa Application Form
Applicants must submit a fully completed and signed Schengen Visa Application Form to the competent authorities of the Member State they are applying for a visa no more than three months before their intended visit. The visa application form contains 37 questions that each applicant must fill out correctly and sincerely, with no false statements. The form is available in different languages; however, the consulate will inform you which language you can use to fill out the application form. If the visa applicant is a minor (younger than 18), the application form must be signed by the parents or legal guardian of the child.
The Schengen Visa application form is divided into four sections that require the following information:
- Personal Information Questions.
- Full name.
- Date and place of birth.
- Nationality.
- Sex.
- Civil status.
- Address.
- Phone number, etc.
- Travel Information.
- Travel document type.
- Travel document number.
- Issue date and expiration date of the travel document.
- reason for travel.
- First entry.
- Length of stay.
- Biometric information, etc.
- Invitation Information.
- Full name of the person inviting you. (if applicable)
- Host organization information.
- Financial support.
- Familiar relationship.
- Date and Signature.
- Date and location of completing the application form.
- Signature.
You can receive the Schengen Visa application form at the diplomatic missions of the Member State you want to visit or download it from the official websites of the Member State’s embassy (if the embassy has a website).
» Invitation Letter for Schengen Visa Application
Passport
Your passport must meet the following criteria:
- Be issued within the last 10 years.
- Have two blank pages in order to affix the visa.
- Be valid for at least three months beyond the date you plan on exiting the Schengen Member State; if the passport has expired, the chances of you being able to travel are very low.
Photograph
Attach a photograph of yourself to the Schengen Visa application form. The photograph must be recently taken and must follow the Schengen visa photo guidelines:
- The photo must not be older than six months.
- The photo must be 35 mm (width) x 45 mm (height).
- Your face and shoulders must cover 70%-80% of the photograph.
- The photo background must be blank in plain white color, with no patterns or distracting objects behind you, including shadows.
- The photo must be taken with a high resolution and proper contrast.
- The photo must be taken in true, natural color.
- The photo must not have any ink, creases, or staple marks.
- You must keep a neutral facial expression, no smiling or keeping your mouth open.
- You are not allowed to wear accessories covering your facial features.
- Your eyes must be open to clearly see the eye color. Avoid photos with red flashes on your eye.
- You must wear simple natural makeup. Digital makeup is not allowed.
- Your photos must not be altered in any way.
- You must wear darker colors to create contrast with the background. Avoid light-colored clothes that can blend in with the background.
Note: Some countries might require you to submit only one photo.
Schengen Visa Photo Requirement for Children
Photographs of babies must be taken on a white background while lying down or sitting on a baby chair. You can use a bedsheet or white blanket to lay the baby on.
The baby’s eyes should be open, and their eye color should be visible. It is okay if their facial expression is not neutral, however, they cannot be photographed with their mouth open or with objects in the background.
Schengen Travel Insurance
Valid travel health insurance is a mandatory requirement for everyone applying for a Schengen Visa to cover any expenses that may arise during their stay in the Schengen Member State. You can get travel insurance in your country of residence or online. Your Schengen Travel Insurance plan must meet the following requirements:
- It must cover your entire period of intended stay in the Member State.
- It must cover a minimum of €30,000 for medical expenses, emergency evacuation hospital treatment, or death.
- It must be valid for the whole of the territory of the Member States of the Schengen Area.
Biometric Data
The consulate of the Schengen Member State will collect your biometric identifiers (a photograph as stipulated above and fingerprints), which will be stored in the Schengen Visa Information System (VIS).
You will be required to show up in person to have your fingerprints taken in accordance with ICAO standards and Commission Decision 2006/648/EC, whereas there is no need to be present for the photograph.
Who Is Exempt From Fingerprint Requirement?
The applicants belonging to the following categories are exempt from the fingerprint requirement:
- Children younger than twelve years old.
- Persons for whom the collection of fingerprints is physically impossible.
- Heads of State and members of National Governments, their accompanying spouses, and their official delegation when on an official visit.
- Sovereigns and other senior members of a royal family when invited by the Member State for official purposes.
Copies of Previous Visas
If you have previously visited the Schengen Area with a passport that has already expired (or is nearly full), you should submit it with the other documents to prove your travels. If you are a holder of more than two passports, you are required to bring all of them.
Your passports must not be stapled; you can simply tie them with a rubber band.
Flight Itinerary
The Embassy or Consulate can require you to provide a flight itinerary or a round-trip flight reservation, which is a detailed route of your flight that includes the following information:
- Your full name.
- A flight name.
- A reservation number or Booking ID.
- Arrival and Departure date.
- Airport IATA codes.
- The price of your ticket.
- Details of any connecting flights (if applicable).
*You do not necessarily need to purchase a flight ticket before applying for a Schengen Visa, you can present a flight ticket you booked and then pay it after receiving the visa.
Cover Letter
A cover letter must be addressed to the Embassy or Consulate of the Member State you are applying for a visa. The cover letter is a way of introducing yourself to the visa officials of the country you want to visit and stating the reasons for your travel. A well-written cover letter must be short and clear, not longer than two pages, and can help you in obtaining your visa.
A Schengen Visa cover letter must include:
- The reason for your travel to the Member State.
- The date you enter and when you plan to exit the Schengen area.
- The place you will accommodate.
- What you will do during your visit to the Member State.
- What other countries you will visit (if you plan on visiting other Schengen countries).
- Your employment status.
- Explain why you were unable to submit the documents (if there are any of the required documents missing).
Proof of Financial Means
When applying for a Schengen visa, you will need to provide proof that you have sufficient financial means to support yourself and cover your expenses during your stay in Europe. You can prove your financial sufficiency in one of the following ways:
- A bank statement of your financial movements for the last three months.
- Credit card.
- Proof of employment.
The minimum amount required is different in each country, therefore you will have to consult with the relevant consular authority in your country.
Proof of Accommodation
The embassy or consulate you apply for a Schengen Visa will require you to submit proof of accommodation. This means that you have to provide evidence that you have a place to stay during your visit to the Member State.
Depending on where you will be staying, you can provide as proof of accommodation the following:
- Hotel reservation. A hotel confirmation letter that contains the following information:
- Your full name.
- Your entry and exit dates.
- Hotel address.
- Hotel contact details (phone number, email, etc.).
- A valid hotel reservation code.
- Confirmation by an organized tour operator or holiday tours. A letter stating the accommodation place you will be staying during the tour in the Member State. The letter must include:
- Name of the place.
- Address of the place.
- Telephone number & email.
- Date of entry and exit.
- Name in which the reservations were made.
- Rental agreement/contract including:
- Name and surname of the landlord
- His / her contact details as email, telephone, home address, etc.
- Address of the rented place
- The period during which time the place has been rented by the applicant (entry and exit date)
- Invitation letter from the host – if you plan on staying over at friends or family members/relatives. The host must write an invitation letter stating that you will be staying at their place. The letter must include:
- Dates when you will be staying.
- Address of the place.
- Full name of the host.
- Contact details of the host (email and telephone number).
- Signature of the host.
- The area of the place and the number of members living there.
Each Member State of Schengen has its own rules when it comes to the host invitation letter. This means that the host inviting you to visit the Member State they are at must provide a specific letter of invitation. For example:
- France: an original copy of the “Declaration d’Accueil” (guarantee document). The same applies if the host is from Luxembourg.
- Austria: a request of “Elektronische Verpflichtungserklärung“ at the host’s municipality in Austria not earlier than 30 days before your visa appointment date.
- Belgium: an original “Engagement de Prise en Charge – Verbintenis tot Tenlasteneming 3 bis”, stamped by the municipality and embossed stamp by the foreign office.
- The Netherlands: an original “Bewijs van Garantstelling” and also three salary sheets/reports and the work contract of the inviting person. If the host is independent, he or she must also submit the registration in the trade register of the company, the decision of taxation called “down aanslaginkomstenbelastingen”, an official document from the tax “Belastingdienst”, and its profit and loss account copy.
Proof of Paid Fee
The Schengen Visa Fee can be paid at the diplomatic missions (embassy/consulate) and is non-refundable. The visa fee is charged in EUR, in the national currency of the third country, or in the currency used in the country where the application is submitted. Once you pay the visa fee, you will receive a receipt as proof of payment.
The visa fees for Schengen Visa are as follows:
- Adults: €90
- Children between the ages of 6 and 12: €45
Who Is Exempt From Paying the Schengen Visa Fee?
Applicants belonging to the categories below are exempt from the fee requirement:
- Children under the age of 6.
- Students and accompanying teachers traveling for study purposes or education training.
- Holders of diplomatic passports traveling for official purposes.
- Representatives of nonprofit organizations aged 25 years or less.
- Third-country researcher traveling to carry out scientific research as defined in Recommendation 2005/761/EC of the European Parliament.
NOTE: Be aware that the embassies or consulates do not accept an application without a previous appointment and most of them do not give information about pending cases by email or phone. Each embassy or consulate reserves the right to request additional documents during your appointment or later, and also to summon the applicant for another interview.
Employment Status Documents
Depending on your working status, you will have to submit some extra documents as follows:
- Evidence of student status. A document that proves that you are a student such as a student card or a copy of the matriculation at the university and student index signed and stamped by the university and the current transcript of records. You will also need to submit proof such as (a work contract and bank account statement from your parents or host (if applicable)), that you have enough money to cover your entire stay in the Member State
- Evidence of employment. An original signed letter from an employer or recent payslip. In addition to the bank statement, you must also present your employment contract and a vacation confirmation from your employer, stating the dates you have requested off from work and when you are expected to return.
- Evidence of self-employment. A letter from a solicitor, accountant, or Companies House, which confirms your status.
- Evidence of retirement. Pension statements over the last 6 months.
If You Are Travelling for Business Purposes
If you are travelling to the Schengen Area for business purposes, you also need to submit the following documents:
- Business invitation letter. This is a letter issued by the company or organization in the Schengen area where the applicant intends to conduct business. The letter should be on the company’s letterhead and should provide information such as the purpose and duration of the visit, the relationship between the company in the Schengen area and the applicant’s employer, and the financial responsibility of the company in the Schengen area during the applicant’s stay.
- Letter from employer. The applicant’s employer should provide a letter stating the purpose of the visit, the duration of the visit, and the financial responsibility of the employer for the applicant’s travel and stay in the Schengen area.
- Evidence of previous business dealings. The applicant should provide evidence of previous business dealings between their employer and the company in the Schengen area, such as contracts or invoices.
If You Are Travelling for a Visit to Family or Friends
If you are applying for a Schengen visa to visit family or friends in the Schengen Area, you will need to provide the following documents:
- Invitation letter. You will need to provide an invitation letter from the family member or friend you will be visiting. The letter should include their name, address, and contact information, as well as information about your relationship with them and the purpose and duration of your visit. If they will provide you with accommodation, they must state so in the letter.
- Proof of relationship. You may be required to provide evidence of your relationship with the person you will be visiting, such as a birth or marriage certificate (if applicable).
- Letter of sponsorship (if applicable). If your family member or friend will provide financial support while you are in the Schengen Area, they must write a letter of sponsorship.
If You Are Travelling For Educational or Cultural Purposes
If you are travelling to the Schengen Area for cultural or educational purposes, such as to attend a conference, training, or cultural event, you also need to submit the following documents:
- Proof of enrollment. If you are a student, you need to provide proof of enrollment in your current academic program. This can be a letter from your school or university confirming your enrollment.
- Letter of acceptance. If you are traveling for an educational or academic program, you need to provide a letter of acceptance from the institution you will be visiting. This letter should include details about the program, the duration of your stay, and any financial support being provided to you during your visit.
- Proof of sponsorship. If you are being sponsored by an organization or individual, you need to provide proof of sponsorship. This can be a letter from the sponsor confirming their willingness to cover your expenses during your stay in the Schengen Area.
- You should provide a detailed itinerary of your trip, including the dates of your travel and the activities you will be undertaking during your stay in the Schengen Area.
If Travelling for Medical Treatment
If you are travelling to the Schengen Area for medical treatment, you must also submit the following documents:
- Medical report. A medical report from a doctor or hospital in your home country detailing the applicant’s medical condition and the recommended treatment in the Schengen Area.
- Medical certificate. A certificate from a doctor or hospital in the Schengen Area confirming that they are willing to treat you and detailing the proposed treatment plan.
- Proof of financial means. Evidence that you have sufficient financial means to cover the cost of their treatment and stay in the Schengen Area, such as bank statements or a letter from a sponsor.
- Proof of payment. Proof that you have paid for your medical treatment in advance, if applicable.
Schengen Visa Requirements for Children Under 18
If the applicant is a minor (under the age of 18), parents or legal guardians must submit the following documents or accompany the child.
- A Schengen Visa application form signed twice by the legal guardian/s.
- Child’s birth certificate.
- If the minor is travelling without the parents:
- A certified parental consent by both parents.
- If the minor is travelling with only one parent:
- A notarized/certified consent from the other parent.
- In case the single parent with whom the minor will be travelling holds the paternal authority alone:
- Death certificate.
- Divorce agreement, or
- Custody agreement.
Schengen Visa Document Guidelines
All documents you submit when applying for a Schengen Visa must be in accordance with the visa documentation guidelines.
- Original copies must be submitted with a copy (unless stated otherwise).
- Documents must be translated into English or the official language of the Member State. The translation must be done by a certified translator.
- Documents listed below require an apostille stamp to be recognized internationally:
- Birth certificate.
- Marriage certificate.
- Death certificate.
- Powers of attorney.
- University (any academic) diplomas.
- Business registration.
- Court orders.
What If I Don’t Have All The Documents When I Apply for a Schengen Visa?
If you fail to submit all the required documents, the Embassy or Consulate will reject your visa application, as it is a mandatory requirement during the visa application process.
Some Embassies might give you 5 days from the application date to submit the missing documents. You will also need to provide the reason why you failed to submit all the documents.