Schengen visa application form requirements

A visa application form is a document every candidate for a Schengen visa needs to complete before submitting documents to a consulate. 

The form includes an applicant’s personal information, such as their passport number, registration address, employment status, and details on their itinerary. 

Where to get the Schengen visa application form

All Schengen visa application forms for tourism look similar. However, there can be some minor differences depending on the state.

You can obtain the Schengen visa application form from the official website of the consulate or embassy of the country you intend to visit. These forms are often available for download in PDF format and free of charge.

Many embassies provide detailed instructions on how to correctly fill out the application and what supporting documents are required.

How to fill out an application form

Print the form on two sides of an A4 page. Complete the left section of the form using capitalised Latin letters. In questions with multiple options for an answer, mark the relatable ones with a cross. Leave the right section of the form blank; it is supposed to be filled out by the consulate’s officer.   

Fill in the dates using the format DD.MM.YYYY. Depending on the guidelines provided by the consulate, separate numerals with dots, slashes, or hyphens. For instance, the numbers are automatically separated by a slash when completing a questionnaire on the website of the Dutch Embassy.

Start your address indication with the street name. For example, HOVHANNES TUMANYAN 7 TBILISI. Enter the phone number with a space between each group of digits and the state area code. Here’s how it’s supposed to look: +49 745 789 445.

Be very attentive and careful when completing the form. If there are four or more errors, you will have to print and fill it out all over again. 

Forms with shifted fields and stretched out on 4 or more pages won’t be accepted. 

You can fill out the form by hand, on your computer or online in your personal account on the consulate’s website. Not every country’s embassy provides the latter option. 

Let’s look at the example of a Schengen visa application form.

The first fields of Page 1 must contain the following information:

1. Surname.
2. Surname at birth. If your surname hasn’t changed, duplicate it in this field.
3. Name.
4. Date of birth.
5. Place of birth. Fill in the city you were born in. Remember that the names of some cities have been changed, for instance, Saigon became Ho Chi Minh.
6. Country of birth. Enter the name of the country you were born in, even if it doesn’t exist anymore. For instance, Yugoslavia. 
7. Current nationality. If you have more than one citizenship, choose the one that goes with the passport you’re using to apply.
8. Sex, male or female.
9. Marital status: single, married, separated, divorced, widow(er), or other with specification.
10. Information about parents or legal guardians. If a minor files the application, include the name, surname, address and nationality of the parental authority or legal guardian.
11. National identity number. If your country doesn’t issue these, skip the field. 

The following fields of Page 1 includes the following:

12. Type of travel document: ordinary, special, diplomatic, service or official passport or other document.

13. Serial number of the travel document. Enter digits only, without spaces. 

14. Date of issue.

15. Valid until.

16. Issued by. Enter the full name of the organisation. Don’t translate abbreviations, if used: just spell them with Latin letters.

17. Applicant’s home and email address. Enter the current address of your residence. If it’s different from your registration address, prepare additional documents, such as your rental agreement and work contract. 

18. Residence in a country other than the country of current nationality. If you live in the country of your nationality, check the “No” box.

19. Current occupation. Your position under your work contract. 

20. Employer and employer’s address and telephone number. Don’t translate abbreviations and the company’s name; just transcribe them with Latin letters.

21. Main purpose of the trip.

22. Member state of destination. The country you’re going to spend most of your stay in the Schengen Area.

23. Member state of the first entry. Mention the country of the Schengen you will first arrive to from a non-Schengen country. 

Page 2 must contain the following information:

24. Number of entries requested: single, two or multiple entries.

25. Duration of the intended stay. Enter the number of days you plan to spend within the Schengen Area.

26. Schengen visas issued within the past three years, and their validity periods.

27. Fingerprints collected previously for the purpose of applying for a Schengen visa. If you have already scanned fingerprints for a Schengen visa before, enter the date of the scanning.

28. Entry permit for the final country of destination, where applicable. This applies to cases when you need a non-Schengen visa for a transit flight. 

29. Intended date of arrival to the Schengen Area.

30. Intended date of departure from the Schengen Area.

31. Surname and first name of the person inviting to the Member State. If you don’t have an invitation, enter your hotel’s name and address. 

32. Name and address of inviting company or organisation. Applicable if you have a business trip. 

33. Who covers the costs of travelling and living during the applicant’s stay in the Schengen Area: the applicant himself/herself or a sponsor, and with what means. 

34. Personal data of the family member who is an EU, EEA or CH citizen. Fill in only if you’re visiting close family members.

35. Type of family relationship with an EU, EEA or CH citizen. Fill in only if you’re visiting close family members.

36. Place and date of filling the application. 

37. Signature.

Requirements for manually completing the form

1. Fill out the form using Latin letters and all block capitals.
2. Use a black pen.
3. Keep your handwriting as clear and neat as possible. A consular official may reject an application if they are unable to understand what is stated there.

Requirements for filling out the form digitally

Before printing, you can download the form on your computer and complete it using an editor. Here are some simple recommendations for filling out the application form on your device: 

1. Use a font size that will allow the words to fit into the designated fields. 
2. Use the Arial font, black. 

Usually, the forms are provided in PDF files. You will need a suitable editor, such as Adobe Acrobat, which costs $12.99 per month for individuals. Alternatively, you can use free online PDF editors. 

Before starting to browse for online editing applications, make sure that the embassy you’re applying to doesn’t offer to complete the form on their website. This is the most convenient option. 

Completing the form online

Some embassy websites allow completing the form right on their website. The applicant just needs to answer the questions, and their answers will be automatically added to the form. Then the applicant can edit, download and print the completed form. 

This method’s main advantage is that errors are easily identified and corrected. On the other hand, there is a time limit of around 30—40 minutes. If you don’t manage to complete the form in that timeframe, all the data will be deleted. However, this disadvantage seems minor, as the form is available to edit for several weeks after saving.    

The final completed form is available to download in PDF. Sign it after printing.

Documents to attach to the application form

The application for a visa is submitted no earlier than six months before the intended trip. 

Along with the application form, you need to submit the following documents: 

1. A passport valid for international travel that won’t expire until at least three months after the trip. It should have at least two empty pages. The page with personal data should be copied in advance. 
2. A cancelled or expired passport for international travel, if applicable. 
3. A photo complying with the specific requirements. There is no need to glue the picture to the printed application form; just attach it with a paperclip. 
4. Health insurance for international travel.
5. Personal data processing consent.
6. Proof of financial means.
7. Proof of accommodation.

The applicant must have proof of accommodation, for instance, a hotel booking, for each night of their stay in the Schengen Area. If they have a night flight planned and don’t need accommodation for that time, they need to provide their tickets.

The majority of countries accept unpaid hotel reservations. However, some states demand that at least 50% of the payment be made. This needs to be clarified with the consulate.

Tips to fill out the application form for an EU Schengen Visa without errors

1. Prepare documents. Ensure your travel documents, invitations, and employer’s legal address and phone number are easily accessible.

2. Take your time. Carefully read and understand the guidelines provided with the form and in each field.

3. Complete all fields. Write “Not Applicable” if a question doesn’t apply to you.

4. Be consistent in spelling. Write your name, dates, addresses, and phone numbers in the same way throughout the entire form.

5. Write neatly and clearly. Carefully cross out mistakes if you make any; don’t leave stray marks, and avoid overwriting.

6. Double-check the form. Before submitting the form, make sure there are no errors and that you have provided all the required information. Mistakes and omissions can cause delays or rejections.

Key takeaways on the Schengen Visa application requirements

1. You can download an example of a visa application form from the consulate’s website of the country you intend to visit.
2. The form can be completed by hand, digitally, or online if the option is available.
3. You must provide a valid passport, passport-size photos, travel insurance, proof of financial means, and accommodation details alongside the form when applying for a visa.
4. Following specific guidelines and reviewing a filled Schengen visa application sample can help ensure a successful application.

Frequently asked questions