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.
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 country
Visiting more than 2 countries with an unequal stay
Visiting 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 information
Information on your background
What is the purpose of your entrance into the Schengen area
You can fill the form with the following guidelines
You can fill the form with the following guidelines
Other 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,
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 Category
Fee in EUR
Adult applicant
€90
Children between 6-12 years of age
€45
Children younger than 6 years of age
Free
Holders of diplomatic, official, or service passports traveling for official purposes
Free
A family member of an EU/EEA national
Free
Pupils, students, and accompanying teachers during a school trip
Free
Researchers traveling to perform scientific research
Free
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.
Schengen visa is perhaps the most famous visa nowadays that allows its bearers to visit 29 EU and EFT countries (in some cases more). No matter what the traveling reason could be, one can travel to these all countries with only one visa. This saves money by not applying for visas from all 29 countries at different times.
Schengen countries combined issued 8.5 million uniform visas in 2023 according to the statistics of the European Council. Overall, from around the world, 10.3 million visa applications were submitted to the member countries’ consulates and embassies.
Schengen Visa: An Overview
More Schengen Countries Now
Before 2023, there were 26 countries a part of Schengen Zone. On 1 January 2023, Croatia became the 27th Schengen member. As of 31 March 2024, Bulgaria and Romania are also a part of the Schengen Zone now. Cyprus will be the next country to be added as a member. So now, there are a total of 29 Schengen countries.
There are two types of Schengen visas. One is called a short-term “C” visa if maximum of 90 days validity. On the other hand, there is a “D” type visa which is also called a long-stay visa for more than 90 days.
Members from EU and non-EU Countries
Out of 27, there are 25 countries part of Schengen Zone. All 4 European Free Trade Association countries are also a part of the Schengen Zone.
One Visa, Many Purposes
Schengen visa allows its bearer to travel to all 29 member countries for the reasons of tourism, business, study, work, family reunification, etc.
Schengen Visa Benefits
Schengen visa allows the bearer to travel to all 29 member countries. Schengen countries have altogether 1.25 entries of travelers across the total zone.
Southern/Mediterranean Europe remains a top choice for international tourists in Europe. Countries like France, Spain, and Italy, located along the Mediterranean Sea, attracted the most visitors in recent years. France led with 79 million arrivals, followed by Spain, Turkey, and Italy. Spain topped international tourism receipts, overtaking the United Kingdom, while France ranked third.
A Schengen visa grants permission for short-term visits of up to 90 days within a 180-day period. It may be a single-entry visa for one trip or a multiple-entry visa for multiple trips. Conversely, an airport transit visa permits passage through the international transit zone of a Schengen airport during a layover or flight change, without permission to exit the transit area.
Schengen Visa Sticker (specimen)
Who needs to apply for a Schengen visa?
Non-EU citizens planning to travel to the Schengen area typically need to apply for a Schengen visa. The EU has a standardized list of countries whose citizens must obtain this visa to enter its external borders, although some exceptions exist for certain travelers.
Moreover, specific third-country nationals may require an airport transit visa (currently 12 countries in general) for layovers in the international transit zones of Schengen airports. However, exemptions from this requirement apply to certain groups of individuals. Currently, there are 60 countries whose nationals do not require a visa to travel to the Schengen zone. See here the complete list of countries that need and do not need to apply for a Schengen visa.
Types of Schengen Visas
Types of Schengen visas can be divided into different categories as per use of purpose, duration of visas, and entry types:
The first one is for a short period for example for 90 days. This is called a short-term “c” type Schengen visa (you cannot stay more than 90 days during 180 days in a row in a Schengen country on this visa even if the validity of the visa is 5 years at maximum).
The second one is a long-term visa for a stay longer than 90 days in a Schengen state is called a long-term Schengen visa “D” type (You can stay regularly without having to leave the Schengen zone).
A first-time visa is always a single entry, and you can only enter the Schengen zone once. Inside Schengen countries, you can make as many exits and entries as you want. However, once you leave the Schengen zone and return to your country of origin, a single entry visa does not allow you to enter again in the Schengen zone even if the visa is still valid.
Multiple-entry
If you have a multiple-entry visa, then the situation is different, and you can make as many entries as you want to and from the Schengen countries. This visa is usually given to applicants who have already had 2 short-term single-entry Schengen visas expired. It is decided by the embassy itself and it cannot be gained upon choice. Multiple entry visas are 1,3, and 5 years. However, the EU Council sometimes decides on a duration of 2 and 5 years as well.
Air transit visa (ATV)
This type of visa allows you to connect through the international transit area of an airport in the Schengen area during a stopover or a change of flight. You cannot leave the international transit area on this visa. Please remember that each Schengen country has its regulations for Airport Transit Visa for third countries. Sometimes a traveler from a third country has permission to transit in one country but not in another. For example, Indian nationals do not need an air transit visa in Italy, but they need it in German airports.
c) Purposes-wise Schengen visas
Visa application Purpose
Details
Business
This visa is applied for business activities in the Schengen countries. The reasons can be appointments, or attending events and exhibitions.
Medical reasons
This visa is provided to patients who need medical care in any hospital or medical clinic in one of the Schengen member states for a time of 12 weeks within 180 days.
Study purposes
The students who need to attend any school or university courses, language, and other short courses, and take an entrance exam in any educational institute in the Schengen Area should also apply for a Schengen visa.
Visiting family and friends
This type of visa is for those who want to visit their friends and family in the Schengen Area. For this visa, the host will be a legal resident of a Schengen member country, and he will send an invitation letter to the guest. Some countries like Romania and France also require the pre-approval of such visa types.
Tourism
This is the most entertaining category of the Schengen visa and probably one of the most used options for traveling to Schengen countries.
Airport Transit
This option is for those who travel through the international zone of a Schengen Country Airport without using the Schengen Country.
Transit
This visa is similar to an airport transit visa. Many seafarers, who need to stay for a short time at one of the member state ports will use this visa.
Sports, Cultural, and Film crews
This type of visa is for people who are from outside of the Schengen area and want to attend religious, Sports, or Cultural events and film crews. The candidate should be a participant in the event, not just an audience.
Official visit
These visas are for official delegations from governments.
Others
If you do not find your desired visa category in the application form, you will select the “others” option and write a one-line description of the reason for your journey.
List of Schengen Countries
There are currently 29 Schengen countries in total. Croatia joined the Schengen zone on 1 January 2023 and the latest inclusions are Romania and Bulgaria on 31 March 2024. Below is the actual and updated list of Schengen countries:
To obtain a Schengen visa, you need to apply at the Consulate of the country you plan to visit. If you’re visiting multiple Schengen States and have a longer stay in one, apply at that country’s Consulate.
If your stays are equal, apply at the Consulate of the first country you’ll visit. Generally, apply at the Consulate covering your legal residence area. Detailed visa information for each Schengen country can be found on their dedicated websites. A complete step-by-step guide to how to apply for a Schengen visa here.
When to submit a Schengen Visa Application?
You must present your application to the Consulate no later than 15 days before your intended journey and no earlier than six months before your trip. Booking an appointment may be required before submitting your application. Ideally, you should apply 30 days before your intended stay.
Required documents for Schengen visa application?
a) General documents
Valid passport, with an expiry date at least 3 months after leaving the Schengen area. For multiple-entry visas, 3 months after leaving the last visited country;
Medical insurance covering emergencies, hospitalization, and repatriation; This means adequate and valid Travel Medical Insurance for your whole stay, with a minimum coverage of €30,000.
Supporting documents for stay purpose, finances, accommodation, and return intention;
Fingerprints collected during application (some exemptions apply);
Additional documents may be required by the Consulates.
b) Category-wise required documents
Tourism
Medical
Friends and Family
Other Trips
Your complete plan such as a travel Itinerary;
A comprehensive detailed cover letter about yourself and your financial situation;
A hotel reservation for the planned trip;
A ticket reservation confirmation to and from the Schengen countries;
Details or proofs of any ticket bought (such as a sports event etc);
Details about your tourism background if any, this also includes your travel history.
Any medical appointments;
Details of the Doctors or Hospitals;
Medical issue history and reports;
Any records if you have previously been to any Schengen country for medical checkups;
If there is any medical emergency, then please include proof from local hospitals; If an extra person is accompanying the patient, their relation details and information about tour cost if born by the accompanying person or the main applicant;
Extra financial resources are required for checkups.
A sponsorship if you will be staying with them;
The sponsorship should include information about accommodation and the sponsor’s financial status;
Note that certain countries, like Romania and France, need approval for such invitations from authorities;
Any proof of relationships between you and the sponsor;
If you are a relative of an EEA/EU citizen, you must provide relation proof, in this way, you also do not have to pay the visa fee and the visa process can be accelerated;
If attending any event such as marriage or another ceremony, then the invitation details such as cards, etc.
For all other types of trips, you must include the related documents of the trip.
These could be documents related to sports events and invitation proofs;
For air transit (currently only for 12 countries), you must also provide proof of a valid ticket and travel plan and the stay duration at the airport.
c) Documents for personal situation
Employee
Self-Employed
Minor
Student
Sponsored by Spouse
Recent, official, and signed letter from their employer with name, date of issue, address, contact details, position of signatory, and registration number. The position and salary of the employee should also be indicated; and
Pay slips for the last three months.
Recent, official, and signed letter from an accountant, banker or solicitor with name, date of issue, address, contact details, position of signatory and registration number the country, stating the nature of the self-employment or business ownership.
The letter must also state the annual salary drawn from the company; and Self-assessment form edited by revenue and customs authorities.
Birth certificate; and
For minors traveling alone or with only one parent (exceptions are made if one parent has the sole custody or residence order for the child):
Original passports of both parents or certified copy of the biodata page of the passports; Proof of consent of parental authority or legal guardian; and
school certificate.
In the case of sole custody, the following documents must be submitted:
a) a birth certificate mentioning one parent; b) a death certificate of an absent parent; or c) a court ruling.
Recent, official and signed letter from school, college or university stating date of issue, name of the applicant, type of studies, number of lessons (hours) per week and attendance record.
A marriage certificate; The spouse’s bank account statements (see above); and
A statement of will to support the spouse. – her/his parent(s):
a) proof of family relationship, e.g. birth certificate; b) the parent(s) bank account statement (see above); and c) a statement of will to support the applicant.
How much does a Schengen visa cost?
The visa fees are categorized as follows:
Schengen Visa Category
Fee in EUR
Adult applicant
€90
Children between 6-12 years of age
€45
Children younger than 6 years of age
Free
Holders of diplomatic, official, or service passports traveling for official purposes
Free
A family member of an EU/EEA national
Free
Pupils, students, and accompanying teachers during a school trip
Free
Researchers traveling to perform scientific research
Free
Nationals from Armenia, Azerbaijan, and Russia.
€35
Nationals from Cabo Verde
€67.50
The Schengen visa fee has been increased by the EU Council and it is in force from 11 June 2024. An extra fee may be required when using visa service centers, which assist with applications for some Consulates. These are separate visa application centers such as TLS Contact, Global Visa Center, BLS, or VFS Global which accept Schengen visa applications. Certain applicant groups may qualify for exemptions from the visa fee. Schengen visa costs you other than a fee visa for the following utilities:
Biometrics fee (charged by the visa application centers);
Visa form filling fee (optional and offered by visa application centers);
Hotel reservation fee (if any, many third-party applications offer free-of-cost bookings);
Return ticket reservations (most of the airlines provide it free of cost and you should not buy a ticket before getting a visa);
Costs of English translations or attestations; and
other costs for event bookings (optional).
Schengen visa processing times?
The standard processing time for a visa application is typically 15 days. However, if further examination of the application or additional documents is needed, this period may extend to up to 45 days.
Certain family members of EU or EEA citizens, as defined by the Free Movement Directive, may be eligible for a cost-free and accelerated visa process.
How to apply for the Schengen Visa?
The following steps can be followed to apply for the Schengen visa.
Determine a Schengen Country.
Determine the purpose of the trip.
Prepare documents
General Documents for all applicants;
Documents related to the trip category;
Documents required as per the personal situation.
Fill in the Schengen visa form.
Get the appointment.
Submit the Visa application.
Schengen Visa Extention
Here are some reasons the Schengen visa holder wants to extend his visa:
whether the applicant is a traveler looking for a more European experience,
a business person who has to do some unexpected business after his visa expires,
or a patient who wishes to receive medical treatment in one or more Schengen member states and needs to continue his treatment.
The applicant will not be allowed to stay in Europe after his Schengen visa expires until he/she gets it extended. The European Parliament and Council (EC) No. 810/2009 authorized the extension of the Short Stay Schengen visa by establishing a community code on the visa of 13 July 2009 (Journal of EU Laws of 2009 L243 / 1).
However, if you do not have a compelling reason to base your application, you will have little chance of getting an extension. Following are the reasons to extend a Schengen short-stay visa under the Schengen visa policy:
Humanitarian Reasons
Late Entry
Force Majeure
Important Personal Reasons
Schengen visa refusal
Applicants who are denied a Schengen visa receive notification through a standard form outlining the reasons for refusal. This form includes the grounds for refusal and provides information on the appeals process, including procedures and deadlines for submission.
Concept explanations
a) What is the 90/180 rule?
There are certain rules one must follow to travel the Schengen countries. You can stay in the Schengen area for 90 days in any 180 days. Calculated individually for each of these states. For example, after staying in the Schengen area for 90 days, one can immediately go to Croatia and stay there for another 90 days.
The 180-day reference period is not fixed. Citizens of countries whose Schengen visa-free entry is allowed. Most people think that the 180-day period starts from the day your visa is validated, which is not true. It lasts for 180 days. So, whenever you want to enter Schengen, you have to count back the last 180 days and see if you’ve been in Schengen for more than 90 days at a time.
b) Difference between Visa Validity and Duration of Stay
The embassy decides the visa period. In addition to the multiple entry visa, which enables you to stay in the Schengen area for a maximum of 90 days over 180 days. The verification of your single entry visa or double entry visa depends on the embassy.
The embassy identifies the days you are allowed to stay in any of the Schengen countries, as well as the first date you enter Schengen, and the last day you are allowed to stay. There is always a difference between the visa validity and the number of days allowed at maximum during a single trip:
c) Visa Validity
This is the period from which you can use your visa to enter and stay in the Schengen area.
d) Duration of stay
This is the number of days you are allowed to stay in Schengen for a maximum of days. The first day you enter Schengen is counted as “Day 1”, even if you enter just minutes before midnight. However, the “last day” counts as the day you leave Schengen, even if it is just a few minutes after midnight.
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