EU Immigration: Schengen Visa Guide for 1st time / Temporary Visitors

Saturday, May 14, 2022
A+ A- Print Email

This comprehensive guide should equip a temporary / first-time traveler to the EU with the necessary information to navigate the Schengen visa application process successfully. Remember to always consult the official website of the specific embassy or consulate of your main destination country for the most up-to-date and precise requirements, as rules can change.

I. Understanding the Schengen Area and Visa Basics

  • What is the Schengen Area? The Schengen Area consists of 29 European countries that have abolished internal border controls, allowing for free movement between them for short stays. These countries include:
    • Austria, Belgium, Bulgaria, Croatia, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and Switzerland.
    • Once you obtain a Schengen visa, you can generally travel freely within these countries for the duration of your visa without additional border checks.
    • Note on Bulgaria and Romania: While they are part of the Schengen Area, internal air and sea border controls were lifted in March 2024. Land border controls are expected to be lifted at a later date, requiring a separate decision. For visa purposes, a Schengen visa allows entry via air or sea to these countries.
  • Who Needs a Schengen Visa?
    • Non-EU/EEA/Swiss citizens who are not from visa-exempt countries. This includes many nationalities, but notably U.S. citizens generally do NOT need a Schengen visa for stays up to 90 days within any 180-day period.
    • U.S. Green Card holders or legal residents whose country of origin does require a Schengen visa will need to apply based on their nationality, not their U.S. residency status.
    • Citizens of countries like India, China, Russia, and most African nations require a Schengen visa to enter the Schengen Area.
  • Types of Schengen Visas (Short-Stay - Type C): This guide primarily focuses on the "short-stay" or "Type C" Schengen visa, which permits stays of up to 90 days within any 180-day period. This is suitable for various purposes:
    • Tourism: Leisure travel, sightseeing, holidays.
    • Business: Attending meetings, conferences, training, or other work-related activities (without employment).
    • Visiting Family/Friends: Stays with relatives or friends.
    • Cultural/Sports Events: Participation in non-profit events.
    • Short-Term Study/Research: Courses or research lasting up to 90 days.
    • Medical Reasons: Seeking medical treatment.
    • Airport Transit: For travelers passing through a Schengen airport to a non-Schengen destination.
  • Long-Stay (National - Type D) Visa: For stays exceeding 90 days (e.g., for long-term study, employment, family reunification, or permanent residency), you will need a "national" or "long-stay" visa (Type D) issued by the specific country you intend to reside in. The requirements and processing times for these visas are significantly different and generally more extensive. This guide does not cover Type D visas.
  • Main Destination Rule (Crucial for First-Timers):
    • You must apply for your Schengen visa at the embassy or consulate of the Schengen country that is your main destination. This is determined by:
      • The country where you will spend the longest duration of your trip.
      • If you plan to spend an equal amount of time in multiple Schengen countries, you should apply to the consulate of the first Schengen country you intend to enter.
    • Failing to apply at the correct consulate can lead to your application being rejected and processing delays.
  • Visa Application Timing:
    • General Rule: You can apply for a Schengen visa as early as 6 months before your planned trip and no later than 15 calendar days before your departure.
    • Recommendation: For first-time applicants, it's highly recommended to apply 1-3 months in advance to allow for any unforeseen delays, requests for additional documents, or appointment availability issues.
    • If the time between your appointment and your planned trip is less than two weeks, your visa might not be ready in time for your travel date.
    • Processing Time: The average processing time for a Schengen visa is 15 calendar days from the date the consulate receives your complete application. However, this can be extended up to 45 days if a more detailed examination or additional documents are required, or up to 60 days in exceptional cases, during peak seasons, or for certain nationalities.
  • Jurisdiction: Consulates in the U.S. can only accept applications from individuals legally residing within their specific consular district. Always verify the correct consulate for your U.S. state of residence before booking an appointment.
  • Visa Cannot Be Processed Same Day: Visas are never processed on the same day as your appointment. Your passport will be returned to you by mail or via a chosen pick-up method.

II. Appointment Booking

  • Mandatory In-Person Appointment: An in-person appointment is almost always mandatory for all applicants (including children over 6 years old for biometrics) to submit documents and provide biometric data (fingerprints and photo).
  • Online Appointment Systems: Appointments are typically booked online via the embassy/consulate's official website or through their authorized external service provider (e.g., VFS Global, TLScontact).
  • Individual Appointments: If you are traveling as a family or group, generally each individual, including minors, will need a separate appointment slot. Some consulates may offer family appointment slots.
  • Date Format: Be mindful of the date format used by the booking system (e.g., dd/mm/yyyy for European systems, or mm/dd/yyyy for US-based systems).
  • Proof of Appointment: Always print your appointment confirmation and bring it with you to the appointment. It's your entry ticket.

Examples:

  • Germany (from U.S.): Appointments are generally booked directly via the specific Consulate General's website relevant to your U.S. state of residence (e.g., German Consulate General New York, San Francisco, Atlanta, Chicago, Los Angeles, Washington D.C.). You will search for "German Consulate General [City] Schengen visa appointment."
  • France (from U.S.): Visa applications for France in the U.S. are primarily handled by VFS Global on behalf of the French Consulates.
    • First, you must create an account and fill out your online visa application on the official France-Visas online portal: https://france-visas.gouv.fr/web/france-visas/. This portal will guide you on required documents.
    • Once your online application is complete, you will then proceed to book an appointment at the nearest VFS Global center via their website for France in the USA: https://visa.vfsglobal.com/usa/en/fra/.

III. Required Documents for In-Person Submission

Organize your documents meticulously. Always bring originals and clear photocopies of all required documents. Some consulates require specific document order. Do not staple documents unless specifically instructed. For passport photos, place them in a small envelope with your name written on it.

  1. Appointment Confirmation: Printout of your confirmed appointment email or booking confirmation.
  2. Schengen Visa Application Form:
    • One completed, dated, and signed application form.
    • For Germany: Can be filled out online via the VIDEX portal (https://videx.diplo.de/) and then printed.
    • For France: Must be completed online via the France-Visas platform, then printed and signed.
    • Ensure all fields are accurately filled and consistently match your passport and itinerary.
  3. Original Passport / Travel Document:
    • Must be issued within the last 10 years.
    • Must be valid for at least three months beyond your intended departure date from the Schengen Area.
    • Must contain at least two blank pages for visa stamps.
    • Must be in good condition, without damage, and clearly show your likeness and signature.
    • Copies: Include a clear photocopy of your passport's biometrics page (photo, data, and signature pages). Also, include copies of any previous Schengen visas issued within the last 5 years.
  4. Passport Photos: Two recent (taken no older than 6 months) passport-sized color photos.
    • Schengen standards: 1.4"x1.7" (3.5x4.5 cm), white or light grey background, clear image, full face view directly facing the camera, neutral expression (no smile), 80% face coverage. Digital files and photocopies will not be accepted. Do not attach them to the application; place them in an envelope with your name.
  5. Declaration of Accuracy of Information (if applicable): Some consulates (like Germany) require a signed declaration confirming the accuracy of the submitted information. Follow their specific template. If you will collect your passport in person, complete only the top section; if it will be mailed or collected by someone else, complete both sections.
  6. Proof of Legal Residency in the USA (Original and Copy):
    • Valid U.S. Visa (e.g., H1B, F1, J1, L1, O1, etc.) and your most recent I-94 arrival/departure record.
    • U.S. Green Card (Permanent Resident Card) – original and a clear photocopy of both sides.
    • Important: B1/B2 (tourist/business) visas are generally NOT accepted as proof of legal residency for applying for a Schengen visa in the U.S. If you are in the U.S. on a B1/B2 visa, you are typically required to apply for a Schengen visa in your country of permanent residence.
  7. Proof of Address in Consulate’s Jurisdiction (Original and Copy): Provide one of the following documents under your name, showing your current address within the consulate's designated jurisdiction:
    • Driver’s License
    • State ID
    • Utility bill (electricity, gas, water) issued within the last three months.
    • Lease agreement or mortgage statement (original and copy).
  8. Confirmed Flight Reservation (Copy):
    • Round-trip flight reservation or detailed itinerary showing your confirmed entry and exit dates from the Schengen Area.
    • The reservation must be under your name and clearly indicate flight numbers, dates, and times.
    • While some consulates accept reservations, a confirmed booking (even if cancellable) is generally preferred over a tentative itinerary. Avoid purchasing non-refundable tickets until your visa is approved.
  9. Proof of Accommodation:
    • Hotel Reservations: Confirmed hotel bookings for the entire duration of your trip within the Schengen Area. These must clearly state the hotel name, full address, telephone number, and a confirmation number under your name. If traveling with others, their names should also be on the reservation.
    • If staying with friends/family: An original invitation letter from your host (see detailed requirements below).
    • If owning property: Provide proof of ownership (e.g., property deed, recent utility bill for the property).
  10. Proof of Funds / Means of Subsistence:
    • Original bank statements from the last three months for your checking and savings accounts. These must show your name, address, account balance, and detailed transactions. Online statements are usually acceptable if they are clear and show the bank's name/logo.
    • General Recommendation: While specific daily amounts vary by country (and can fluctuate), it's generally recommended to show sufficient financial means, often at least €100-€120 per day of your stay. Some countries have specific minimums (e.g., Portugal: €75 upon entry + €40/day; Estonia: €70/day; France: €65/day with proof of pre-paid accommodation, €120/day without).
    • Supporting documents (if applicable): Recent payslips (last 3 months), employment letter stating salary, tax returns (for previous year), credit card statements (as supplementary proof of financial stability).
    • Sponsorship: If a host or employer is covering your expenses, their invitation/business letter must explicitly state this responsibility, and they may also need to provide their financial proof (e.g., bank statements, payslips, proof of employment).
  11. Purpose of Travel Documentation: This section is tailored to your specific reason for visiting:
    • Tourism: A detailed itinerary of your planned activities, including cities, tourist attractions, and any pre-booked tours or tickets.
    • Visiting Family/Friends:
      • Original Invitation Letter: A formal, signed letter from your host in the Schengen country.
      • Content of Invitation Letter:
        • Full name, address, phone number, email, and clear indication of the host's relationship to the applicant.
        • Purpose of the visit (e.g., tourism, family visit).
        • Exact dates and duration of your stay.
        • Host's full address where you will be staying.
        • Clear statement confirming that accommodation will be provided.
        • If the host is covering financial expenses (accommodation, food, travel within Schengen), a clear statement to that effect and their financial documents (e.g., recent bank statements, payslips, proof of employment).
        • Host's ID: A clear photocopy of the host's valid passport or national ID card (both sides if applicable).
        • Host's Proof of Residence: Copy of a utility bill (e.g., electricity, phone) or a lease agreement/property deed under the host's name, showing their current address in the Schengen country.
        • For France Specific: An "Attestation d'accueil" (Certificate of Welcome) issued by the French town hall (Mairie) where the host resides is mandatory for visits to family/friends. This is a formal invitation certificate that the host obtains in France and sends to you. It's a key document for French family/friends visit visas.
    • Business Trip:
      • Letter of Invitation from Business Partner in Europe:
        • Printed on the European company's official letterhead, displaying their complete address, phone number, and often a registration number.
        • States the kind of business relations, the precise purpose of your visit (e.g., meeting, training, negotiation), and the exact duration of your business trip.
        • If the European business partner is covering your travel expenses and costs of stay, this must be explicitly stated in the letter.
        • If requesting a multiple-entry visa, clearly explain the reasons for frequent visits and the desired validity period (e.g., six months, one year, or two years). Granting of multiple-entry visas is at the consulate's discretion.
      • Business Letter from US-based Employer:
        • A recent letter printed on your US-based employer's official letterhead, displaying their complete address and phone number.
        • Includes your position/title, how long you have been employed, and the nature of your business relations with the European company.
        • States that your employer guarantees your expenses (travel, accommodation, daily allowance) during your stay in the Schengen area.
        • If requesting a multiple-entry visa, clearly explain the reasons and desired validity.
      • Self-Employed Applicants: Include a copy of your business registration or license and your most recent personal and business tax returns.
  12. International Medical Insurance:
    • A letter or certificate from your insurance company and a copy of your insurance card.
    • Must confirm international medical insurance with a minimum coverage of €30,000 (approximately $32,000 - $50,000 USD, depending on exchange rate) for each of the following:
      • Emergency medical expenses
      • Emergency hospital treatment
      • Repatriation for medical reasons (return to your home country due to illness/injury)
      • Repatriation of mortal remains (in case of death)
    • Crucial Requirements:
      • No reimbursement, deductible, or co-pay is accepted for this minimum coverage. The policy must cover these items in full.
      • Must be valid and cover all Schengen countries for the entire length of your trip.
      • The insurance company must have a claims office or contact point in one of the Schengen States. This is a critical requirement often overlooked by applicants. You must reconfirm this with your insurance provider. Many U.S. domestic health insurance plans do not meet this requirement.
    • If your current health insurance (e.g., through your employer) doesn't meet these strict requirements or cannot provide a compliant letter, you must purchase dedicated travel insurance that does.
    • Recommended providers that often meet Schengen requirements: AXA Schengen, AIG Travel Guard, Seven Corners, GeoBlue, World Nomads (verify specific plans).
  13. Valid Visa for Post-Schengen Country (if applicable): If your itinerary includes traveling to a country after your Schengen stay that requires a visa for your nationality (e.g., UK, Ireland, non-EU countries), provide a copy of that valid visa in your passport.
  14. For Minors (Under 18):
    • Original Birth Certificate: And a photocopy.
    • Passport Copies of Both Parents/Legal Guardians: Full copies of their passports.
    • Schengen Visa Application Form: Must be signed by both parents or legal guardians.
    • Parental Consent Letter (if applicable):
      • If the minor is traveling alone, a notarized parental authorization signed by both parents/legal guardians is required, explicitly stating their consent for the minor's trip and duration.
      • If the minor is traveling with only one parent, a notarized parental authorization signed by the non-accompanying parent is required, explicitly stating their consent for the trip and dates.
      • In cases of sole custody, a copy of the court order granting full custody to the accompanying parent.
      • In case of a deceased parent, a copy of the death certificate.
    • School Enrollment Letter: A recent letter from the minor's school or educational institution confirming enrollment and planned absence for the trip.
    • Proof of Financial Support: Parents' original bank statements, payslips, and proof of employment.
    • Travel Insurance: As per general requirements, covering the minor for the entire length of the trip.
    • Biometrics: Minors aged 12 and older are generally required to attend the appointment for biometric data collection. For children under 12, rules vary; often, they are exempt from fingerprints but may still need to appear for the photo.

IV. Visa Fees and Payment

  • Schengen Visa Fees (Standard, as of June 2024):
    • Adults (12 years and older): €90 EUR.
    • Children 6-12 years: €45 EUR.
    • Children 0-5 years: Free.
    • Note: The exact USD amount will vary daily due to exchange rate fluctuations. Always check with the consulate or VFS Global for the precise amount on the day of your application or appointment. Visa fees are subject to change by the EU and are non-refundable, even if your visa is denied or you cancel your trip.
  • Payment Methods in the U.S.:
    • Generally, cash or money order only. Personal checks, credit cards, or debit cards are typically NOT accepted by Schengen consulates in the U.S.
    • Money Order: Should be addressed specifically to the relevant Consulate General (e.g., "Consulate General of Germany" or "Consulate General of France") or to the external service provider (e.g., "VFS Services USA Inc.").
    • Exact Amount: Bring exact cash or a money order for the precise amount communicated by the consulate/VFS.
  • Mailing Fee (for passport return):
    • Typically ranges from $20 - $35 USD for standard courier delivery (e.g., FedEx, UPS) within the U.S.
    • Payment is usually in exact cash or money order only.
    • Do NOT send prepaid envelopes of any kind from USPS or other services. Consulates and their service providers (like VFS Global) have specific agreements with courier services and will provide a pre-printed label or have you pay for their designated service.
    • You often have the option to pick up your passport in person or arrange for someone else to pick it up with a signed authorization letter from you. This pick-up option may or may not incur a fee, depending on the consulate.

V. Important Considerations for First-Time Travelers

  • Be Organized and Prepared: Have all your documents neatly organized, ideally in the exact order specified by the consulate or VFS Global. Make sure you have both original documents and clear, legible photocopies for everything required.
  • Accuracy and Consistency are Key: Double-check all information on your application form and supporting documents for accuracy and consistency (e.g., names, dates, passport numbers). Any discrepancies, even minor ones, can cause delays or lead to visa refusal.
  • Honesty and Transparency: Provide truthful and complete information. Misrepresentation, false documents, or withholding information can lead to immediate visa refusal, a ban from applying for future Schengen visas, and potentially other legal consequences.
  • Proof of Ties to Home Country (Strongest for First-Timers): Consulates want to be assured that you intend to return to your country of legal residence (the U.S., in this case) after your trip. Strong ties can include:
    • Employment: Letter from employer, recent payslips.
    • Education: Letter from school/university confirming enrollment.
    • Family: Family responsibilities, marriage certificate, birth certificates of dependents.
    • Financial: Property ownership (deeds), significant bank savings, investment portfolios.
    • Travel History: While it's your first time to the EU, if you have a strong history of international travel and returning to the U.S., this is beneficial.
  • Interview (if required): Be prepared for a brief interview during your appointment. The consular officer may ask questions about your trip purpose, itinerary, accommodation, financial means, and ties to your home country. Be confident, concise, and truthful in your answers.
  • Overstaying a Visa: Overstaying a Schengen visa is a serious immigration offense. It can result in fines, deportation, and a ban from entering the Schengen Area for several years. Always adhere strictly to your visa's validity period and the 90/180-day rule.
  • Entry and Exit System (EES) - Expected Q4 2025 / Early 2026:
    • This is a new automated IT system by the EU for registering travelers from non-EU countries (both visa-required and visa-exempt) each time they cross an external EU border.
    • It will replace manual passport stamping and record your entry/exit dates, facial image, and fingerprints digitally.
    • For first-time visitors, you will need to register your biometric details (fingerprints and photo) at dedicated kiosks or with border guards upon your first arrival at an external Schengen border.
    • This digital record will be valid for 3 years. For subsequent entries within this period, you will only need to provide a fingerprint or photo verification.
    • No action is required from travelers before their trip, as registration happens at the border. However, be prepared for potentially longer queues during the initial rollout phase. The exact launch date has been pushed back several times, but the current estimate is late 2025 or early 2026.
  • European Travel Information and Authorisation System (ETIAS) - Expected Late 2025 / Early 2026:
    • This system primarily affects visa-exempt travelers (like U.S. citizens).
    • ETIAS is a new pre-travel authorization system, not a visa, for citizens of countries who currently don't need a visa to enter the Schengen Area for short stays. Its purpose is to enhance security.
    • Once implemented, U.S. citizens (and citizens of other visa-exempt countries) will need to apply for an ETIAS authorization online before traveling to the Schengen Area.
    • The application involves providing personal information, passport details, occupation, travel plans, and answering security and health-related questions.
    • There will be a fee for ETIAS (currently proposed as €7 EUR per applicant, minors may be free).
    • ETIAS authorization will typically be valid for three years or until your passport expires, whichever comes first, allowing for multiple short stays during its validity.
    • No action is required for ETIAS at this moment, as it is not yet operational. The EU will announce the specific launch date, which is currently anticipated for late 2025 or early 2026.

VI. Police Clearance Certificates (PCC)

  • For Germany:
    • A Police Clearance Certificate (PCC) is generally not required for short-stay Schengen (Type C) visas for Germany. It is primarily required for long-stay (Type D) visas, residency purposes, or specific cases.
    • If you are required to obtain one (e.g., for a long-stay visa application), it is issued by the Federal Central Register (Bundeszentralregister) of the German Federal Office for Justice.
    • Applicants residing outside of Germany need to have their personal data and signature attested on the PCC application form by a German foreign mission (consulate/embassy).
    • In-Person Appearance: You are required to appear in person at the German mission and present your valid passport for identification for this attestation. Check the specific German mission's website if an appointment is needed for signature attestation.
    • Fee for Attestation: The fee for this attestation service at a German mission is the equivalent of €56.43 EUR, payable in local currency (e.g., USD in the U.S.) at the prevailing exchange rate.
    • Accepted ID: Only valid passports are accepted for this purpose; driver's licenses or other government-issued IDs are not sufficient.
    • Submission: After your signature is attested, you must send the application form directly to the Federal Office for Justice in Germany. You will need to check their website for payment arrangements for the PCC itself.
  • For France (and most other Schengen countries): Police clearance certificates are generally not required for short-stay Schengen visa applications. They are typically only needed for long-stay visas (e.g., for employment, study, family reunification, or permanent residency purposes) or if specifically requested by the consulate for a particular case.

VII. Driving in Europe

  • International Driving Permit (IDP): While some European countries may accept a valid U.S. driver's license for short tourist stays (e.g., up to six months in Germany), it is highly recommended to obtain an International Driving Permit (IDP) before traveling to Europe.
    • An IDP is a small booklet that serves as an official translation of your U.S. driver's license into multiple languages. It is required or strongly advised in many European countries to validate your U.S. license.
    • You must carry your valid U.S. driver's license alongside your IDP at all times while driving in Europe. The IDP is not valid on its own.
    • You can obtain an IDP from authorized organizations in the U.S., primarily AAA (American Automobile Association) or AATA (American Automobile Touring Alliance).
    • It typically costs around $20-$25 USD and is usually valid for one year from the date of issue. Allow a few weeks for processing if applying by mail, or get it instantly at a local AAA office.
  • Car Insurance: Ensure your car rental insurance (if applicable) or personal car insurance provides adequate coverage for driving in Europe. Most rental cars will include basic liability insurance, but consider additional coverage for collision and theft.
  • Traffic Laws and Regulations: Be aware that traffic laws, speed limits, and road signs vary across European countries. Research the specific rules for the countries you plan to drive in (e.g., speed limits, toll roads, vignette requirements, specific requirements for driving in city centers or low-emission zones).
  • Vehicle Requirements: Some countries require specific items to be carried in the vehicle, such as a reflective vest, warning triangle, or first-aid kit. Check these requirements for each country you will drive through.

VIII. Useful Links and Resources

For Germany:

For France:

,

Contact Form

Name

Email *

Message *

lifehack.guide © 2015. All Rights Reserved.
Powered by Blogger | Shared by JOJOThemes
Powered by Blogger.