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Documents needed for Schengen Visa Application

Schengen Visa

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Providing a set of documents is a vital step in the Schengen Visa application process. The specific documents required vary based on factors like visa type, nationality, and current status.

Throughout processing, the consulate might request additional information or documents, or even arrange an interview. It’s essential to comply, as the initial document submission doesn’t ensure visa approval.

Schengen Visa Requirements To apply for a Schengen Visa, the necessary documents are as follows:

  1. Schengen Visa Application Form.
  2. Passport.
  3. Photograph.
  4. Schengen Travel Insurance.
  5. Biometric Data.
  6. Copies of Previous Visas.
  7. Flight Itinerary.
  8. Cover Letter.
  9. Proof of Financial Means.
  10. Proof of Accommodation.
  11. Proof of Paid Fee.

Schengen Visa Application Form Applicants must complete and sign the Schengen Visa Application Form within three months of their intended visit. The form, available in various languages, consists of 37 questions that require accurate and honest answers. Minors (under 18) need their parents’ or legal guardians’ signatures.

The form is divided into four sections, each needing specific details:

  1. Personal Information (name, birthdate, nationality, etc.).
  2. Travel Information (document type, reason, entry details).
  3. Invitation Information (inviter’s details, host organization, financial support).
  4. Date and Signature (completion date, signature).

You can obtain the application form at the Member State’s diplomatic missions or download it from their official embassy websites.

Passport Your passport should adhere to the following guidelines:

Issued within the past decade. Contains two blank pages for visa affixation. Valid for at least three months beyond your intended departure from the Schengen Member State. Travel prospects are low with an expired passport.

Photograph Attach a recent photo to the Schengen Visa application form, adhering to these photo requirements:

No older than six months. Dimensions of 35 mm (width) x 45 mm (height). Face and shoulders cover 70%-80% of the photo. Plain white background without patterns, objects, or shadows. High resolution and proper contrast. Natural color without any alteration. Free from ink, creases, or staples. Neutral facial expression, no smiling. No accessories covering facial features. Open eyes showing natural color, no red-eye effect. Simple natural makeup and digital makeup are not allowed. Unaltered photo with no modifications. Dark-colored attire to contrast with the background, avoiding light colors blending in.

Schengen Visa Photo Requirement for Children Photos of infants should be captured against a white backdrop while they are lying down or seated in a baby chair. A white bedsheet or blanket can be used to place the baby on.

The baby’s eyes should be open, displaying their eye color. While a neutral facial expression isn’t mandatory, their mouth should not be open, and there should be no objects in the background.

Schengen Travel Insurance Schengen Travel Insurance is obligatory for Schengen Visa applicants, covering potential expenses during their stay in the Schengen Member State. You can acquire this insurance in your home country or online. Your plan must adhere to these criteria:

Covers your entire intended stay in the Member State. Minimum coverage of €30,000 for medical expenses, emergency evacuation, hospital treatment, or death. Valid across all Schengen Area countries. Coverage of Schengen Travel Insurance Plan Essential components of Schengen Travel Insurance encompasses:

Medical treatment costs:

Doctor consultations. Emergency dental care. Hospitalization. Surgery. Repatriation or evacuation expenses. In the case of severe illness or accidents requiring medical treatment back home, the insurance covers repatriation costs, which also applies in case of death. Biometric Data The Schengen Member State’s consulate will gather your biometric data (including the aforementioned photograph and fingerprints), stored in the Schengen Visa Information System (VIS).

You need to be physically present for fingerprinting, as per ICAO standards and Commission Decision 2006/648/EC. However, no in-person presence is required for the photograph.

Exemptions from Fingerprint Requirement Individuals falling within these categories are exempted from the fingerprint requirement:

Children aged below twelve. Individuals are physically incapable of providing fingerprints. Heads of State, National Government members, their spouses accompanying them, and their official delegations during official visits. Sovereigns and prominent members of royal families, specially invited by a Member State for official purposes. Copies of Previous Visas If you have previously visited the Schengen Area with an expired or nearly full passport, include it with your other documents to validate your previous travels. If you possess more than two passports, bring all of them.

Avoid stapling your passports; it’s preferable to secure them with a rubber band.

Flight Itinerary The Embassy or Consulate may request a flight itinerary or round-trip flight reservation, outlining your flight details such as:

Your complete name. Airline details. Reservation or Booking ID. Arrival and departure dates. Airport IATA codes. Ticket cost. Information on connecting flights, if any. *It’s not mandatory to purchase a flight ticket before applying for a Schengen Visa; you can present a booked flight ticket and make the payment after visa issuance.

Cover Letter Compose a cover letter addressed to the Embassy or Consulate of the Member State where you’re applying for a visa. This letter introduces you to the visa officials, explaining your travel intentions. Keep it concise and within two pages, as a well-crafted cover letter can assist in securing your visa.

A Schengen Visa cover letter should encompass:

Purpose of your visit to the Member State. Entry and exit dates from the Schengen area. Accommodation arrangements. Planned activities during your stay. Other Schengen countries you intend to visit. Your employment status. Clarify any missing required documents (if applicable). Proof of Financial Means For a Schengen Visa application, you must demonstrate financial stability to sustain yourself while in the Member State. You can establish this by:

Providing your financial transactions’ bank statements from the past three months. Presenting a credit card statement. Verifying your employment. Each country has a distinct minimum requirement, so consult your country’s relevant consular authority for accurate details.

Proof of Accommodation When applying for a Schengen Visa, the embassy or consulate requires you to furnish proof of accommodation, validating that you have arranged a place to stay during your visit to the Member State.

Based on your chosen accommodation, you can present the following as proof:

Hotel Reservation: Provide a hotel confirmation letter detailing: Your full name. Dates of entry and exit. Hotel address. Hotel contact information (phone number, email, etc.). A valid hotel reservation code. Confirmation by Organized Tour Operator or Holiday Tours: Offer a letter from the tour operator, stating the accommodation arrangement during the Member State tour.

The letter should include the Place name. Address. Telephone number and email. Entry and exit dates. Reservation name. Rental Agreement/Contract: Include: Landlord’s name and contact details (email, phone, address). Rented place’s address. Your rental period (entry and exit dates).

Invitation Letter from Host: If staying with friends or family, the host should write an invitation letter indicating: Duration of stay. Place address. Host’s full name. Host’s contact details (email, phone). Host’s signature. Living area and resident count. Different Schengen Member States have distinct host invitation letter rules. The inviting host must provide a specific invitation letter according to the Member State. For instance:

France: Original “Declaration d’Accueil” (guarantee document). The same for Luxembourg hosts. Austria: “Elektronische Verpflichtungserklärung” requested at the Austrian host’s municipality, not over 30 days before your visa appointment. Belgium: Original “Engagement de Prise en Charge – Verbintenis tot Tenlasteneming 3 bis,” stamped by the municipality and embossed by the foreign office. Netherlands: Original “Bewijs van Garantstelling,” along with three salary reports, the inviting person’s work contract, and relevant documents from independent hosts.

Proof of Paid Fee To obtain a Schengen Visa, the mandatory visa fee must be paid at the diplomatic mission (embassy/consulate) and is non-refundable. The fee, charged in EUR, the third country’s national currency, or the application country’s currency, is acknowledged through a receipt.

Schengen Visa Fee Details:

Adults: 80 EUR. Children aged 6 to 12: 40 EUR. Exemptions from Schengen Visa Fee:

Children under six. Students and accompanying teachers on study or educational journeys. Diplomatic passport holders on official trips. Representatives of nonprofits aged 25 or below. Third-country researchers for scientific research defined in Recommendation 2005/761/EC. Please note that applications require prior appointments at embassies or consulates. They usually don’t provide case updates via email or phone. Embassies can request additional documents or further interviews, and each embassy reserves the right to modify these procedures.

Documents Based on Employment Status

For student status:

Proof of student status (student card, matriculation copy, and transcript of records). Evidence of financial support, including work contract and parental/host bank statements. For employment status:

Original signed employer letter or recent payslip. Employment contract and vacation confirmation. For self-employment:

Letter from a solicitor, accountant, or Companies House confirming status. For retirement:

Last six months’ pension statements. Business Travel Documents

For business trips to Schengen Area, provide:

Business invitation letter from the destination company, stating purpose, duration, relationship, and financial responsibility. Letter from your employer indicating trip details and financial coverage. Evidence of prior business interactions, like contracts or invoices. Family or Friends Visit Documents

If visiting family or friends, submit:

Invitation letter from the host with their details, address, contact, relationship, purpose, and duration of your stay. If accommodation is provided, it must be mentioned. Proof of relationship (birth/marriage certificates). Sponsorship letter (if applicable) for financial support. Educational or Cultural Visit Documents

For cultural or educational trips, provide:

Enrollment proof for students. Acceptance letter from the institution with program details, stay duration, and support information. Sponsorship proof, if applicable. Detailed trip itinerary with dates and activities. Medical Treatment Documents

For medical trips, include:

Medical report from a home-country doctor detailing the condition and recommended Schengen treatment. Medical certificate from a Schengen doctor confirming willingness to treat and treatment plan. Proof of financial ability to cover costs, like bank statements or sponsor’s letter. Proof of pre-payment if applicable.

Schengen Visa Requirements for Minors Below 18

For applicants under 18, parents or legal guardians need to present the following documents or accompany the minor:

A Schengen Visa application form signed by the legal guardian/s. Child’s birth certificate. If the minor is traveling without both parents: Certified parental consent from both parents. If the minor is traveling with only one parent: Notarized/certified consent from the other parent. If the single parent traveling holds sole paternal authority: Death certificate. Divorce agreement, or Custody agreement.

Schengen Visa Documentation Guidelines

When applying for a Schengen Visa, ensure that all submitted documents adhere to the visa documentation guidelines.

Original copies must be provided along with their copies (unless stated otherwise). Documents should be translated into English or the official language of the Member State, by a certified translator. Certain documents, as listed below, require an apostille stamp for international recognition:

  • Birth certificate.
  • Marriage certificate.
  • Death certificate.
  • Powers of attorney.
  • University (academic) diplomas.
  • Business registration.
  • Court orders.

What If I Don’t Have All The Documents When I Apply for a Schengen Visa? Failure to submit all required documents will result in the Embassy or Consulate rejecting your visa application, as it is a mandatory requirement during the application process.

In some cases, certain Embassies might provide a 5-day grace period from the application date to submit missing documents. You will also need to provide a valid reason for the omission of documents.

How Can Reliance Immigration Services Assist You?

Reliance Immigration Services comprises a group of devoted and skilled professionals possessing current competencies in the immigration sector. At Reliance, our mission is to enhance your prospects of achieving success in your visa application endeavor, enabling you and your dear ones to transform your migration aspirations into actuality.

For your Schengen visa needs, rely on Reliance Immigration – your comprehensive solution.

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