Applying for a Schengen visa: documents, fees and timing

A Schengen visa lets you travel across 29 European countries on one sticker in your passport. The rules are set at EU level in the Visa Code, so the basics are the same whichever consulate you apply to. What varies is the paperwork each consulate expects to see. This guide covers the common rules and how to present a clear file.

If you are not sure how long you can stay, read our guide to the 90/180-day rule first.

Which consulate to apply to

According to the European Commission:

• apply at the consulate of the country you intend to visit;
• if you visit several countries, apply to the one where you will spend the longest time;
• if your stays are equal, apply to the country you will enter first.

Many consulates use an external service provider to receive applications. The Visa Code caps their service fee at half of the visa fee, and countries may keep the option of applying directly at the consulate.

When to apply

Apply no earlier than 6 months and at least 15 days before your trip. The Commission says a decision normally takes 15 days, and can take up to 45 days if a more detailed examination is needed. In busy seasons, appointments fill up well before the 15-day limit, so book as early as the rules allow.

What to bring

Passport

Under Article 12 of the Visa Code, your passport must:

• be valid for at least 3 months after the date you plan to leave the Schengen area;
• have at least 2 blank pages;
• have been issued within the previous 10 years.

Application form and photo

Fill in the form completely and sign it. The photo must meet ICAO standards, the same rules used for passport photos.

Travel medical insurance

Article 15 requires insurance that covers emergency medical care, urgent hospital treatment and repatriation, including in the event of death, for your whole stay, with minimum cover of 30,000 euros. It must be valid in all Schengen countries.

Proof of purpose, accommodation and funds

Consulates want to see why you are travelling, where you will stay and how you will pay for the trip. Typical documents include:

• flight reservations and hotel bookings, or an invitation from your host;
• a letter from your employer confirming your job and leave, or proof of studies;
• recent bank statements;
• for business trips, an invitation from the company you will visit.

Each consulate publishes its own checklist. Follow it exactly: missing documents are a common cause of delays.

Fingerprints

On your first application you appear in person to give 10 fingerprints and a photo. If your fingerprints were entered in the EU's visa system less than 59 months before a new application, they are usually copied across. Children under 12 are exempt from fingerprinting.

What it costs

According to the European Commission:

• 90 euros for adults;
• 45 euros for children aged 6 to 12;
• children under 6 pay nothing, under the Visa Code.

Some categories, such as students and researchers travelling for study or research, are also exempt, and consulates may waive the fee in other cases. The service provider's fee, if any, is charged on top.

Multiple-entry visas for frequent travellers

The Visa Code includes a "cascade" for people who use their visas correctly. Under Article 24:

• if you obtained and lawfully used 3 visas within the previous 2 years, you can get a multiple-entry visa valid for 1 year;
• after lawfully using that, a visa valid for 2 years;
• after lawfully using that within the previous 3 years, a visa valid for 5 years.

Consulates can still issue shorter visas where there are doubts, but a clean travel history helps.

If your visa is refused

The refusal notice must tell you why the visa was refused and how to appeal. Appeals follow the national law of the country that refused it, and deadlines are short, so read the notice carefully. Often a new application that addresses the reason for refusal is the faster route.

Once you have the visa

Check the sticker as soon as you receive it: your name, passport number, dates of validity, the number of entries and the number of days allowed. A visa for fewer than 90 days limits your stay to the days printed on it. At the border, you may still be asked for your insurance, bookings and proof of funds, so carry copies.