Basic documents needed for Schengen Visa applications

Submitting a set of documents is a crucial part of the Schengen visa application process. 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. In this post, we look at the basic documents needed for Schengen Visa applications and how to ensure your document pack is application-ready!

 

Crucial documents needed for Schengen Visa applications

Although you might be required to submit additional documents as part of your application for a Schengen Visa, here is a look at the most basic documents required:

 

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.
• You must keep a neutral facial expression, no smiling or opening your mouth.
• You are not allowed to wear accessories covering your facial features.
• Your eyes must be open to see the eye color clearly. Avoid photos with red flashes on your eye.

Schengen travel insurance

Valid travel health insurance is a mandatory requirement for everyone applying for a Schengen Visa, to cover any expenses which 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.

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.

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 to. It 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 obtain your visa.

Proof of financial means

When applying for a Schengen Visa, you must 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.
• Confirmation by an organized tour operator or holiday tours.
• Rental agreement/contract
• Invitation letter from the host

Each Member State of Schengen has its own rules regarding the host invitation letter. This means that the host inviting you to visit the Member State they are at must provide a specific invitation letter.

Business purpose travels

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.

Travelling to visit 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 must provide an invitation letter from the family member or friend you will be visiting. The letter should include their name, address, contact information, and 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 sponsorship letter.

Cultural or educational purpose travels

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 must 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 travelling for an educational or academic program, you must provide a letter of acceptance from the institution you will visit. 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 must 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.
• Detailed itinerary. 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.

Medical purpose travels

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.

Documents needed for Schengen visa applications for children

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 you must submit a death certificate of the other parent, a divorce agreement, or a 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.

Final thoughts on the documents needed for Schengen Visa applications

Applying for a Schengen Visa requires careful attention to detail and adherence to specific document requirements based on the purpose of your travel, your age, and other relevant factors. Ensuring that you have the necessary documents and following the guidelines outlined by the embassy or consulate can greatly improve your chances of a successful visa application. Whether you are travelling for business, education, family visits, medical treatments, or other purposes, thorough preparation, and accurate documentation are key to a smooth visa application process.