The Schengen region welcomes locals and visitors from across the globe with a Schengen Visa. Although there are select countries that are allowed to travel without a visa to any of the Schengen countries, India does not fall under this category.

Therefore, for Indian citizens planning to visit Schengen countries, applying for a Schengen Visa is necessary. In this article, we will guide you through the process of how to apply for a Schengen Visa from India, providing step-by-step instructions, details of required documentation and important tips to ensure a smooth and successful application process.

A Schengen visa is a long- or short-term visa that allows you to enter the Schengen zone in the European Union, constituted of the 27 countries that follow a common visa policy.

All in the union have officially diluted the use of passports within themselves. Schengen is known as the world’s largest visa-free zone for countries that form a part of it.

A group of 27 countries that form the Schengen area. Out of these 27 countries, 23 make up the European Union Member State, and the remaining 4 non-European Union countries are major members of European Free Trade Association (EFTA). These 4 non-EU countries are Iceland, Liechtenstein, Norway and Switzerland. The 27 Schengen countries are: 

Citizens of India and other nationals legally residing in India can apply for a Schengen visa directly from the country. Indian nationals living abroad must be legally present in the country and provide a valid reason for applying in India rather than their country of residence.

Yes, Indian applicants seeking a Schengen visa can complete the application form online via the VFS Global website. However, they must physically submit the required documents and appear at the Consulate to register their biometric data. 

It's anticipated that by 2026, the entire visa process, including application, document submission, and passport collection, will be accessible online (1).

You can apply no earlier than 6 months before their intended travel date. Visa processing typically takes 1-2 weeks, but during peak seasons or for complex applications, it can take up to 6-8 weeks.

Therefore, it’s wise to apply at least 1-2 months before your intended travel date. This provides enough time for processing while giving you some buffer in case of delays.

While most Schengen countries outsource their visa application process to VFS Global (which has centres across India), the final decision still rests with the specific country's embassy or consulate in India.

Most Schengen countries have their embassies in New Delhi. Some also have consulates in other major Indian cities like Mumbai, Kolkata, Bengaluru, and Chennai.

Important Note: Even if you apply physically at a VFS Global centre, your documents will be forwarded to the relevant embassy or consulate for the final decision.

Yes, it is mandatory to have travel insurance for a Schengen visa. This is because, as part of the Schengen visa requirements, every tourist must have medical coverage of up to €30,000. Visa requirements for the 27 countries are practically identical, so owning travel insurance will help process your Schengen Visa in a smooth manner.

First, Identify the Schengen Country You Want to Visit

Select the country or countries you want to visit within the Schengen area and make sure to determine the country you will visit first. It is important as the visa application process and required documents can vary depending on the specific country's regulations.

Once you select the country(ies), you need to know which consulate or embassy is appropriate for your visa application.

How to Select the Consulate or Embassy to Apply for a Schengen Visa?

There are three ways to select the consulate:

1. If you plan to travel to multiple Schengen countries, you should apply for a visa at the embassy or consulate of the country you will be visiting for most of the days. This will be your main destination. 
2. If there's no specific main destination and you're visiting multiple countries randomly, you should apply at the embassy or consulate of the first Schengen country you enter.
3. If you want to visit one specific country, then simply apply at that country’s consulate/embassy. 

If the country you're visiting doesn't have an embassy or consulate in India, or if they're not processing visas, you can apply through the Schengen state that represents them for visa matters. 

What Is the First Port of Entry for a Schengen Visa?

The first port of entry for a Schengen visa is the first Schengen country a foreign visitor enter. Through the first port of entry, you enter the Schengen Area, and from there, you can travel to any other Schengen country using the same visa.

Next, Initiate the Visa Application on the Country Specific Website

To start your Schengen visa application, head to the official website of the application centre or the website of the embassy or consulate representing the country you plan to visit first in the Schengen Area.

Before Diving into the Process, Check If You Need a Schengen Visa

Once you land on the right website, the first thing you should do is checking if you need a visa and the particular visa type by providing your nationality, age, main destination of stay, country of submission of application, etc. in the designated section. 

Refer to the checklists the embassy or VFS Global provided to ensure you have all the required documents.  

Common Documents Required for Schengen Visa:

1. Schengen Visa Application Form

Thoroughly filled and signed form. Download forms from the embassy/consulate website of the country you plan to visit first.

2. Valid Passport

Must have at least 3 months validity beyond your intended stay and not older than 10 years. The passport should have at least two blank pages for visa stamping.

3. Photo Requirements for Schengen Visa

Two recent passport-sized photos with a white background, meeting Schengen visa photo requirements. Below given are the photo requirements for Schengen visa:

For Schengen visa applications, ensure your photos meet these requirements:

• Taken within 6 months
• 35mm x 45mm dimensions
• Full color only with plain white or light grey background
• No patterns or shadows 
• Print on high-quality photo paper with a minimum 400 dpi resolution.

You can refer to this source for clarity in all the necessary photo requirements.

Notes: Visa requirements can change periodically. It's always best to consult the official websites for the most accurate information right before you start your application.

4. Travel Medical Insurance

Covers a minimum of €30,000 per individual for medical emergencies throughout your stay in the Schengen area.

5. Proof of Accommodation

Hotel reservations, rental property agreements, or a host's invitation letter (if staying with family/friends).

6. Proof of Sufficient Funds

Bank statements fetched 4 to 5 days before the appointment date and salary slips for the last 3 months, income tax returns, or sponsorship documents showing you can support yourself financially during the trip.

7. Proof of Employment Status for Employed Person

An HR letter from your employer confirming your position, salary, and leave approval. Your HR letter must include the below details:

• Personal details like full name and passport number of you and your host
• Your employment specifics including job title, monthly or annual salary, length of employment, date of employment commencement, and status of employment (temporary or permanent)
• Travel purpose and itinerary
• Employer details like name, address, and contact information including that of the HR representative
• Financial information
• Leave approval
• Return confirmation
• Contact information

8. Flight Itinerary / Travel Plan

Round trip flight bookings, details of transportation within the Schengen area.

9. For Business

An official business letter from a company in a Schengen state, as well as from the employer stating the purpose of the visit, must be presented. 

10. Cover Letter

A detailed letter explaining the purpose of your trip, your itinerary, and dates of travel. Below are the points must be present in your cover letter:

• The purpose of your trip
• When and where you intend to travel
• How your trip is going to be funded
• The status of your employment
• A complete itinerary for your trip
• Total duration of the trip 
• Reasons if any of the required documents were not submitted with your application

11. Documents Required for Minor

• Children under 18 years old are required to possess an unabridged birth certificate. 
• A copy of the parent(s)’ passport data page should be provided.
• When a child is travelling solo, certified consent from both parents is mandatory.
• If the child is accompanied by only one parent, the absent parent must provide notarised or certified consent.
• In cases where one parent has sole guardianship, pertinent court documents must be provided.
• Some consular authorities mandate the presence of both parents to sign in front of an official.

12. Additional Documents Required in the Below Cases

1. If travelling to meet a friend or family member staying in Schengen country

• Original signed invitation letter from the family member/friend staying in the Schengen country
• Their address and contact details
• Intended period and duration of stay
• Evidence of legal residence of family/friends visited: copy of passport/national ID card (first and last page if it’s an Indian passport) + copy of his/her residence permit (Inviter in the Schengen country) if applicable
• Name and passport number of traveller
• Purpose of trip and itinerary of the visit in brief

2. If the application is not submitted by the applicant directly

• Signed authorisation letter for the travel agent or the representative
• Copy of the passport of the person submitting the application

3. If travelling to meet a friend or family member staying in Schengen country

• Original signed invitation letter from the family member/friend staying in the Schengen country
• Their address and contact details
• Intended period and duration of stay
• Evidence of legal residence of family/friends visited: copy of passport/national ID card (first and last page if it’s an Indian passport) + copy of his/her residence permit (Inviter in the Schengen country) if applicable
• Name and passport number of traveller
• Purpose of trip and itinerary of the visit in brief

4. If the application is not submitted by the applicant directly

• Signed authorisation letter for the travel agent or the representative
• Copy of the passport of the person submitting the application

5. In case of retired applicant

• Pension statements for the last three months and/or
• Proof of regular income generated by ownership of property or business
• Applicant’s bank statements for the last 3 months stamped by the bank (passbook copies are not accepted)

6. If self-employed

• Business registration documents and recent bank statements of the business

7. If unemployed

• Applicant’s bank statements for the last 3 months stamped by the bank (passbook copies are not accepted)

8. If a student

• Enrollment certificate and a no-objection letter from your school or university

9. Proof of civil status

• If married, a marriage certificate is needed
• If divorced, divorce decree/custody decree is needed
• If travelling with children, the birth certificate of the children must be provided
• If applicable, the death certificate of the spouse should be provided

10. In case of retired applicant

• Pension statements for the last three months and/or
• Proof of regular income generated by ownership of property or business
• Applicant’s bank statements for the last 3 months stamped by the bank (passbook copies are not accepted)

11. If self-employed

• Business registration documents and recent bank statements of the business

12. If unemployed

• Applicant’s bank statements for the last 3 months stamped by the bank (passbook copies are not accepted)

13. If a student

• Enrollment certificate and a no-objection letter from your school or university

14. Proof of civil status

• If married, a marriage certificate is needed
• If divorced, divorce decree/custody decree is needed
• If travelling with children, the birth certificate of the children must be provided
• If applicable, the death certificate of the spouse should be provided

After filling out the application form and preparing all necessary documents, the next step is to book an appointment for document verification and biometric registration. You can do this in two ways – through the VFS Global website or the official website of the embassy or consulate.

1. In the case of booking an appointment at the VFS Global centre

To book an appointment at a VFS Global Visa Application Centre in India, click 'Book an Appointment' and create an account if needed. Schedule your appointment by providing your application number and other details. 

Remember to book individual appointments for each member if applying as a family or group. You will receive a confirmation email and appointment letter after booking. Pay the service fee if required.   

VFS Global offers a variety of premium services to make the Schengen visa application process more convenient and smoother. You can opt for the services at the time of booking your appointment. The services include:

• Premium Lounge: Enjoy personalized visa submission with no queues and dedicated staff assistance. * Premium Lounge is optional and available in select cities and only for certain missions.

• Visa at Your Doorstep: Complete the visa application process conveniently from home or office, including pick-up, drop-off, and biometric capture.

• Form Filling Assistance: Get help with completing the online visa application form.

• Courier Service: Get your passport and other documents delivered.

Disclaimer: The charges for the additional premium services vary from country to country.

2. In the case of booking an appointment through other visa application centres

To book an appointment through BLS International for Spain and Slovakia and GVC World for Greece, you will require to fill in the respective forms online and you will receive an appointment letter against your confirmed booking. 

Once That's Done, Visit the Application Centre on the Scheduled Date and Time

Here, your documents will be checked and approved, and you will need to settle the official visa application fee. Biometric information, including fingerprints and photographs, will also be collected during your appointment.

• Arrive 15 minutes early for your appointment and note that you might need to spend 3 to 4 hours on the entire process.
• Your presence is mandatory for your visa application appointment; substitutes are not permitted.
• Only applicants, caregivers, and children under 18 can enter the Visa Application Centre.
• Ensure you have all supporting documentation (originals and copies) with you.
• If you haven't paid your visa fee online, you can do so upon arrival at the centre.
• At the centre, you'll undergo biometric information collection, which includes submitting your fingerprints and photographs.
• Children under 5 must attend the appointment but are exempt from providing fingerprint information.
• Children under 18 must be accompanied by an adult who isn't a VFS Global staff member.
• If you miss your appointment, you can book a new one after 24 hours.
• Biometric information is crucial for processing your visa application.

Yes, applicants for a Schengen visa must provide biometric data, which includes fingerprints and a digital photograph during their Schengen visa application process. 

Individuals between the ages of 12 and 17 need to submit biometric data for a Schengen visa application, with a parent or legal guardian's consent and presence during fingerprint collection. However, there are some exemptions:

Typically, it takes up to 15 days from the time the Embassy or Consulate receives the application for a tourist visa to be processed. Please note that this timeframe does not include transportation time. In some cases, processing may take up to 30 days if additional examination of the application is required.

How to Track Schengen Visa Application Progress?

Throughout the processing stage, you can monitor the progress of your Schengen visa application by utilising the online portal or contacting VFS Global.

Finally, Collect Your Passport

Upon receiving notification, visit the VFS centre to collect your passport containing the visa decision. You can get your passport delivered to your home or workplace using their premium services.

If your visa application is rejected, you'll be provided with a reason upon passport collection. Should you believe the rejection was unjustified, you have the option to appeal the decision by drafting and submitting a visa refusal appeal letter to the embassy. 

Typically, there's a specified timeframe for lodging an appeal, and failing to do so within this window forfeits the opportunity for further appeal.

Based on the Schengen visa statistics for 2022, here are the five Schengen countries that provide Schengen visa easily, having the lowest rejection rates for visa applications compared to others:

• Iceland: 1.9%
• Lithuania: 7.8%
• Latvia: 9.5%
• Finland: 9.7%
• Slovakia: 9.7%

Below are the five Schengen countries with the highest rejection rates:

• Malta: 36.4%
• Sweden: 29%
• Belgium: 28.4%
• France: 22.2%
• Norway: 20.3% 

(Source)