If you're planning to apply for a Schengen Visa, you might wonder which key documents you must prepare before beginning the application process. I know, it can seem daunting, especially if it's your first time, but whether you're travelling for business, leisure, or a combination of both, one document that consistently plays an important role is the employment letter. This letter, issued by your employer, acts as proof of your current job status and is a critical assurance to the consular officer that you have valid ties to your home country.

In this detailed guide, we’ll explore the requirements of an employment letter for a Schengen Visa application, including why it's needed, how to write one, what it should include, and mistakes to avoid. By the end of this blog, you’ll know exactly how to prepare an employment letter that meets the standards of Schengen consulates.

What is an employment letter?

An employment letter is an official document issued by an employer that confirms an individual’s job status with a company. It typically includes key information such as the employee’s position, duration of employment, salary, and sometimes the purpose and duration of leave if the employee travels.

An employment letter serves as proof of stable employment in the context of visa applications, especially for a Schengen Visa. It demonstrates that the applicant has strong ties to their home country and reassures the consulate that the traveller has a reason to return after their visit abroad.

What should I include in my employment letter for a Schengen visa application? 

To ensure the consulate accepts your employment letter, it should contain the following key elements:

Employee Details

• Full Name

• Passport Number

• Date of Birth

• Job Title/Designation

Employer Information

• Company Name

• Full Company Address

• Official Contact Information (phone number and email)

Employment Information

• Date of Joining

• Type of Employment (Full-time, Part-time, Contractual)

• Monthly or Annual Salary (optional but helpful)

• Confirmation that you are currently employed

Leave and Travel Details

• Dates of Approved Leave

• Purpose of Leave (e.g., vacation, personal travel)

• Statement that the company has no objection to your travel

• Confirmation that you will resume work after the trip

Signature and Company Stamp

• Name and Title of the Signatory (HR or Reporting Manager)

• Signature

• Date of Issue

• Official Company Stamp/Seal

How do you write an employment letter step-by-step?

Here is a guide to help you write an employment for your visa application:

Step 1: Use Company Letterhead

Always print the letter on official company letterhead, including the logo, address, and contact details.

Step 2: Add the Date

Mention the issue date of the letter.

Step 3: Address the Letter Properly

Use either of the following:

• To Whom It May Concern,

• To The Consulate General of [Country]

Step 4: Include Employee and Job Information

Example: "This is to certify that Mr. John Smith, holder of passport number X1234567, is employed at ABC Pvt. Ltd. as a Senior Analyst since March 2019."

Step 5: Mention Leave and Travel Details

Example: "He has been granted leave from July 10, 2025, to July 25, 2025, for personal travel to Europe. We have no objection to this travel and expect him to resume duties on July 26, 2025."

Step 6: Add a Closing Statement

Example: "This letter is issued upon the employee’s request for submission with their Schengen visa application."

Step 7: Include Signature and Stamp

Add the authorised signatory's name, designation, signature, company stamp, and official contact information.

Employment Letter Sample Format

[Company Letterhead]
Date: [DD/MM/YYYY]

To Whom It May Concern,

This is to certify that Mr./Ms. [Full Name], holder of passport number [Passport Number], is currently employed with [Company Name] as a [Job Title] since [Joining Date].

[He/She/They] is employed on a [Full-time/Part-time/Contractual] basis and earns a monthly salary of [Amount].

[He/She/They] has been granted leave from [Start Date] to [End Date] for travel to the Schengen area. We confirm that we have no objection to [his/her/their] travel during this time and expect [him/her/them] to resume work on [Return Date].

This letter is issued upon the employee's request for visa application purposes.

Sincerely,
[Signature]
[Name of Authorised Signatory]
[Designation]
[Contact Email and Phone]
[Company Stamp/Seal]

What should you submit if you are unemployed?

You can replace the employment letter with:

Sponsorship Letter

• Signed letter from the sponsor stating they will cover your travel and stay expenses.

• Must include sponsor’s full name, contact details, relationship to applicant, travel dates, and financial commitment.

Sponsor’s Income Tax Returns (ITR)

• Preferably for the last 1–2 assessment years.

Sponsor’s Bank Statements (Last 6 Months)

• Must be recent, signed and stamped by the bank, and show sufficient funds.

What should you submit if you are self-employed?

Instead of an employment letter, provide proof of self-employment such as:

1. Company GST Registration Certificate: Copy showing active registration and GST number.

2. Company Income Tax Returns (ITR): Last 1–2 years of filed ITRs.

3. Company Bank Statements (Last 6 Months): Must be signed and stamped by the bank.

Mistakes to Avoid While Writing an Employment Letter

Here are the key mistakes to avoid while writing an employment letter:

• Lack of Clarity: Avoid vague language. Be specific and professional.

• Missing Key Details: Always include names, dates, positions, and contact information.

• Incorrect Format: Stick to a structured format with clear sections.

• Spelling and Grammar Errors: Proofread thoroughly before submitting.

• Unauthorised Signatory: Ensure the letter is signed by someone officially authorised (HR/Manager).

• Using Informal Language: Keep the tone formal and respectful.

• Lack of Purpose: Clearly state the letter's purpose (Schengen visa application).

• Omitting Dates: Always mention the leave duration and return date.

• Using Generic Templates: Personalise the letter to reflect the employee's real data.

• No Contact Information: Add a contact point for consular verification if needed.
  

An employment letter may seem like a small part of your Schengen visa application, but it's one of the most important supporting documents. It reassures the consulate of your ties to your home country and confirms your intent to return after your trip. By including the right details, following the proper format, and avoiding common mistakes, you can significantly improve your chances of visa approval. Take the time to get it right, your travel plans depend on it.