The Schengen visa, step by stepThe Schengen visa, step by step

For most Indian travellers, the visa is the part of a Europe trip that can go wrong. Flights can be moved and hotels can be cancelled. A missed appointment or a thin file can't be undone as easily.

This guide covers how the Schengen process works from India: which country you apply to, when to apply, what it costs, what to submit, and why files get refused. It's based on the European Commission's own published rules. Where the rules leave it to each consulate, we say so.

What one Schengen visa covers

A Schengen short-stay visa lets you stay up to 90 days in any 180-day period. One visa covers all the Schengen countries, so a trip through France, Switzerland, Austria and Italy needs one application, not four. The EU's information sheet for applicants in India lists 29 countries in the area.

The United Kingdom is not in Schengen. A trip that includes London needs a separate UK visa, on its own timeline.

Step 1: Work out which country to apply to

This is where many multi-country files go wrong. You don't pick the consulate you like. The rule is:

• If you visit one country, apply to that country.
• If you visit several, apply to the country where you'll spend the most nights.
• If no country clearly has the longest stay, apply to the country where you first enter Schengen.

So a trip with 5 nights in Switzerland and 4 in Austria goes to the Swiss consulate, whichever one has the easier appointments. If you apply to the wrong one, the consulate sends your file back and refunds the visa fee. You've still lost your appointment slot and the time.

Step 2: Apply at the right time

You can apply no earlier than six months before the trip. The official advice is to apply at least 15 days before, but that's the bare minimum, not a plan.

Processing normally takes 15 days. It can stretch to 45 days if the consulate wants a closer look or more documents.

In practice the bottleneck is the appointment, not the processing. For summer travel to Europe, four to five months ahead is comfortable. Book flights you can't change only after the visa is decided, or hold the booking without ticketing it.

Step 3: Know what it costs

• Adults: €90
• Children aged 6 to 12: €45
• Children under 6: free

On top of that, the visa application centre (VFS Global in most cases) charges a service fee. It differs by country and has changed more than once recently, so check the current figure on the centre's page for your consulate before you budget.

You'll also need travel medical insurance, which is a separate cost.

Step 4: Gather the documents

Some documents are the same everywhere. Others differ by consulate, so always check the checklist of the country you're applying to.

Required for every applicant

• A passport valid for at least three months after you leave the Schengen area, with at least two blank pages, issued within the last 10 years.
• A completed, signed application form.
• A photograph that meets ICAO standards.
• Travel medical insurance covering emergency medical care, hospital stays and repatriation. The minimum cover is €30,000, and it must be valid across the whole Schengen area for your entire stay.

Supporting documents (the consulate decides the exact list)

• Proof of the purpose of the trip: itinerary and bookings.
• Proof of where you'll stay.
• Proof you can pay for the trip: bank statements, and payslips or tax returns for salaried applicants, or business records if you're self-employed. The number of months of statements varies by consulate.
• Proof you'll return: an employment letter with approved leave, or business registration, or similar ties to India.
• A short cover letter explaining the trip. Many consulates ask for one.

A consulate can also ask for extra documents or call you for an interview after you apply.

Step 5: Give your biometrics in person

Every adult applicant in India has to appear in person to give fingerprints and a digital photograph, at the visa application centre or the consulate. A travel agent can't do this for you. Children under 12 don't need to give fingerprints.

If you've applied within the last five years, your fingerprints can usually be reused for the new application.

If you travel often: the two-year and five-year visa

Since April 2024 the EU has had special rules for Indian nationals who live in India and apply there. If you've obtained and lawfully used two Schengen visas in the previous three years, you can get a multiple-entry visa valid for two years. That is normally followed by a five-year visa, if your passport has enough validity left.

A multiple-entry visa stops three months before your passport expires, so a passport with two years left can't produce a five-year visa. Renew early if you travel often. The 90-days-in-180 limit still applies on every trip.

Why applications get refused

Consulates record the reason on a standard refusal form. The reasons that matter most for tourists are:

• The purpose and conditions of the stay aren't justified.
• There's no reliable proof of enough money for the trip and the return.
• Travel medical insurance wasn't provided.
• The documents submitted don't look reliable.
• The consulate isn't convinced you'll leave Schengen before the visa expires.

Most of these come down to consistency. The dates on the itinerary, the bookings, the leave letter and the bank statements should all agree with each other. A neat file that tells one clear story is the best protection.

A refusal isn't a ban. The form states the reason, and once that's fixed you can apply again.

Want it done properly?

We prepare the full Schengen file, confirm which member state it belongs to and book the visa appointment. If you only need the visa and not the trip, that's fine too. Tell us your dates and we'll say honestly whether the timeline works. You can also read about our visa assistance.