Two important questions when applying for a Schengen Visa to ask are how long does it takes to process the application and how long before my travel should I apply? There is no hard and fast rule, and answers will vary from one source to another.
Two reliable Schengen Visa information websites strongly advise submitting a visa application at least fifteen days before the first date to be spent in the Schengen Area, but this should not be taken as an absolute guarantee that this will be sufficient.
It has been widely reported that many applications take up to thirty days from application submission to receiving approval and this can even rise to sixty days if there are issues with the information supplied on the form or supporting documentation is missing.
Visa or No Visa?
As is the case with the European Union, the Schengen Area has twenty-seven member states and this can lead to confusion. Many visitors to Europe assume that the European Union and Schengen Area are one and the same. This is almost the case but not precisely and it is important to know the distinction between the two bodies.
There is a considerable overlap between the EU and Schengen Area with many European countries being members of both. There are four Schengen countries that are not EU members, these being: Switzerland, Norway, Iceland and Liechtenstein. Conversely, four EU member states have not signed up to the Schengen Agreement and these are: Cyprus, Bulgaria, Romania and the Republic of Ireland.
No Visa Necessary
Presently, most Europeans, British passport holders, and citizens of the United States, Canada, Japan, Brazil, South Africa, Australia and New Zealand require no visa or other travel permit to visit the European Union, and this also applies to the Schengen Area due to an agreement between the EU Commission and Schengen Authorities.
This travel permit and visa-free access to most European countries is about to change as the EU is currently introducing an Electronic Travel Information and Authorisation System (ETIAS), which should become a mandatory requirement for non-European visitors by the end of 2024. Until ETIAS is fully operational, a valid passport remains the only requirement for visitors from countries on the EU visa-exemption list.
Visa Required
Countries outside the EU and Schengen Area, or those not on the EU visa-exemption list, are termed “third countries,” and citizens of these countries will require a Schengen Visa to enter or transit through any of the 27 Schengen member countries. Visas are issued for tourism, study, medical treatment, business purposes, attending sporting events and other specified reasons.
There is a range of different Schengen Visa types, each for a specific purpose, but one rule applies to all and that is the 90/180 rule. This means that the visa holder may only spend 90 days in a block of 180 within the Schengen Area. The 90 days may be continuous or split into smaller blocks as long as the total does not exceed the allotted 90-day total within the given time frame. The clock starts from the first minute spent in a Schengen country, and every day counts, even if it is spent in more than one Schengen member state.
Overstaying the time allowed by even a few hours is viewed as a breach of the rules and the offence is not taken lightly by Schengen authorities. Breaking the 90/180 day rule can result in fines, detainment and deportation and may also adversely impact on any further applications for a Schengen Visa.
Application Process
It should never be assumed that a Schengen Visa application can be submitted and approved within two weeks. The form is detailed and takes time and care to complete but it is the supporting documentation that must accompany the application that can be problematic and time-consuming.
Correct Visa Type
The first and most important step in the application process is to ensure that the correct type of visa is being applied for. The visa type chosen should be one that most closely describes the main purpose of the visit. The options include visas for:
- Transit
- Tourism
- Visiting friends or family
- Business
- Cultural and sporting activities
- Journalism
- Official visits
- Study
- Medical purposes
Most Schengen countries offer the same range of visa types, which should be sufficient for most purposes. If unsure which type is the most appropriate, the embassy or consulate should be contacted for advice and clarification.
Form Filling
It is easy to make a spelling mistake, miss a question or omit some small detail but any errors on the application form can lead to unwanted delays in completing the application process. Completing the application form is the easiest part of the process but the one where most mistakes are made. It is important to ensure:
- Spelling is correct
- All questions are answered
- There are no omissions
- All details are correct
Once the form is completed, it should be checked thoroughly for errors or potential issues. Although, in theory, the form should take only 15 to 20 minutes to complete, it would be more prudent to allow an hour or more. Taking time and care at this crucial stage will greatly reduce the risk of having the application returned or rejected.
Supporting Documentation
Regardless of which type of visa is being sought, it is certain that some amount of supporting documentation will be required. All visa types will require the following at a minimum:
- Completed application form
- Valid, current passport
- Two (identical) passport photographs
- Travel insurance policy to cover accidents, illness or medical emergencies
- Copy of flight itinerary including flight numbers and dates of travel
- Accommodation bookings
- Proof of adequate funds to cover all expenses while in the Schengen Area
Other documents that may be sought will vary depending on the type of visa but can include some of the following:
- Birth certificates
- Marriage certificates
- Death certificates
- Proof of employment
- Letter of consent from employer
- Letter of No Objection from college or university
- Medical reports
- Proof of hospital appointments and surgery details
- Proof of payment for medical treatment or student courses
- Seafarer’s Logbook
- Bank statements for the preceding six months
- Copy of business license
- Recent income tax returns
- Company bank statements
Not all of these will be necessary for a single application but it is likely that at least three or four of those listed will be required. Obtaining the required documentation may take more time than expected which is why it is important to begin the collection of all requested documents sooner rather than later.
Personal Interview
Having completed the application form, and collected all requested documentation, the last stage of the application process is attending a personal interview. Making the arrangements for the interview is the responsibility of the applicant and not the embassy, consulate or visa processing centre.
Not all Schengen countries have an embassy or consulate in all countries and the processing may be subcontracted to a suitable centre. The applicant should contact the relevant centre and arrange the interview. This is a step that cannot be skipped as the interview is where the application form and requested documentation is handed over and payment for the Schengen Visa made.
In most cases, the interview is formal, but this does not mean it should not be treated seriously. Not only will the applicant be assessed for demeanour and candidness by the interviewer but the application will be thoroughly scrutinised for obvious errors or any form of deception.
Any questions asked should be answered honestly and briefly and all documentation present and correct. Any errors or issues at this stage of the application process can set the procedure back by weeks or even result in having the application rejected.
Allow Time for Problems
While the vast majority of visa applications can be processed and approved within two to three weeks, it would be foolish to assume that this is always the case. Even the most minor mistake can result in having to resubmit the application and a delay of days if not weeks.
Not alone can errors or omissions on the application form or missing documentation delay the process but other factors can also lead to delays:
- Applicant’s nationality
- Type of Schengen Visa applied for
- Time of year
- Additional background and security checks
- Consulate or embassy staff numbers and workload
If care and time are taken when submitting the Schengen Visa application, then most (if not all) issues can be avoided, but this should never be taken for granted. Leaving the application to the last minute is not an option as time must be allowed for possible problems.
An embassy will not accepted a Schengen Visa application any more than three months before the date of travel but this may be a little premature. Allowing six to eight weeks should be more than sufficient and this is probably the best range to aim for. Assuming the worst may seem somewhat pessimistic but better a week too early than a day too late!
