How to Get a Schengen Visa: Step-by-Step Application Process (2025)
Applying for a Schengen visa follows a structured and standardised process, but many applicants face delays or refusals due to procedural mistakes rather than eligibility issues. Choosing the wrong country to apply to, submitting incomplete documents, or missing mandatory requirements are among the most common errors identified by consulates and VFS centers.
This guide explains how to get a Schengen visa step by step, based on how applications are actually processed by Schengen authorities. It covers the key stages of the application, from selecting the correct consulate to attending your visa appointment.
1️⃣ Define the competent country : Identify which Schengen country is responsible for processing your visa application based on your travel itinerary.
2️⃣ Complete the visa application form : Fill in the Schengen visa form online or on paper, depending on the country and consular system used.
3️⃣ Gather all required documents : Prepare the mandatory documents, including passport, photo, travel insurance, and proof of travel purpose.
4️⃣ Book a visa appointment : Schedule an appointment at VFS Global, TLScontact, or the relevant consular centre.
5️⃣ Attend the appointment and wait for a decision : Submit your file, provide biometric data, and wait for the consulate to review and decide on your application.
What you need to know before applying for a Schengen Visa
- A Schengen visa allows short stays across 29 European countries
- You must apply through the correct country, based on your travel itinerary
- Applications follow a clear sequence: documents → application → appointment → biometrics
- Most applicants submit their files via VFS Global or TLScontact
- Photo and travel insurance compliance are systematically checked
- Many refusals are linked to wrong consulate selection or missing documents
- Proper preparation significantly improves processing time and approval chances
To obtain your Schengen visa, you will need proof of insurance recognized by consulates and VFS centers. Purchasing through HelloSafe allows you to obtain immediate proof of insurance and receive a refund if your visa application is refused.
Get your Schengen travel insurance certificate in 2 minutes
Which country should you apply to for a Schengen visa?
One of the most critical steps in the Schengen visa process is determining which country you must apply to. Applying through the wrong consulate is a frequent and avoidable mistake that can lead to automatic refusal, regardless of the quality of the rest of your application.
Schengen rules clearly define which country is responsible for examining your visa application. This decision is based on your travel itinerary, not on personal preference or convenience.
Schengen authorities apply the following rules, in strict order:
🧭 Travel situation | Competent country |
|---|---|
🇪🇺 Visiting only one Schengen country | The country you will visit |
🗺️ Visiting several Schengen countries | The country where you will spend the most nights |
✈️ Equal stay in multiple countries | The country of first entry into Schengen |
These rules apply to all short-stay Schengen visas, regardless of your nationality or travel purpose (tourism, business, family visit).
Consulates and VFS centers systematically check whether:
- your itinerary matches the consulate you applied to,
- your accommodation and travel bookings are consistent,
- your main destination is clearly justified.
If the consulate determines that another country should have processed your application, your visa may be refused without examining the rest of your documents.
Always make sure your flight bookings, accommodation reservations, and travel plan clearly support the country you apply to. Ambiguous itineraries are a common source of refusal.
Practical examples to avoid mistakes
🧳 Example itinerary | Where to apply |
|---|---|
7 days in France only | France |
3 days in Spain + 6 days in Italy | Italy |
4 days in Germany + 4 days in Austria, entering via Germany | Germany |
If your travel plan changes after submission, it is strongly recommended to update or reapply correctly, rather than attend a VFS appointment with an inconsistent itinerary.
What documents are required to apply for a Schengen visa?
Preparing the right documents is one of the most decisive steps when applying for a Schengen visa. VFS centers and consulates follow strict checklists, and even a single missing or non-compliant document can lead to delays or refusal.
While document requirements may vary slightly depending on the country and the purpose of travel, Schengen authorities rely on a common core list of mandatory documents, supplemented by additional documents depending on your situation.
The following documents are required for all applicants, regardless of nationality or travel purpose.
Core documents for Schengen Visa application
📄 Document | Why it is required | Checked at VFS |
|---|---|---|
🛂 Valid passport | Confirms identity and travel eligibility | ✔ |
📝 Schengen visa application form | Official request reviewed by the consulate | ✔ |
📷 Visa photo | Biometric identification | ✔ |
🩺 Travel insurance | Covers medical risks and repatriation | ✔ |
✈️ Travel itinerary | Justifies travel plans and dates | ✔ |
🏨 Proof of accommodation | Confirms place(s) of stay | ✔ |
💳 Proof of financial means | Demonstrates ability to support the trip | ✔ |
📑 Copies of documents | Administrative verification | ✔ |
VFS officers verify document presence and basic compliance, but consulates assess consistency and credibility. All documents must align in dates, destinations, and duration.
Additional documents depending on your travel purpose
In addition to the core documents, applicants must provide supporting documents based on the reason for travel.
🎯 Travel purpose | Additional documents usually required |
|---|---|
🏖️ Tourism | Hotel bookings, travel plan, return ticket |
💼 Business | Invitation letter from company, business contacts |
👪 Family or private visit | Invitation letter, host ID/residence proof |
🚗 Transit | Proof of onward travel and destination visa (if applicable) |
Providing documents that do not match the declared travel purpose is a frequent reason for refusal.
Key documents that are most frequently checked and rejected
From practical experience, the following documents receive extra scrutiny at VFS and consulates:
- Visa photo (size, background, recency) - read our guide on Schengen Visa Photo Size and Requirements
- Travel insurance certificate (coverage, dates, territory)
- Proof of accommodation (authenticity and consistency)
- Financial documents (clarity and sufficiency)
For travel insurance in particular, consulates require coverage of at least €30,000, valid for all Schengen countries and covering the entire duration of stay.
Many applicants rely on comparison platforms such as HelloSafe to identify insurance policies explicitly accepted by Schengen consulates, obtain an instant insurance certificate, and avoid issues related to unclear or non-compliant coverage. An additional advantage is the possibility of refund if the visa is refused, which reduces financial risk.
Get your instant, compliant Schengen visa certificateHow to fill in the Schengen visa application form?
Filling in the Schengen visa application form correctly is a mandatory step before booking a visa appointment. Errors or inconsistencies in the form are among the most common reasons for delays or refusals, even when all supporting documents are correct.
Depending on the country you apply to, the form may be completed online, printed and signed, or both.
Online application vs paper form: what depends on the country?
Schengen countries use different systems to collect visa applications, but the information requested is largely the same.
🌍 Application method | How it works | When it is used |
|---|---|---|
💻 Online application | Form completed on an official portal, then submitted or printed | Common for France, Germany, Netherlands |
📄 Paper form | PDF or paper form filled in manually and signed | Used by some consulates or via VFS |
🔁 Hybrid process | Online form + printed confirmation | Very common at VFS centers |
Always use the official portal recommended by the consulate, not third-party websites that offer to “fill the form for you”.
Information you must enter carefully
Consulates cross-check the application form with all supporting documents. The following sections require particular attention:
📌 Form section | What consulates verify |
|---|---|
🛂 Personal details | Match with passport exactly |
📅 Travel dates | Consistency with itinerary and insurance |
🌍 Main destination | Matches the consulate you apply to |
🏨 Accommodation | Matches hotel or invitation letter |
💼 Purpose of travel | Matches supporting documents |
🖊️ Signature | Present and correctly placed |
VFS officers verify that the form is complete, signed, and consistent with basic documentsConsulates assess the content, logic, and consistency of the information provided
This means that even if VFS accepts your file, inconsistencies may still lead to refusal during consular review.
Common mistakes that lead to rejection
From practical experience, these errors occur most frequently:
- Selecting the wrong main destination
- Entering travel dates that do not match bookings
- Leaving mandatory fields incomplete
- Using inconsistent spelling of names or passport numbers
- Forgetting to print and sign the form when required
Never rush the form. A correctly completed application form strengthens the credibility of your entire file.
Read more on Visa Schengen Rejection Rates.
How to book a Schengen visa appointment at VFS or TLScontact?
After completing your application form, the next mandatory step is to book a Schengen visa appointment. In most countries, applications are submitted through an external visa application centre, mainly VFS Global or TLScontact, acting on behalf of Schengen consulates.
You cannot submit a Schengen visa application without a confirmed appointment.
What is the role of VFS Global and TLScontact?
VFS Global and TLScontact are official intermediaries appointed by Schengen countries to manage the administrative part of visa applications.
Their role includes:
- collecting visa applications and documents
- verifying basic compliance (presence, format, signatures)
- collecting biometric data (fingerprints and photo)
- forwarding files to the consulate for decision
They do not decide whether a visa is approved or refused. The final decision is always made by the consulate.
How to book your Schengen visa appointment step by step
The booking process generally follows this sequence:
📌 Step | What you need to do |
|---|---|
🖥️ Create an account | Register on the VFS or TLScontact website |
🌍 Select country & visa type | Choose the consulate and visa category |
📅 Choose a date | Select an available appointment slot |
💳 Pay service fees | Visa fee + service fee (if applicable) |
📄 Download confirmation | Appointment receipt to bring on the day |
Appointment availability varies greatly by country and season. During peak periods, slots can be limited, so early booking is strongly recommended.
What documents must you bring to your VFS or TLS appointment?
On the day of your appointment, you must bring a complete physical file, even if part of the process was completed online.
📄 Document | Required at appointment |
|---|---|
🛂 Passport | Original + copies |
📝 Application form | Printed and signed |
📷 Visa photo | Physical photo (if required) |
🩺 Travel insurance certificate | Mandatory |
✈️ Travel documents | Itinerary, accommodation |
💳 Proof of means | Bank statements or equivalent |
📅 Appointment confirmation | Printed |
If a mandatory document is missing or non-compliant, VFS or TLS may refuse to accept your file, requiring you to book a new appointment.
What happens during the visa appointment?
The appointment itself is usually straightforward and lasts 15 to 30 minutes.
🧾 Stage | What happens |
|---|---|
📑 Document intake | File checked for completeness |
🧬 Biometrics | Fingerprints and photo collected |
💰 Fee confirmation | Visa and service fees verified |
📦 File submission | Application forwarded to consulate |
Biometric data is mandatory unless you have given fingerprints for a Schengen visa within the last 59 months (some applicants may still be asked to provide them again).
Common reasons applications are blocked at the appointment stage
From field experience, the most frequent issues at VFS or TLS are:
- incomplete document sets
- non-compliant visa photos
- insurance certificates not covering all visa Schengen countries or dates
- inconsistencies between form and documents
- missing copies or unsigned forms
This is why documents such as the visa photo and travel insurance are considered critical. Many applicants choose solutions that provide clear, immediately verifiable insurance certificates aligned with consular standards, reducing the risk of rejection at the counter.
After your appointment: what happens next?
Once your file is accepted:
- your application is forwarded to the consulate
- processing time begins
- you can track your application online
- your passport is returned once a decision is made
The next step in the process is understanding how long it takes to get a Schengen visa and when to apply to avoid last-minute issues.
How long does it take to get a Schengen visa?
The processing time for a Schengen visa is not the same for all applicants or all countries. While Schengen rules define a legal framework, actual timelines depend on the consulate, the country of application, the season, and the completeness of your file.
Understanding these timelines is essential to avoid travel disruptions or missed departure dates.
Official processing time defined by Schengen rules
Under Schengen regulations, consulates are expected to process short-stay visa applications within:
- 15 calendar days in standard cases
- Up to 30 days when additional checks are required
- Up to 45 days in exceptional situations
These timelines start after your application is officially accepted at VFS or TLScontact, not on the day you book your appointment.
How early should you apply for a Schengen visa?
To minimise risk, applicants are advised to:
🗓️ Recommendation | Explanation |
|---|---|
Apply at least 3–4 weeks before travel | Allows time for processing and delays |
Avoid last-minute applications | Increases refusal or missed travel risk |
Apply earlier during peak season | Summer and holidays cause delays |
While some visas are issued in under 10 days, this cannot be guaranteed and should never be relied on for urgent travel.
Factors that affect real processing times
Several elements influence how long your application takes:
- country and consulate you apply to
- nationality of the applicant
- time of year (peak vs low season)
- need for additional verification
- completeness and consistency of documents
Applications that require follow-up requests or clarification naturally take longer.
Delays caused by document issues
From practical experience, delays are often linked to:
- non-compliant visa photos
- unclear or insufficient travel insurance
- missing or inconsistent documents
- itinerary inconsistencies
When consulates request additional documents, the processing clock may effectively pause. This is why many applicants choose clear, consulate-accepted insurance certificates that are immediately verifiable and cover the full duration of stay, reducing the likelihood of follow-up requests.
Can you track your Schengen visa processing time?
After submitting your application, you can:
- track your file via the VFS or TLScontact portal
- receive notifications when your passport is ready
- collect your passport once a decision is made
However, tracking does not speed up processing, and consulates rarely provide individual status updates beyond the standard system.
The most effective way to avoid delays is to submit a fully compliant application from the start. Files that meet photo, insurance, and document requirements in full are typically processed faster, with fewer requests for additional information.
What are the most common reasons for Schengen visa refusal?
A Schengen visa refusal is rarely arbitrary. In most cases, it results from clear and identifiable issues related to documents, consistency, or credibility. Understanding these reasons helps applicants anticipate risks and correct weaknesses before submission.
Below are the most frequent refusal grounds observed by consulates, even when applications pass the VFS intake stage.
Incomplete or inconsistent application documents
One of the leading causes of refusal is a lack of consistency between documents.
❌ Issue | Why it leads to refusal | How to avoid it |
|---|---|---|
📄 Missing documents | File considered incomplete | Follow the official checklist strictly |
🔄 Inconsistent dates | Raises credibility concerns | Align itinerary, form, insurance |
✍️ Unsigned form | Application legally invalid | Check signatures before appointment |
Consulates do not request missing documents systematically. In many cases, the application is refused directly.
Applying through the wrong Schengen country
Choosing the incorrect consulate is a procedural refusal, regardless of travel purpose.
❌ Situation | Consular interpretation |
|---|---|
🗺️ Wrong main destination | Jurisdiction not respected |
✈️ First entry not justified | Application lacks legal basis |
📍 Itinerary unclear | Possible forum shopping |
This type of refusal can usually be avoided by clearly demonstrating the main destination through accommodation and travel planning.
Non-compliant visa photo
Visa schengen photo size and requirements are checked both at VFS intake and during consular review.
❌ Photo issue | Why it is rejected |
|---|---|
📐 Incorrect size | Biometric standards not met |
🌑 Dark background | Facial recognition impaired |
😃 Facial expression | Biometric mismatch |
📅 Photo too old | Identity not reliably confirmed |
Even minor deviations can result in refusal or file rejection at the counter.
Travel insurance not meeting Schengen requirements
Schengen visa Travel insurance is one of the most strictly verified documents.
❌ Insurance issue | Consular concern |
|---|---|
💶 Coverage below €30,000 | Insufficient medical protection |
🌍 Limited geographic scope | Not valid for all Schengen states |
📆 Dates not covering stay | Gap in coverage |
📄 Unclear certificate | Impossible to verify compliance |
To avoid this risk, many applicants use platforms such as HelloSafe, which allow them to compare only travel insurance policies accepted by Schengen consulates, generate an immediate and clearly formatted certificate, and ensure coverage dates exactly match the application. An additional advantage is the refund option in case of visa refusal, which reduces financial exposure.
Insufficient proof of financial means
Applicants must demonstrate they can support themselves during their stay.
❌ Issue | Interpretation |
|---|---|
💳 Low account balance | Risk of illegal stay |
📉 Irregular transactions | Unstable financial situation |
📄 Unclear statements | Lack of transparency |
Each country sets its own minimum thresholds, but credibility and clarity are always assessed.
Doubts about intention to leave the Schengen area
This is one of the most subjective refusal grounds.
❌ Risk factor | Why it raises concerns |
|---|---|
🏠 Weak ties to home country | Risk of overstay |
📄 Unclear employment status | Lack of return incentive |
🔄 Previous overstays | Negative travel history |
Supporting documents such as employment letters, proof of studies, or family ties are critical in addressing this risk.
Can you reapply if your Schengen visa is refused?
Yes. A Schengen visa refusal does not permanently prevent you from applying again. In most cases, applicants are allowed to submit a new application immediately, provided that the reasons for refusal are clearly identified and properly addressed.
However, reapplying without correcting the issues that led to the refusal significantly reduces the chances of approval.
Understanding the refusal decision
When a Schengen visa is refused, the applicant receives a refusal notice indicating:
- the legal grounds for refusal (ticked boxes),
- a brief explanation of the reasons,
- information about the right to appeal.
This document is essential. It explains what must be corrected before submitting a new application.
Reapplying vs appealing: what is the difference?
Applicants generally have two options after a refusal.
🔍 Option | What it means | When to choose it |
|---|---|---|
📝 Reapply | Submit a new application with corrected documents | Most common and fastest option |
⚖️ Appeal | Formally contest the decision | Used when refusal is clearly unjustified |
Appeals can take several weeks or months and are rarely successful unless there is a clear administrative error. Reapplying with a stronger file is usually more effective.
What must be corrected before reapplying?
Before submitting a new application, it is crucial to fix the exact issues mentioned in the refusal notice.
❌ Refusal reason | What to improve |
|---|---|
🌍 Wrong consulate | Apply through the correct country |
📄 Incomplete documents | Add missing or clearer documents |
📷 Photo non-compliance | Submit a fully compliant visa photo |
🩺 Insurance issues | Provide insurance meeting all Schengen criteria |
💰 Financial doubts | Strengthen proof of financial means |
🔄 Return doubts | Provide stronger ties to home country |
Submitting the same documents without changes often leads to repeat refusal.
Does a previous refusal affect future applications?
A previous refusal does not automatically prevent approval in the future. However:
- consulates see your full application history,
- repeated refusals without improvement damage credibility,
- corrected and well-documented applications are often approved.
Consulates focus on whether the risk factors identified previously have been resolved, not on the refusal itself.
Practical advice to improve approval chances after refusal
To strengthen a new application:
- clearly address each refusal reason in your documents,
- ensure full consistency between the application form and supporting evidence,
- submit compliant photos and clear insurance certificates,
- avoid rushing a new application without preparation.
Many applicants choose to reassess critical documents such as travel insurance, ensuring coverage, dates, and territorial scope fully align with Schengen requirements. Using comparison tools like HelloSafe helps identify consulate-accepted policies, generate an instant certificate, and reduce the risk of technical refusal in a new application.
A Schengen visa refusal is not the end of the process. Reapplying with a corrected, well-prepared application is often the most effective way to obtain approval.
How much does a Schengen visa cost?
The cost of a Schengen visa is composed of several elements, not just the official visa fee. While the visa fee itself is standardised across Schengen countries, additional service and administrative costs may apply depending on where and how you submit your application.
Understanding the full cost helps avoid surprises on the day of your VFS or TLS appointment.
Official Schengen visa fees
Schengen visa fees are set at EU level and apply to all Schengen countries.
👤 Applicant category | Visa fee |
|---|---|
🧑 Adult (12 years and older) | €80 |
👶 Child (6–11 years) | €40 |
🧒 Child under 6 | Free |
These fees are non-refundable, even if the visa is refused.
VFS Global and TLScontact service fees
In addition to the visa fee, most applicants must pay a service fee to the visa application centre handling their file.
🏢 Service provider | Typical service fee |
|---|---|
🏷️ VFS Global | Around €20–€30 |
🏷️ TLScontact | Similar range, varies by country |
These fees cover administrative services such as appointment management, document intake, and biometric collection.
Additional costs to consider
Beyond visa and service fees, applicants may incur additional expenses depending on their situation.
📌 Cost type | Examples |
|---|---|
📷 Visa photo | Studio or biometric photo service |
🩺 Travel insurance | Mandatory Schengen coverage |
📄 Document copies | Printing, scanning, translations |
🚚 Optional services | Courier, SMS updates, premium lounges |
These costs vary by country and service provider.
Important notes about payment
- Visa fees are usually paid in local currency, based on exchange rates set by the consulate
- Payment methods (cash, card) vary by country and centre
- Visa fees are not refunded if your application is refused
Make sure you know which fees are paid online and which are paid at the appointment, as rules differ by country.
Managing costs and avoiding unnecessary expenses
While the visa fee itself cannot be reduced, some costs can be optimised. For example, choosing a travel insurance policy that is clearly accepted by Schengen consulates, provides an instant certificate, and offers a refund in case of visa refusal helps limit financial risk. Comparison platforms such as HelloSafe allow applicants to compare compliant insurance options transparently and select coverage aligned with consular requirements.
Choose insurance with a refund if your visa is refusedFAQ
You can generally apply for a Schengen visa up to 6 months before your planned travel date (and up to 9 months for certain nationalities such as seafarers). However, most applicants are advised to apply at least 3 to 4 weeks before departure. Applying too late increases the risk of delays, especially during peak travel seasons.
A Schengen visa allows travel within the 29 Schengen countries, but it does not automatically grant access to all European countries. Countries such as the United Kingdom, Ireland, or Cyprus are not part of the Schengen Area and require separate visas depending on your nationality.
It depends on your nationality and the airport. Some travellers require an Airport Transit Visa (ATV) even if they do not leave the international transit area. This requirement is nationality-specific and should always be checked with the consulate of the transit country.
In most cases, applicants must apply from their country of residence, where they can provide proof of legal stay (residence permit, long-term visa). Applying from a country where you are only temporarily present is usually not allowed, except in justified and documented cases.
Yes. Travel insurance is mandatory for all Schengen visa applications. It must cover at least €30,000 in medical expenses, be valid for all Schengen countries, and cover the entire duration of stay. Applications without compliant insurance are systematically refused.
No. Flight and accommodation bookings do not guarantee visa approval. They are used to demonstrate your travel plan, but consulates primarily assess credibility, financial capacity, travel purpose, and intention to leave the Schengen Area. Refundable or provisional bookings are commonly accepted.
Yes. Providing all documents does not automatically guarantee approval. Consulates also assess consistency, credibility, and risk factors, such as insufficient ties to your home country or doubts about your intention to return.
If your visa is refused, you receive a refusal notice explaining the reasons. You may either reapply with corrected documents or submit an appeal, depending on the situation. In most cases, reapplying with a stronger and more consistent file is the fastest and most effective option.
A previous refusal does not automatically prevent future approval. However, consulates will review your application history. If the issues that caused the refusal are not resolved, the risk of repeat refusal increases. Correcting the identified problems significantly improves approval chances.
To reduce refusal risk:
- apply through the correct consulate,
- ensure full consistency between documents,
- submit compliant visa photos and insurance,
- clearly demonstrate travel purpose and return intention,
- and prepare a complete, well-organised file.
Many applicants also choose to secure consulate-accepted travel insurance with clear coverage and immediate certificates, which helps avoid technical refusals at VFS or during consular review.
No. ETIAS is not a visa. It is an upcoming travel authorisation system for visa-exempt travellers. If your nationality requires a Schengen visa, ETIAS does not apply to you.
