When applying for a Schengen visa, there are several important documents you need to include with your application. Missing any of these can increase your chances of rejection of your Schengen visa. One such document is a hotel reservation to confirm where you’ll stay during your trip.

You can book a real hotel in your destination country, but you risk losing money if your visa is rejected and the booking isn’t refundable. That’s why many travellers choose to make a reservation that can be canceled later, just to show proof of accommodation for the visa process.

If you plan to apply for any type of Schengen visa and aren’t sure what to do about your stay, don’t worry; we’re here to help. In this article, we’ll guide you through everything you need to know about hotel bookings for Schengen visa applications. 

Is hotel booking needed for a Schengen visa and why?

Yes, a hotel booking confirmation is an essential requirement when applying for a Schengen visa. It is a key part of the visa application process, and most embassies will ask for proof of accommodation as part of your supporting documents.

A proof of accommodation for a Schengen visa shows that you have arranged a place to stay during your trip. This helps the embassy confirm that you have made proper plans and won’t be left without accommodation while in the Schengen Area. It also reassures them that you’re not likely to become a burden on the state during your visit.

Your hotel booking confirmation should include:

• Your full name

• Name and address of the hotel or accommodation

• Check-in and check-out dates

• Duration of your stay

You don’t always need to pay for the hotel upfront. Many travellers choose refundable bookings or get temporary reservations through trusted travel agencies or visa service providers. These options help you meet the visa requirements without risking your money if your visa is not approved.

In short, having a hotel booking strengthens your Schengen visa application and shows that you’re a responsible traveller with clear plans.

What is a proof of accommodation letter for a Schengen Visa?

A Proof of Accommodation Letter is essential when applying for a Schengen visa. It shows where you will be staying during your trip and helps the embassy confirm that you have made proper travel arrangements. This document reassures visa authorities that you will not be without a place to stay and that your travel is well-planned and financially supported.

Proof of accommodation can come in several forms, including:

• Hotel or hostel booking confirmation
  A document showing that you have reserved a room at a hotel or hostel for the entire duration of your stay. It should clearly mention your full name, the name and address of the establishment, and your check-in and check-out dates.
  

• Invitation letter from a host (family or friend)
  If you are staying with someone, they can write a formal invitation letter confirming they will host you. This letter should include:

  • The host’s full name and address

  • Your name and planned travel dates

  • A declaration that they are providing accommodation

  • A copy of the host’s passport or residence permit
    
    

• Rental agreement or lease contract
  If you’ve arranged to rent a property for your stay, provide a copy of the rental contract showing your name, the property address, and the rental period.
  
  

• Proof of sponsorship from a company or organisation
  Suppose your trip is sponsored by a company or organisation (for example, for business travel or an event). In that case, they can provide a letter confirming your stay and details of your accommodation.
  
  

• Campus or dormitory confirmation (for students)
  The educational institution can confirm your campus housing or dormitory reservation if you're travelling for study purposes.

Whether you're staying in a hotel, with a friend or relative, or in temporary housing, this document proves that your visit is properly organised and that you have no intention of overstaying or being a burden during your time in the Schengen area.

How do I get a hotel reservation for a Schengen visa?

As we have been discussing, one key requirement when applying for a Schengen visa is showing proof of accommodation, and a hotel reservation is one of the most common ways to do this. You don’t necessarily have to pay for the entire stay upfront, but you do need a confirmed booking that matches your travel dates.

Here are several ways to get a hotel reservation for your Schengen visa application:

1. Book a free-cancellation hotel

Many online booking platforms like Booking.com, Agoda, Trip.com or Expedia allow you to:

• Reserve a hotel room without prepayment

• Cancel for free if your plans change

This is a safe and flexible option because you can cancel or change the reservation if your visa is denied or delayed.

2. Apply for your Schengen Visa through Atlys and get the hotel booking confirmation

Atlys offers complete (end-to-end) service for your Schengen visa application, which means we will:

• Make hotel bookings on your behalf

• Provide you with official confirmation to include with your visa application

Want to skip the stress? Book your Schengen visa effortlessly with Atlys and enjoy a smooth, all-in-one application process.

Notable read: How Atlys streamlines the Schengen application process.

Invitation letter as proof of accommodation for your Schengen visa

When you're staying with a friend or family member, then you would need an invitation letter as proof of accommodation. Here's a sample Proof of Accommodation Letter.

[Your Full Name]
[Your Address]
[City, Postal Code]
[Country]

[Contact Details]

[Date]

Embassy of [Country Name]
[Embassy Address]
[City, Postal Code]
[Country]

Subject: Proof of Accommodation for [Your Name] – Schengen Visa Application

Dear Sir/Madam,

I, [Host's Full Name], hereby confirm that I will be hosting [Your Full Name], who is applying for a Schengen Visa, at my residence during their visit to [Country Name]. The details of the accommodation are as follows:

• Guest’s Full Name: [Your Full Name]

• Relationship to Host: [e.g., friend, family member]

• Accommodation Address: [Host's Full Address including street, city, postal code, and country]

• Duration of Stay: From [start date] to [end date]

• Accommodation Details: [Describe the living arrangements — for example, a private room or shared apartment]

I affirm that I will provide [Your Full Name] with a place to stay at my residence for their trip and ensure they are well taken care of.

Attached is a copy of my [Host's ID, Passport, or Residence Permit] as proof of my legal residence in [Country Name]. Should you require any additional information or documentation, please feel free to contact me.

Thank you for considering this letter as part of the visa application process.

Sincerely,

[Host's Full Name]
[Host's Signature]
[Host’s Contact Information: Phone number, Email]

With this invitation letter, you’ll also need the following supporting documents:

• Copy of [Host's Passport / National ID / Residence Permit]

• [Any other documents you believe are necessary, e.g., proof of residence]

Important things to note for hotel reservations for Schengen visa

When booking a hotel for your Schengen visa, make sure to keep these important points in mind:

1. Matching Travel Dates
   Your hotel booking should cover the full length of your trip. Make sure the check-in and check-out dates match your travel plans.

2. Hotel Confirmation
   The booking confirmation should clearly show your full name, the hotel’s name, address, and contact details. This helps the embassy verify your accommodation.

3. No Need to Pay in Full
   You don’t have to pay for the entire stay upfront. Many hotels allow you to book with a free cancellation option. You can always cancel if your visa is denied or if your plans change.

4. Hotel Reservation Letter
   Some hotels provide a letter or confirmation that can be used for visa applications. Ask the hotel for this extra confirmation.

5. Multiple Locations
   If you're visiting more than one country in the Schengen area, make sure you have hotel reservations for each country.

6. Flexible or Refundable Bookings
   Choose refundable or free cancellation options. This gives you flexibility in case your travel plans or visa situation changes.

By following these simple steps, you’ll ensure your hotel reservation is ready to support your Schengen visa application!