A Schengen Business visa is a short-term entry permit that is issued to individuals who need to travel within the Schengen Area for business purposes. It permits activities such as attending meetings, conferences, trade fairs, negotiations, and other related engagements during their stay in the EU/Schengen Zone.
How Do I Apply for a Business Visa to the Schengen Area?
To apply for a Schengen visa for business purposes, you must complete the following steps:
- Check if you need a visa.
- Determine if you qualify for a Business visa.
- Find out where to submit your application.
- Complete and download the visa application form.
- Schedule your Business visa appointment.
- Prepare the required documents.
- Attend the visa interview.
- Wait for the visa to process.
- Collect your passport.
Check if You Need a Business Visa
Not every traveller heading to the EU/Schengen Area needs a visa. Before you travel, check the information below to determine whether you must apply for a business visa.
Who Needs a Business Visa?
You’ll need to apply for a Schengen business visa if you’re travelling to the EU/Schengen area for business purposes and you fall into one of these categories:
- You’re a citizen of a non-EU country that hasn’t made a visa liberalization agreement with the EU.
- You’re a citizen of a non-EU country that has a visa liberalization agreement with the EU, but you were denied entry into a Schengen/EU country without a visa.
Exemptions from Visa Requirements
You are exempt from applying for a business visa to enter Schengen area if you fall into any of the following categories:
- You are a citizen of an EU member state, Iceland, Liechtenstein, Norway, or Switzerland.
- You hold a passport from the US, Canada, Australia, Japan, or any other country with a visa liberalisation agreement with the EU.
- You possess a valid residence permit from any country within the Schengen area.
For those exempt from a visa, check out the required documents for entry into the EU/Schengen area. It’s always good to be prepared!
Determine if You Qualify for a Business Visa
Your trip must be related to business activities within the EU/Schengen area to qualify for a Schengen business visa.
Here are some common scenarios where you may be eligible to apply for a Business visa:
- Attending Business Meetings or Conferences: If you need to attend meetings, conferences, trade fairs, or negotiations related to your business activities.
- Exploring Business Opportunities: If you’re exploring potential business opportunities, partnerships, or investments within the Schengen Area.
- Negotiating Contracts: If you need to negotiate contracts, deals, or agreements with business partners, clients, or suppliers in the EU/Schengen countries.
- Attending Training or Workshops: If you’re required to attend business-related training sessions, workshops, or seminars.
- Visiting Branch Offices or Clients: If your company has branch offices, clients, or stakeholders in Schengen countries, you need to visit them for business purposes.
- Participating in Exhibitions or Trade Shows: If you’re participating in exhibitions, trade shows, or promotional events to showcase your products or services.
- Attending Business-related Activities: If you need to participate in other business-related activities such as site visits, product demonstrations, or product launches.
Find Out Where to Submit Your Application
You can have to file your Business Schengen visa application at one of the following:
- An embassy or consulate of the main destination country.
- A designated visa centre authorized by the embassy of your destination country to handle visa submissions.
- The embassy or consulate of another Schengen state to which your destination country has delegated the responsibility for visa submissions.
You can find the contact details (address, working hours) of each consulate and embassy of the Schengen country on their official website.
Complete & Download the Visa Application Form
Once you’ve confirmed your eligibility for a Business short-stay visa to Europe and determined where to submit your application, the next step is to complete the visa application form.
You have two options for this: you can either download the standard Schengen visa application form, fill in all the required information, print it out, and sign it, or you can visit the official websites of the Schengen member countries and fill it out directly online through their systems.
For example, if you’re applying for a Schengen business visa for Germany, you can complete the visa application on the official Videx website of the Auswärtiges Amt.
Schedule Your Business Visa Appointment
After determining where to apply for the Business Schengen visa and filling out the visa application form, the next step is to schedule an appointment. Usually, you can do this online through the embassy, consulate, or visa application center’s website. Keep in mind that certain embassies may only accept appointments made through their official website.
Available slots depend on the EU/Schengen embassy/consulate and the time of year. Based on our experience, we strongly suggest that you inquire about appointments at least three weeks before you plan to travel.
When Is the Best Time to Book the Appointment?
- The earliest you can file a Business Schengen visa application is six months before you start your planned trip.
- The latest you can file a Business Schengen visa application is at most 15 working days before you intend to travel.
- The recommended time to file a Business Schengen visa application is at least three weeks before your trip.
Prepare the Required Documents for a Business Visa
You must gather the following documents for your Business Schengen visa application:
- Visa application form. Fully completed and signed.
- A valid passport. Not older than 10 years, and it should be valid for at least three more months beyond the date you plan to leave the Schengen area. Older passports with visas on them (if you have any).
- Two recently taken photos must be attached. These photos must have been taken within the last three months, as per the visa photo requirements. You can obtain Schengen visa-compliant photos online at MyBiometricPhotos.com
- A round-trip reservation or itinerary must include dates and flight numbers specifying entry and exit from the Schengen area.
- Travel insurance policy. This is a document confirming that you have health coverage for your entire visit to the Schengen territory. It must provide at least 30,000 euros in coverage for medical emergencies, including illnesses, accidents, and the possibility of repatriation in case of death.
Get free quotes and compare top-rated Schengen insurance plans from trusted providers like AXA, Europe Assistance, Allianz, and more. Ensure a hassle-free Schengen business visa application process by selecting the right insurance plan that meets all the requirements outlined in Regulation (EU) 2009/810 of the European Parliament.
- Proof of accommodation. A document that shows where you will be accommodated throughout your stay in Schengen. This can be one of the following:
- A hotel/hostel booking.
- A rental agreement.
- Proof of financial means. Evidence that you have enough money to support yourself financially throughout your stay in the Schengen. This can be one of the following:
- Bank account statement—This shows you have enough money in your account for the trip. The statement must be no older than three months.
- Sponsorship Letter – by another person/company that confirms they will be financially supporting your trip to the Schengen. In order for this letter to be valid, it must be accompanied by a bank statement of the sponsor, no older than three months.
- A combination of your bank account statement and a letter of sponsorship.
- Proof of paid visa fee.
- Invitation letter. Please include an invitation letter on company letterhead from the business partner or company in the Schengen Area containing the following information:
- Your personal information.
- Travel data.
- Your company’s information.
- Purpose of visit.
- The individual or company responsible for covering the financial expenses.
- Detailed schedule of your business meetings.
- Trade fair documentation. If you’re attending a trade fair, please provide the following:
- A trade fair ticket.
- An invitation letter from an exhibitor.
- Proof of employment. Please provide the following documents based on your employment status:
- If you are an employee:
- Your work contract.
- Approved letter from your company detailing your position.
- A written statement from your employer detailing your business trip.
- Full address and contact information of the company.
- Leave permission from the employer.
- Income tax returns.
- If you are self-employed:
- Business certificate/license.
- Company’s bank statements from the last three to six months.
- Income tax returns.
- If you are an employee:
Please note that official visa authorities hold the right to ask for any additional documents.
Attend the Visa Interview
Although some Schengen countries and the authorised visa centres might offer the option to fill out the application online, you still have to submit your Schengen business visa application in person because you also have to provide your biometric information (photo and fingerprints). So, on the day of your scheduled appointment, show up on time and bring all the required documents.
What Will They Ask Me?
During a visa interview for a Business Schengen visa, the consulate or embassy may ask a variety of questions to assess your eligibility and intentions.
Here are some possible questions:
- Can you provide details about your business activities and the purpose of your trip to the Schengen area?
- What specific company or organization are you representing, and what is your role within it?
- Can you provide documentation or proof of your business ties, such as letters of invitation, contracts, or meeting schedules?
- Who are your business partners or contacts in the Schengen area, and what is the nature of your relationship with them?
- Can you provide documentation regarding the meetings, conferences, or trade fairs you plan to attend during your trip?
- Are there any specific regulations or permits required for your business activities in the Schengen area, and have you obtained them?
- How long do you plan to stay in the Schengen area, and what cities or countries will you be visiting?
- Do you have sufficient funds to cover your expenses during your stay, including accommodation, transportation, and daily expenses?
Please ensure that your answers are firm and correct and that they comply with the information in the application form and the other documents.
The interview may last 10-20 minutes.
Pay the Visa Fee
When applying for a Business Schengen visa, you must pay a non-refundable fee. The payment method depends on the specific embassy/consulate or visa application centre.
The application fee for a Business Schengen visa is 80 EUR, but certain categories may qualify for reduced fees or exemption from payment, depending on their circumstances.
The visa fees are consistent across all member countries.
Wait for the Response
Be patient as you await a response regarding your Business visa application. Typically, visas are processed within 15 days, but this period may be extended on occasion. Depending on various factors, the processing time can range from 15 to 45 days.
Upon approval, the consular officer will issue a Schengen visa of a specific type and validity.
Collect Your Passport
On the day of your appointment, you will be notified of how you can collect your passport after the visa has been processed. There are two ways:
- You can pick it up in person at the embassy, consulate, or visa application centre.
- Alternatively, they can arrange for delivery through a courier service, albeit at an additional cost.
FAQ
How Long Is the Business Visa Valid For?
A Schengen business visa is valid for a maximum of 90 days within a 180-day period. However, if the issuing authority determines that you can conduct your business in a short period of time, your visa can be issued in less than 90 days. This decision is also affected by the type of visa you have, i.e., whether it’s single or multiple entry.
Additionally, it’s important to count your days in the Schengen Area carefully since overstaying means you have to deal with serious consequences. You can use the Schengen visa calculator to help you.
What if I Need to Stay Longer?
To stay longer, you can apply for an extension of your current visa. However, you need to have a very strong reason for your extension. For example, you may need more time to finish your business or experience a medical emergency that makes it impossible to return home.
Alternatively, if a short-term visa won’t be enough for your business, then you can apply for a long-term national D visa.
What if My Business Visa Application Is Denied?
If your business visa application is rejected, you can make an appeal against the decision. Of course, the appeal process won’t guarantee that the final decision will change, but the outcome can be unpredictable at times.
You also have the right to re-apply for the visa, but always ensure that you address the reasons for your rejection the first time; otherwise, you risk another denial.
Can I Work With a Business Visa?
After receiving the visa, you can carry out the work and activities aligned with your original visa application. However, a different type of work and long-term employment are strictly prohibited under a Schengen business visa. For this, you must apply for an appropriate work visa, which falls under the D visa category.