How to Apply for a Schengen Visa (Step-by-Step)

Applying for a Schengen visa can feel like navigating a maze of paperwork and appointments. But the process follows a predictable pattern, and once you understand the steps, it becomes much more manageable. Here's your complete guide from start to finish.

Note for US citizens: Americans don't need a Schengen visa for stays up to 90 days. This guide is for travelers from countries that require visas. If you're American, see our guide on US citizens and European visas.

Do You Actually Need a Schengen Visa?

Before diving into the application process, verify that you actually need a visa. Citizens of about 60 countries can enter the Schengen Area visa-free for stays up to 90 days. This includes the United States, United Kingdom, Canada, Australia, Japan, South Korea, and most of Latin America.

Citizens of around 100 other countries do need a Schengen visa for any visit, even a short one. The EU Migration and Home Affairs website has the complete list of which nationalities require visas.

If you need a visa, read on for the step-by-step process.

Step 1: Figure Out Which Country to Apply To

You apply for a Schengen visa at the embassy or consulate of your main destination country, not just any Schengen country.

The rules are:

• Single destination: Apply at that country's consulate
• Multiple countries, unequal time: Apply at the consulate of the country where you'll spend the most time
• Multiple countries, equal time: Apply at the consulate of your first destination

You must apply at a consulate that has jurisdiction over your legal residence. If you live in New York, you can't apply at a German consulate in California just because the appointment times are better.

Step 2: Gather Your Documents

The documentation requirements are standardized across Schengen countries, though some consulates may request additional items. According to AXA Schengen, here's what you'll typically need:

Required for All Applications

• Valid passport: Must be valid for at least 3 months beyond your planned departure from the Schengen Area. Needs at least 2 blank pages. Cannot be older than 10 years.
• Completed application form: The standardized form has about 32-40 questions covering personal details, travel plans, and purpose of visit.
• Two biometric photos: Must meet ICAO standards (45x35mm, neutral expression, white background). Many consulates can take these at your appointment.
• Travel medical insurance: Must cover at least €30,000 in medical expenses including emergency treatment and repatriation. Must be valid in all Schengen states.
• Proof of accommodation: Hotel bookings, Airbnb confirmations, or invitation letter from a host.
• Proof of financial means: Bank statements (usually last 3-6 months), employment letter with salary, or sponsor letter with their financial documents.
• Flight itinerary: Round-trip booking or confirmed tickets showing entry and exit dates.
• Proof of intent to return: Employment contract, property ownership, family ties, or other evidence you'll leave when required.

Additional Documents by Purpose

Tourism: Detailed itinerary, hotel bookings for each city

Business: Invitation letter from the company you're visiting, your business registration or employment proof

Family visit: Invitation letter from your host, proof of your relationship, host's residence permit or ID

Step 3: Book Your Appointment

You can submit your application either directly at an embassy/consulate or through a Visa Application Center (VAC) like VFS Global or BLS International. Most Schengen countries outsource their visa processing to these centers.

Important timing rules:

• Earliest: 6 months before your trip
• Latest: 15 days before your trip
• Recommended: 1-3 months before travel

Appointments can book up quickly, especially during peak travel seasons. Check availability as soon as you know your travel dates.

Note that visa application centers don't make decisions on your visa. They collect your documents and biometrics, then forward everything to the embassy for a decision.

Step 4: Attend Your Appointment

According to Germany Visa, applicants aged 12 and older must appear in person to provide biometric data (fingerprints and a digital photograph).

At your appointment:

• Bring all original documents plus copies
• Your fingerprints will be scanned (all 10 fingers)
• A digital photo may be taken
• You'll pay the visa fee
• Staff may ask basic questions about your trip

The whole process usually takes 15-30 minutes if your documents are in order.

Step 5: Wait for the Decision

Standard processing time is 15 calendar days. However, this can extend to 45 days if the consulate needs additional information or documentation.

During busy periods like summer travel season or holidays, expect longer waits. This is why applying 1-3 months ahead is recommended rather than cutting it close to the 15-day minimum.

If approved, you'll collect your passport (with the visa sticker inside) from the same location where you applied. If denied, you'll receive a written explanation of the reasons.

Visa Fees

If you apply through a Visa Application Center like VFS Global, expect an additional service fee. This can be up to 50% of the visa cost, depending on the country and center.

Fees are non-refundable, even if your visa is denied.

Common Mistakes That Cause Delays

Avoid these frequent errors that slow down or derail applications:

• Applying at the wrong consulate: If you're visiting France for 5 days and Germany for 7 days, apply at the German consulate, not the French one.
• Inadequate travel insurance: Coverage must be at least €30,000 and valid across all Schengen states. Many cheap policies don't qualify.
• Wrong photo specifications: Biometric photos have specific requirements. When in doubt, have them taken professionally or at the visa center.
• Insufficient financial proof: Bank statements should show consistent income and a healthy balance, not a recent large deposit that looks suspicious.
• Applying too late: Waiting until 2 weeks before your trip leaves no margin for delays or requests for additional documents.
• Missing signatures: Application forms require signatures in multiple places. Missing one can delay processing.

After You Get Your Visa

Once your visa is approved, remember that you can only stay 90 days within any 180-day rolling period. This limit applies even if you have a multiple-entry visa valid for several years.

If you plan to make multiple trips, tracking your days becomes important. Our free Schengen calculator helps you see exactly how many days you have left. For automatic tracking that updates as you travel, try the Days Monitor app on iOS.