What Happens at Schengen Visa Appointment (Step-by-Step Guide)
What Happens at Schengen Visa Appointment (Step-by-Step Guide)
If you're searching for information about what happens at a Schengen visa appointment, it’s clear that you’ve already booked your appointment and are now concerned about what to expect at the visa application centre.
Many applicants worry that a face-to-face interview is mandatory for a Schengen visa, but that’s not the case. An interview may only be required if there are issues with your documents or if the documents don’t meet the Schengen visa requirements.
So, unless specifically requested, there’s no need to stress about an interview. Now, let’s focus on the important part: What happens during your Schengen visa appointment? Let’s dive into detail and find out.
Atlys makes scheduling Schengen visa appointments easier. A dedicated concierge will help you with your documents and schedule an appointment on time.
Important Things to Remember Before Visiting
Here are some important things to keep in mind before visiting the Schengen visa application centre for your appointment:
Arrive 15 minutes early from your appointment time to avoid any hindrances.
You are required to attend your visa application appointment in person. A representative cannot attend on your behalf.
Bring a printed copy of your visa application and a valid passport or travel document with at least two blank pages (both sides).
Carry all required supporting documents, including both originals and copies.
If you haven’t paid your visa fee online, you can make the payment upon arrival at the centre.
Your visa application cannot be processed without biometric information.
If you miss your appointment, you can book a new one 24 hours after your previous appointment time.
What Happens at a Schengen Visa Appointment?
On the day of your Schengen visa appointment, you must visit the nearest selected visa application centre and there you can expect the following steps:
1. Arriving at the VFS:
Check-in: When you arrive at the VFS centre, you must first check-in at the reception. You will be asked for your appointment confirmation (printed or on your phone) and other identification details (passport, etc.).
Token Number: After checking in, you will be given a token number. The token will be called when it’s your turn, and there will be digital screens showing the current token numbers and which counter is serving them.
Waiting Area: There will be a designated waiting area. You’ll wait until your token number is displayed or called.
2. Initial Document Verification:
Counter Call: Once your token number is called, you proceed to the assigned counter, where a VFS staff member will take your documents. They will verify that you have everything you need for your application.
Verification of Documents: If there are missing documents or issues with your paperwork, they might guide you in fixing these before proceeding.
Documents Confirmed: If all documents are present and as expected, you will proceed to submit biometrics.
3. Biometric Data Collection:
After reviewing your documents, you will be asked to provide your biometric data. You will be redirected to a tiny booth where basic machines are present to capture your biometric data. A VFS agent will be present in the booth to guide you.
Fingerprints: A scanner will take your fingerprints. This is a quick process but follow all specific instructions.
Photograph: A photograph will be taken for your visa application, even if you’ve submitted one with your documents. The photo will be taken in a special area at the centre.
Biometrics are a mandatory part of the application for most Schengen visa applicants and are stored in the Visa Information System (VIS).
Important Guidelines to Follow for Biometrics:
Digital Photograph: Your photograph must clearly show your full face. Sunglasses, tinted spectacles, or head coverings are prohibited unless worn for religious or ethical reasons.
Fingerprint Scanning: If you have temporary injuries on your fingers, you are advised to wait until they heal before proceeding. Ensure your fingertips are free from temporary body decorations like mehndi, which may interfere with the scanner’s functionality.
Previous Biometric Data: If your fingerprints were collected during a previous Schengen application within the last 59 months, you do not need to provide them again.
Exemptions: Applicants under 12 must not submit full biometric data but must undergo a facial scan. Citizens holding diplomatic passports and heads of state do not require a visa and are exempt from biometric submission.
Minors (Ages 12-17): A parent or legal guardian must provide consent and be present when fingerprints are collected.
Who is Exempt for Schengen Biometrics?
You will be exempted from the obligation of biometric data (fingerprints) if:
Children Under 12 Years: Fingerprint collection is not required if you are under 12.
Fingerprint Exemptions: If you cannot provide a fingerprint scan for medical reasons, you must submit a medical certificate as proof.
Exemptions for Officials: Heads of State, members of national governments, official delegations, and their spouses travelling for official purposes are exempt from fingerprint collection.
4. Visa Fee Payment:
You will be asked to pay the visa fee after collecting biometric data. This can either be done:
After collecting your biometrics, you will be asked to pay the visa fees - the visa fee is €90 for adults and €45 for children (6-11 years).
If you choose to use any premium services like SMS updates or courier service, these will also be paid for at this stage.
5. Final Submission:
Once payment is processed, the VFS staff will confirm that everything is in order. If you have opted for additional services, they will note it down.
You will receive a receipt with a tracking number. This is your key to tracking the progress of your visa application. You can use the tracking number to monitor the status online through the VFS website, or you may receive updates via SMS/email if you've opted for them.
Refer to the guide on tracking Schengen visa applications for easy progress updates.
6. Processing Time:
After submitting your documents, biometrics, and payment, your application will be sent to the relevant Schengen country’s government office for review and decision-making. The VFS centre is just the intermediary; they don't decide about your visa application.
The processing time can vary based on the government and your case, but generally takes 5 to 15 business days. However, it could take longer, especially during peak seasons like summer or holidays.
7. Passport Return:
Once a decision is made on your visa, you will be notified to pick up your passport from the VFS centre, or it will be sent to you via courier (if you opted for that service).
8. Rejection or Approval:
If your visa is “Approved”, your passport will have the visa sticker attached, and you can collect it.
If your visa is “Rejected”, you will be notified, and your passport will be returned along with the reasons for the rejection.
You can track your visa status using the receipt’s tracking number or any updates VFS sends.
Recommended read: My Schengen visa was rejected. How can I apply again?
The Schengen authorities always provide the reasons for refusal in a refusal letter, and if you want to avoid this situation, you can choose Atlys as your trusted visa partner. Here is a sample of the Schengen visa refusal letter.
Important Guidelines for Minor Applicants
Entering the Visa Application Center: Only applicants, caregivers, and those accompanying children under 18 years old are allowed inside.
Visa Application for Children Under 5: If you are applying on behalf of a child under 5, they must attend the appointment but are not required to provide fingerprint data.
Accompaniment for Minors: An adult must accompany children under 18, but this cannot be a Visa Application Center staff member.
Biometric Requirements by Age:
Under 12 Years: Full biometric data is not required, but a facial scan is mandatory.
Ages 12-17: Fingerprints will be collected, and a parent or legal guardian must be present to provide consent.
Final Thought:
Attending a Schengen visa appointment is a straightforward process if you’re well-prepared. Ensuring you have all required documents, arriving on time, and completing the necessary biometric steps can make the experience smooth and stress-free. Remember to track your application status after submission and be patient during processing. If you need assistance, Atlys can help simplify the process.