The Ultimate Guide to Applying for a Schengen Visa

Millions of people go to the Schengen zone every year, a collection of 29 popular destinations in Europe.

While some travelers don't need a visa for short trips to the zone, many travelers do - and that's where Schengen visas come into play.

Whether you're planning a short vacation, a business trip, or a family visit, applying for (and obtaining) a Schengen visa is a key part of the process. Without one, you won't be able to go on your trip after all.

That is why we created this article. In it, we will walk you through how to apply for a Schengen visa, covering everything from where to apply to the necessary documentation, and even answering some common frequently asked questions.

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?

A Schengen visa is an authorization that allows you to travel to countries in the Schengen zone (this zone includes countries like France, Italy, Spain, etc.).

For many non-EU travelers heading to Europe (such as Indian or Chinese citizens), 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 between them (just when you first enter the area).

To get a Schengen visa, you must go through the formal application process well ahead of your trip.

How to apply for a Schengen visa

While it is a multi-step process, it is relatively straightforward. In the vast majority of cases, the application process is as follows.

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 plans. If you’re only traveling to one country, you can apply at a visa center or consulate for that specific country (France, for example).

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 have to apply for a visa for the Schengen country that you enter first.

Note: If you're applying for a long stay visa (one that allows you to reside for more than 90 days), this isn't the case.

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, but keep in mind that they may ask you for supplementary documents as well.

The visa center or consulate you are applying through will give you a list of which documents you need to present. With that being said, the following documents are generally required for all Schengen visa applications:

• A 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 beyond your planned trip and have at least 2 blank pages left (this is for passport stamps upon entry and exit).
• A Schengen visa application form: You’ll be able to download this form online. Make sure you fill it out neatly and accurately.
• 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 that covers at least €30,000 for medical emergency costs for all countries in the Schengen zone. Additionally, this insurance must cover repatriation, medical evacuation, and emergency 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 will be entering into and leaving the Schengen area. Typically, you need to show a flight reservation (so, your airline tickets). 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: As part of your application, you will need to show sufficient funds to cover your stay. This can usually be pay stubs or bank statements, but other options are sometimes allowed too. For instance, 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. In fact, it's required. To apply for a Schengen visa, you will need to provide proof of hotel bookings or an invitation letter from a host (such as a family member or friend). You may need to provide this information in a specific format, so pay close attention to the list of requirements that the visa application center gives you.
• 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 TLScontact). In the majority of cases, applying through a visa processor (visa application center) 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 typically outsource the visa application process to external service providers like TLScontact 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 are 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.

While the officials at visa application centers check your application for how complete it is and forward it to the appropriate embassy/consulate, they have no power as to whether or not your visa will be approved or denied.

They don't play any part in the decision-making process and don't have any sway. Only embassies/consulates can decide.

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. For long stay visas, application approval times vary and typically take longer, 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 apply for a Schengen visa

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.