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How to apply for a Schengen Visa?

How to apply for a Schengen visa depends on which Schengen country you are applying the visa for. Though all Schengen countries follow a set-aside Schengen visa conduct still there are some differences each time one chooses to apply the visa for. A Schengen visa allows its bearer to travel to 29 member states for up to 90 days during any 180 days. It offers a traveler the highest luxury of travel.

Apply for a Schengen Visa

Schengen visa issuing rules

Almost all member states follow the same pattern of issuing the visa. It depends on the embassies, consulates, and high commissions of the member states in non-EU countries that decide whom to award a Schengen visa. It also depends on the type of visa you are applying for, such as a family visit, medical reason, or a business visit. In this case, you should submit the required documents.

We arguably can assume that there also exists a quota system for each country to decide the net allowed migration. Mostly, Schengen countries offer the same types of visa services, against a set-aside fee to apply for the visa. Still, major differences can be accounted such as most of the countries require online visa form filling and some on paper.

Some countries want an invitation to be first attested by government authorities before handing it over to the applicant (such as Romania and France). But overall the requirements for health and travel insurance, identification documents, visa fees, and biometric requirements are the same for all Schengen countries.

How to apply for a Schengen visa—step-by-step guidance?

A- Determine a Schengen country

Depending on how you apply for a visa in your home country, you will have to fill out your Schengen visa application and submit it with the required documents in one of the following offices of the Schengen countries:

  • Embassy
  • Consultants
  • A visa application center in which the embassy of your destination country has outsourced visa submission
  • Embassy / Consulate of another Schengen state in which the embassy of your destination country has outsourced visa submission

Your “destination country”, is considered the country where you are required to apply under Schengen rules as mentioned below. Otherwise, you also apply to a country where you are going to stay for most of your trip days.

Visiting single countryVisiting more than 2 countries with an unequal stayVisiting more than 2 countries with an equal stay
If you want to visit a single Schengen country, you can submit your application to a visa center, embassy, or consultant of that country.If you want to visit more than two Schengen countries, you can submit your application at the country’s embassy/consulate/visa center where you will spend most of the day if you will spend unequal days in each.At the country’s embassy/consulate/visa center where you will take the first step if you are spending equal days in each.

B- Intended visa duration

Secondly, you should set a deadline for submitting your visa application, this is made due to the need for Schengen embassies/consulates around the world to process Schengen visas. In other words, submitting the visa application in advance can allow enough time for the embassy to process the visa application. According to the latest visa application submission regulations are as follows:

  • Recommended time to apply for a visit: at least 30 days before your trip;
  • You can apply for a visa as soon as possible: six months before the start of your scheduled tour;
  • The latest you can apply: is a maximum of 15 business days before planning to travel.

C- Selecting the visa category

It is also mandatory to make sure for which category you are applying the Schengen visa for. These are divided into the following:

  • Short term Study visa;
  • Medical emergencies visa;
  • Transit visa;
  • Tourism visa;
  • Visa for visiting family or friends;
  • Business visa;
  • Culture and sports activities visa;
  • Visa for official visits.

Before submitting the visa application, you should consider which visa category to apply for. Since you need different requirements for different visa categories, selecting the correct stream will help you get your visa application processed in time.

D- Book an appointment

You should book an appointment to proceed with your application process. There are two ways to book an appointment:

  • Most countries offer you to book an appointment online or;
  • you will need to make an appointment in person, at the embassy or consulate of your destination country.

In almost 90% of non-EU countries, the Schengen visa applications are dealt with through third-party service providers which are mostly VFS Global TLS Contact, and BLS. You should make sure to get a complete application and appointment information if you have to apply through both service providers.

E- Filling visa form

You can easily download the application form, important thing is to fill it truthfully and accurately. The Schengen visa application form has the same format for all 29 Schengen countries. You will have to provide the following information on your Schengen visa application form:

Your personal informationInformation on your backgroundWhat is the purpose of your entrance into the Schengen area
You can fill the form with the following guidelinesYou can fill the form with the following guidelinesOther information regarding your travel

Fill in all the required options if you think any option is not related to your write there NA (not applicable):

  • Read all the forms, answer all the questions carefully, and complete them truthfully;
  • you will be responsible for the serious consequences if you misrepresent yourself or hold back information on your application;
  • Proofread your form;
  • Sign the visa form where written applicant’s signature;
  • if you are a minor, your parents have to submit a written consent and sign it in the corresponding place on the application form.

F- Arrange the required documents

Though all countries can ask for different types of required documents in general, most are as follows:

  • A valid passport or a legitimate travel document;
  • Letter of invitation from your host in the Schengen country (if required). Please note you may need approval for invitations to some countries such as Romania;
  • Enough financial resources to bear your expenses in the Schengen country. It depends on your conditions such as:
    • how long you will stay and if you will stay in a hotel, or with relatives or friends. You will need a bank statement to show readily available money. Credit cards, the property you own and bonds can also be counted as helpful in showing your financial circumstances;
  • You should be able to convince the immigration service officer that you will leave  the Schengen country at the end of your trip, Convince the immigration officer that you have a relationship – such as a job, home, financial assets, or family that will take you back to your country;
  • The most important thing is that you have a clean history record and have no immigration-related convictions in any of the Schengen countries as the data is saved and shared through SIS (Schengen Information System);
  • Details of hotel bookings if you are traveling for sightseeing or accommodation proofs if you are staying with your relative or family member;
  • In support of an application for a short-term or travel visa, applicants must show that they have adequate and valid individual or group Travel Medical Insurance, the minimum coverage is €30,000 for the intended period of stay.

Personal documents

  • Personal passport with more than 6 months of expiry duration,
  • Visa application form,
  • Passport-sized photographs with white background,
  • Family details if married and have children.
  • Cover letter
  • Itinerary

TIES Documents

  • You must present proper documents that show that you have ties with your country of origin,
  • For married people, marriage registration certificates and children’s birth certificates,
  • For single people, any property proofs, job, or studies bonding.

Trip documents

  • Cover letter mentioning your full details of the planned trip,
  • Travel itinerary,
  • Accommodation proof for an intended stay in  the Schengen country,
  • Return ticket reservation proof,
  • Any reservations that you have made for your other visits during your stay in the Schengen country.

Financial documents

  • Complete details of your personal or sponsored financial status,
  • Job confirmation letter in case you work full or part-time,
  • Salary slips of the last six months (optional but extremely important),
  • Bank bank statements,
  • Any traveler’s cheques or bonds,
  • Holidays approval letter from your employer,
  • Income tax returns of previous years (options but important),
  • Self-employment details,
  • Business registration certificate,
  • Details of tax your company or business entity pays,
  • National tax number,
  • Any agreement details if the business is divided into partners,
  • Visiting card with details of business email and contact numbers,
  • In case you get the visa, who will bear your responsibilities in your absence,
  • Personal and business bank statements,
  • Other income sources.

Where to apply for the Schengen visa?

To apply for a Schengen visa you will need to contact the Schengen consular authorities you wish to visit. If the country you intend to visit does not have an embassy or consulate, you must provide your application file to the local representatives of that country. Visa applications are sometimes processed by external service providers (such as VFS Global or BLS) who are authorized to receive application files.

Attend the visa interview

Once you submit your visa application with the required documents, you may be asked in some cases to attend the interview. In other words, during the interview, you will be asked personal questions about your whereabouts, desired travel, and other travel details. Make sure your answers are authentic and correct and they follow the information and other documents in the application form. This interview can last for about 10-15 minutes. On the day of your appointment, show up on time at the facility where you will be interviewed. There you will meet with the visa consultant who will need to hand over the required documents.

Sample questions for visa interview

what is the purpose of your visit?Who will bear your visit expenses?Which country of Schengen you are going to visit?Who will you stay with within Schengen country?
What is your qualification?Why did you choose the Schengen area?Where are you going to stay?Are you married, what does your spouse do, how many kids do you have?

Schengen visa fee

When applying for a Schengen visa, you will need to pay an administrative fee, so that your visa application can be processed. Member countries have adjusted visa fees. Therefore, they are stable and unchanging unless decided by the Schengen states.

Schengen Visa CategoryFee in EUR
Adult applicant€90
Children between 6-12 years of age€45
Children younger than 6 years of ageFree
Holders of diplomatic, official, or service passports traveling for official purposesFree
A family member of an EU/EEA nationalFree
Pupils, students, and accompanying teachers during a school tripFree
Researchers traveling to perform scientific researchFree
Nationals from Armenia, Azerbaijan, and Russia.€35
Nationals from Cabo Verde€67.50

How much does a Schengen visa cost?

It depends on the applicant and the country you are applying visa. There are two types of costs that you may have to bear:

Fixed cost

Fixed cost for the Schengen visa means a visa fee that is currently €90. There is also a Biometric fee that depends upon the third party that is collecting it. It ranges from €45.

Variable cost

These can be the cost of document translation, travel, and health insurance, hotel booking, return air ticket, attestation fee, and other traveling costs, etc.

Decision on visa application

In most cases, the visa process does not take more than 15 days, but there are times when the process takes a long time. In some countries, this period can be extended from 15 to 45 days by some citizens. Wait until you receive a response to your visa application.

a) Positive decision

Getting a Schengen visa is good news – understand that you should carefully read the label attached to the visit sticker that allows you to stay in Europe because if you overstay in the Schengen area might have consequences.

b) Negative decision

If your visa application has been rejected, read the reason why they did not give you a visa and try to fulfill it the next time you apply. If you think your application is valid, and if the denial decision was a mistake, you can always appeal for visa rejection (you will informed about it by the decision-making visa officer in the written notice).

Applying for Schengen visa extension

In the event of any credible reasons, personal, professional, medical, or otherwise, applicants must contact the same institutions in the Schengen country of residence and apply for an extension of the Schengen visa. The extended Schengen visa will give the applicant the same right to visit the Schengen area as the original visa was issued. Visa extensions may result in a stay of no more than 90 days.

More information on Schengen Visa