The Ultimate Guide to Applying for a Schengen Visa

Europe is a dream-destination for many! From countries like France and Germany, to sunny destinations such as Portugal or Greece – even northward to Norway and Finland. The Schengen zone’s 29 countries are rich in culture, history, breathtaking landscapes, and delicious cuisine.

Whether you're planning a short vacation, a business trip, or a family visit, obtaining a Schengen visa is a key step in your journey.

This guide will walk you through how to apply for a Schengen visa, covering everything from where to apply to the necessary documentation and common FAQs, leaving no stone unturned.

Applying for a Schengen visa doesn’t have to be complicated – especially when you know what will be expected of you going in.

What is a Schengen visa?

For many non-EU travelers heading to Europe, a Schengen visa is required. The most common Schengen visa is for short stays (stays less than 90 days in duration).

Once approved, you can travel freely across the Schengen countries without needing a separate visa for each nation and without having to pass through border control.

How to apply for a Schengen visa

Step 1: Select your country of visa application

A common concern among travelers is where to apply for a Schengen visa. The answer depends on your travel itinerary. If you’re only traveling to one country, you can apply at a visa center or consulate for that specific country.

If you’re planning to visit multiple Schengen countries, you’ll want to apply for the country you’ll be arriving in first. So, if you’re traveling to Portugal first, then Spain and Italy, for example, you should apply at a Portuguese visa center in your country of residence.

Some websites may claim that you should obtain a Schengen visa for the country that you'll be spending the most time in, but this is a misconception. If you're traveling to more than one Schengen country during your journey abroad, you must apply for a visa for the country that is the first point of entry.

Step 2: Gather all of the required documents

Your visa application is made up of an application form and a series of documents. These documents vary based on which country you’re applying to, as well as the specific type of visa that you’re applying for.

Most of the time, your visa application will ask you to provide the following documents. They may ask you for supplementary documents as well. The visa center or consulate you are applying through will provide you with a list of required documents. With that being said, the following documents are generally required for all Schengen visa applications:

• Valid passport: To apply for a Schengen visa, you must have a passport. In addition to that, your passport must be valid for at least three months past your planned trip and have at least 2 blank pages.
• Schengen visa application form: You’ll be able to download this form online.
• Passport-sized photos: This should be a recent photo that meets specific guidelines (neutral expression, white background, no glasses or hats, hair tucked behind your ears/pinned off of your face). Some visa centers offer visa photography for an additional fee.
• Proof of travel insurance: You must have travel medical insurance covering at least €30,000 for medical emergency costs for all countries in the Schengen zone. Additionally, this insurance must cover repatriation, medical evacuation, and hospital stays. It must be valid in every Schengen country and for the entire duration of your stay. Learn more here.
• Travel itinerary: You’ll need to provide the dates you are arriving and leaving the Schengen area. Typically, you need to present either a flight reservation. If you are applying for a long-stay visa, it may be possible to present a one-way ticket and book your return flight later. Check with your visa application center for specific requirements regarding this situation.
• Proof of financial means: You need to show sufficient funds to cover your stay. This can be pay stubs or bank statements. If someone else is sponsoring your trip, such as a parent, they’ll need to show the same proof and vouch for you.
• Proof of accommodation: Visa officers want to make sure that you can provide for yourself during your stay in the Schengen area. You’ll need to provide proof of hotel bookings or an invitation letter from a host (such as a family member or friend).
• Visa fee payment: This payment depends on which visa you’re applying for. You may also be required to pay additional service fees if you’re applying through a visa processor (such as VFS Global, for example). In the majority of cases, applying through a visa processor is mandatory.

Step 3: Start the online process and schedule your in-person visa appointment

Some countries have a visa application process that begins online, such as France for example. If that’s the case, you need to start the process there.

Once you have all of your documents prepared (and physical/original copies of each), it will be time to book your visa appointment.

For those wondering how to get a Schengen visa from the USA, keep in mind that consulates often outsource the visa application process to external service providers like VFS Global or BLS International. These trusted partners are entirely legitimate and work closely with the consulates to help streamline visa applications. This isn't unique to the US, however. Visa application centers can be found around the globe.

You’ll book your Schengen visa appointment online. There, you’ll see all of the locations that provide visa services. Typically, you can choose which one you’d like, as long as the consulate or center is in your country of residence.

Currently, an in-person appointment is mandatory for Schengen visa applications.

Step 4: Attend your visa appointment and submit your biometrics

Arrive on time with all of your documents in tow. The purpose of this appointment is to make sure your application is complete with all of the required documents. With that being said, the visa officer may ask you questions relating directly to your documents and travel plans.

Depending on where you live, it’s very common to have to travel out of town for your visa appointment. Consulates, embassies, and visa centers are often located in major cities.

At your visa appointment, you’ll also give your biometric data which includes your fingerprints, as well as an electronic signature and, sometimes, a digital photograph.

Step 5: Wait for your visa application to process

Visa processing times vary depending on a variety of factors, such as the country you’re applying for, seasonality, and more. Typically, you should allow at least 15 days for processing, although it can take longer during busy periods, even multiple weeks.

It’s highly recommended to start the visa application process as soon as possible.

Step 6: Receive a response!

Once your visa has been processed, you’ll either receive it in the mail or a notification to pick it up (depending on where you live and the specific center you went to).

Make sure to double-check all the details on the visa sticker, such as your name, travel dates, and the number of entries (single or multiple).

Currently, the process remains the same for Schengen visas from all 29 countries in the zone:

Austria, Belgium, Bulgaria, Croatia, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, the Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and Switzerland.

FAQs

How to get a Schengen visa from the USA

If you’re a US citizen, you don’t need a Schengen visa for trips under 90 days within a 180-day period (as long as they’re for leisure or business). If you’re planning a trip that exceeds 90 days, you will need to apply for a Schengen visa.

The process is the same whether you’re from the US or somewhere else. You’ll need to start online, searching for your destination. You’ll be required to fill out an application, collect documents, and then book an in-person appointment at a visa center or consulate to submit everything for processing.

How long does it take to process a Schengen visa?

On average, for short-stay visas, it takes about 15 business days. However, it’s recommended to apply as early as possible, especially during peak travel seasons when processing times can greatly exceed 15 days - even taking multiple weeks on occasion. 15 days is an average, not a guarantee.

Can I apply for a Schengen visa online?

No. You can start the process online, as well as fill out your application and print it out, but the submission has to happen in person at a visa center, embassy, or consulate.

In the coming years, you will be able to apply for a Schengen visa online through EU VAP. However, this platform is still being built and hasn’t been launched yet. It's expected to be fully operational by 2030.

What should I do if my visa is rejected?

If you believe that your visa was unjustly rejected, you can appeal the decision. It’s important to carefully review the rejection notice to understand what went wrong.

If that's not the case, you can start a new visa application at any time after a rejection, just make sure you address the reasons for your initial rejection.

Tips for applying for a Schengen visa

• Don’t wait too long: It’s essential to start your visa application well before your departure date.
• Double-check your documents: Incomplete or incorrect documentation is one of the most common reasons for visa rejection. Review everything thoroughly before your appointment – and make copies!
• Focus on all of the details: Every country in the Schengen area will have its methods and preferences. Make sure you’re supplying documents in the required format. For example, some countries may require translations of all of your documentation into the local language.