Step by Step Guide Visa Documents Required for Schengen
Traveling to Europe is a dream for many Indian citizens. Whether you’re visiting Paris, Rome, Amsterdam, or Prague, you’ll need a Schengen visa to enter the 29 countries that are part of the Schengen Area. But applying for a Schengen visa involves a thorough documentation process that often confuses applicants.
In this blog, we’ll provide a step-by-step breakdown of all the documents required for a Schengen visa, categorized by purpose of travel, and answer frequently asked questions to help make your visa application process seamless.
What Is a Schengen Visa?
A Schengen visa is a short-term visa that allows non-EU citizens to travel to any member country of the Schengen Area for up to 90 days within a 180-day period for tourism, business, family visits, or short courses.
Countries under the Schengen Agreement include France, Germany, Spain, Italy, Netherlands, Switzerland, Austria, Greece, and others.
General Visa Documents for Schengen
These are the mandatory documents required for all Schengen visa applications, regardless of the travel purpose:
Valid Passport
- Must be issued within the last 10 years
- Should have at least 2 blank pages
- Must be valid for at least 3 months beyond your return date from the Schengen area
- Include photocopies of previous Schengen visas, if any
Visa Application Form
- Fully completed and signed by the applicant
- Can be filled online or offline, depending on the consulate
Must include accurate and consistent information
Photographs
- Two recent passport-sized photos
- White background, 35mm x 45mm dimensions
- Should show the face clearly, with neutral expression
Cover Letter
- Addressed to the Consulate General of the destination country
- Must include your travel purpose, duration, accommodation details, and a request for visa approval
Should also list attached documents
Flight Itinerary
- A confirmed round-trip flight reservation
- Do not book actual tickets before visa approval
- It should show entry and exit from the Schengen Area
Proof of Accommodation
- Hotel bookings or a formal invitation letter from host (if staying with friends/family)
- Must show complete address, contact details, and dates of stay
- If multiple cities, show bookings for each destination
Travel Insurance
- Must be valid for all Schengen countries
- Minimum coverage of €30,000 (INR 27 lakh approx.)
- Should cover medical emergencies, hospitalization, repatriation
Popular insurers: Tata AIG, ICICI Lombard, Reliance, Bajaj Allianz
Proof of Financial Means
- Last 3–6 months’ bank statement (with stamp & signature)
- Minimum balance: Around INR 2,00,000 per person
- Income Tax Returns (last 2–3 years)
- Payslips (last 3 months) or proof of business if self-employed
Employment Proof / Business Documents
- Employed: No Objection Certificate (NOC) from employer, leave approval letter
- Self-employed: Business license, GST certificate, company bank statements
- Retired: Pension statements
- Students: School/college NOC and ID card copy
Visa Fee Payment Receipt
- As of 2025, the Schengen visa fee is €80 (~INR 7,200) for adults and €40 (~INR 3,600) for minors
- Fee must be paid at the time of application via cash or card (depending on the VFS center)
Additional Visa Documents Based on Purpose of Visit for schengen
For Tourism
- Detailed daily itinerary
- Confirmed hotel bookings for every night
- Travel bookings between cities (if traveling within multiple Schengen countries)
For Business
- Invitation letter from the company in Schengen country (mentioning your name, purpose, duration, who is covering expenses)
- Cover letter from your Indian employer/company
- Proof of previous trade relations (if any)
- Entry passes or registration for events/conferences (if applicable)
For Family/Friend Visit visa for schengen
- Invitation letter from your host
- Copy of host’s passport or residence permit
- Proof of relationship (birth certificate, marriage certificate, etc.)
- Host’s proof of address (utility bill, lease agreement)
For Short-Term Study or Training visa for schengen
- Enrollment letter from the institution in the Schengen area
- Proof of payment for course fees
- Accommodation confirmation from the school/university
For Transit visa for schengen
- Visa or permit for the final destination country (if required)
- Confirmed onward flight ticket
- Transit visa is generally required if layover exceeds 8–24 hours or includes airport transfer
Step-by-Step Process to Organize and Submit Documents
- Choose the country of main stay (if visiting multiple Schengen states)
- Fill the Schengen Visa application form correctly
- Gather required documents using the checklist above
- Make sure all documents are translated to English or the respective consulate language (if needed)
- Book an appointment with VFS Global or respective consulate
- Attend appointment, submit biometrics, pay visa fee
- Wait for processing (usually 15 working days, can be up to 30)
Pro Tips for a Smooth Visa Process
- Apply at least 4 weeks in advance, especially during peak travel seasons
- Ensure no discrepancies in your documents (dates, names, spelling, etc.)
- Present documents in neatly organized folders
- Do not overstate or hide information in your cover letter or documents
- Maintain genuine and consistent financial records
- If you’re a frequent traveler, include visas and stamps from previous trips
Common Mistakes to Avoid
- Submitting old or unclear bank statements
- Not matching hotel check-in/check-out dates with flights
- Photo not as per specification (most rejections happen due to wrong photos)
- Assuming one Schengen visa covers UK or Ireland – it doesn’t
Giving vague reasons for travel in the cover letter
Final Thoughts
A Schengen visa application is straightforward if your documentation is in order. Every document you submit tells a story your financial stability, your travel intention, your credibility. Ensuring every document is accurate and properly formatted is the key to a smooth approval.
Still unsure about how to get started? Let Fly For Holidays help you with end-to-end visa consultation, document preparation, appointment booking, and real-time tracking.
Step by Step Guide Visa Documents Required for Schengen
You need a valid passport, completed visa form, photos, travel itinerary, hotel bookings, travel insurance, financial proof, and a cover letter.
Employment documents, bank statements, ITR, and flight tickets are essential.
All documents must be recent, accurate, and properly organized.
Indians with a strong travel history can now get long-term multiple-entry Schengen visas.
A 2-year visa is granted after holding 2 short-term visas in the past 3 years.
This can lead to a 5-year visa, easing travel across Schengen countries.
Requirements include passport, visa form, photos, itinerary, insurance, accommodation, and financial documents.
You must prove sufficient funds and ties to India (job, business, family).
A clear, detailed travel plan helps ensure approval.
Submit one set of originals and one set of photocopies for most documents.
Photos (2), passport (original + copy), and signed application form are mandatory.
Embassy/VFS checklists may require extra copies, so always verify.
Yes, if documents are strong, travel history is clean, and the itinerary is clear.
First-timers may face more scrutiny, especially without financial or job stability.
Approvals are common for well-prepared applications.
Passport, photos, completed form, travel bookings, hotel stays, and insurance are basic needs. Add financial documents (bank statements, salary slips, ITR) and a cover letter. Supporting proof from your employer or educational institution may be required.
Income proof includes recent bank statements (3–6 months), ITRs, and salary slips.
Freelancers or business owners can use tax returns and business bank accounts.
Strong financials improve your approval chances.
Yes, it’s possible via fast-processing embassies or express VFS slots.
France, Netherlands, or Italy may issue visas in 3–7 working days.
Ensure your documents are 100% complete and accurate.
Carry your valid passport with Schengen visa, travel insurance, and bookings.
Border officers may ask for proof of funds and itinerary details.
Keep all originals and copies of important documents while traveling.
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