Schengen Visa Employment Letter: What is Required in 2025

When applying for a Schengen visa, there are specific documents that you need to prepare and submit.

These documents include standard things like your travel itinerary, the visa application form, and travel insurance that meets Schengen visa requirements.

However, depending on your specific circumstance, the reason you're traveling, and/or your application itself, visa authorities may request additional information from you.

One of these pieces of information can be an employment letter.

What an employment letter is

An employment letter is an official document proving you are currently employed.

The reason that an employment letter is requested over a work contract is that contracts can be old or out of date. Employment letters, on the other hand, are new proof that you are currently employed.

An employment letter is created by your company for you, and it details your employment status with them. Depending on the size of your company, you can request this document from either HR, your supervisor, or even the owner.

When an employment letter is requested, you will be told what needs to be included and in what format the document needs to be.

Why an employment letter is needed

Visa authorities alone know why an employment letter is requested.

That said, there could be several reasons as to why you're being asked to submit one in your file. Reasons could include the need for additional proof of sufficient funds (one of the core Schengen visa requirements), proof of intent to leave the Schengen zone, or something else.

Regardless of the reason, if you're being asked to provide an employment letter, it doesn't mean your application has been denied. But it does mean additional information is required in order to move forward in the decision-making process.

It's also important to know that providing additional documentation doesn't guarantee that your visa will be approved. It's simply required for the process to continue and for a final decision to be made.

Schengen visa employment letter requirements

So, what is required in an employment letter?

First and foremost, you should always follow the instructions given to you by the visa application center or consulate. When additional information is requested, you will be instructed on how to provide said information.

Depending on what visa authorities need to see, you may be asked for a letter that includes specific information or formalities (such as a letterhead). Because of this, the requirements aren't necessarily the same across the board.

That's also why it's very important to follow the instructions provided to you by the visa application center/consulate closely.

All of that said, according to BLS International in the US for German Schengen visas (source), the following pieces of information need to be included:

• The letter must be addressed to the German Consulate/Embassy or "To whom it may concern".
• Your company's letterhead must be at the top of the letter.
• The letter must be dated (within the last 30 days).
• The employer's full name and address (including the zip code).
• Your full name (applicant's full name) matching your passport.
• The name of your supervisor.
• Either your supervisor or HR's contact information.
• A paragraph that describes your position in the company and what you currently do.
• A paragraph stating your start date in the company.
• A paragraph stating that you are approved to travel and be on leave during your travel dates (which must be explicitly stated).
• A paragraph stating your salary, including hourly wage and annual income.

Again, this is one example of employment letter requirements. Your letter may need more or less information or different formatting, depending on your specific situation.

If you're uncertain, you can reach out to the visa application center/consulate you've applied through for additional information.

How to request an employment letter

The best thing to do is to ask your manager and/or HR. If they cannot create a letter for you, they will be able to find out who can.

Make sure that you request your employment letter as soon as you find out that one has been requested.

Your Schengen visa application won't be able to move forward until you have the letter as requested and submit it through the appropriate channels.

Visa application employment letter FAQs

I've been told I need to submit an employment letter for my visa application. What does this mean?

What is an employment letter?

How do I get an employment letter for a Schengen visa application?