Cover Letter For Schengen Visa: Your Visa Request Letter To The Embassy

25 Jul 2022

14 min read

If you're planning a European trip, you may need to apply for a Schengen Visa. This type of visa allows you to travel freely within the Schengen Area, which includes 26 European countries.

To apply for a Schengen Visa, you'll need to submit several documents, including a Schengen Visa Cover Letter. Your Schengen Visa Cover Letter should outline your purpose for travel and provide any other information that may be relevant to your application.

If you're not sure how to write a Schengen Visa cover letter, don't worry. We've got you covered. In this post, we'll provide a template and tips to help you get started.

Let's get you ready for your Schengen Visa application:

What Is A Cover Letter?

A letter that you write and send with your other Schengen Visa application to the Schengen Embassy or Consulate is known as a "Schengen Visa Cover Letter" (or "Covering Letter").

The letter should give more details about the reason for your vacation and your plans to return to your home country.

The letter serves as your introduction by giving the consular staff at the Embassy/Consulate a quick rundown of your travel history (e.g., travel dates, employment background, etc.).

So, in short, your cover letter serves as a brief description of your Schengen Visa application.

Why Do I Need A Cover Letter?

Writing a cover letter is crucial to communicating with the embassy official handling your visa application.

You have no opportunities to speak to the visa authorities and provide your details. This is due to many embassies employing the VFS services to collect paperwork and deliver the applicant's passport. Therefore, writing a cover letter explaining things for you is highly advised because immigration officers base their judgments on the documents you provide.

Why Is A Cover Letter Important?

The cover letter is crucial to your application since it allows you to identify yourself and explain why you are traveling. Therefore, let me explain why a Cover Letter can determine the outcome of your Schengen Visa application:

  • Provide information that other documents can't provide:

Most of the documents you must present are official records, making it difficult to show your previous travels clearly.

In other words, your covering letter is the only document that can genuinely tell a tale.

Because the Embassy/Consulate officers can grasp who you are and why you need a visa, telling a narrative can be a powerful communication technique.

  • Speeds up the application process:

Each week, hundreds of applications are sent to embassies and consulates.

Sometimes those in charge of processing a cover letter lack the time and patience to thoroughly examine each visa applicant's file to establish the reason for the trip and the will to return to their country of residency.

This is not to say that they do not thoroughly review your documents. Still, they usually do so to see if they demonstrate consistency. Therefore, a perfect cover letter will make things easier for them and ensure a faster Schengen Visa processing time.

The Basics Of A Cover Letter

Details, details, and more details are the secret to writing a compelling cover letter. Remember that you must persuade Embassy/Consular personnel that you qualify for a Schengen Visa. Remember that a typical Schengen Visa Cover Letter is utilized to demonstrate the reason for travel to the intended location.

Later in this post, I will cover important information to help your Schengen Visa application stand out. Not only would this ensure a successful Schengen visa application, but also a quicker processing time.

But first, let me explain the general information you must include within your Schengen Visa Cover Letter:

  • The purpose of your visit to the concerned Schengen Country,
  • The days you intend to arrive and leave the nation (flight reservations),
  • A thorough schedule of your activities within the Schengen Area,
  • Evidence that you have the resources to support yourself,
  • Wherever you intend to stay,
  • Additional Schengen-member countries you intend to visit (if applicable),
  • If you have a sponsor for your trip, describe your relationship with them and how they will help you (if applicable),
  • If you cannot submit any required documents, explain why and what substitute documents you provided.
  • Any additional information you deem pertinent,

You can demonstrate the reason for your journey with the supporting/required documentation. For instance, enter the name of the hotel and refer to your proof of lodging rather than the full address of the place where you'll be staying. If you're looking for the easiest way to get your hotel itinerary or proof of stay, try using the Atlys Hotel Itinerary Tool

Important Notes For The Perfect Cover Letter

On my last Schengen Visa application, I got rejected due to a lack of information. I was baffled because I had included all the required information.

After sending a bunch of emails to the Embassy, I found out how you can ensure your Schengen Visa Cover Letter is perfect. To skip the long and frustrating email conversation, instead include the following information within your Schengen Visa Cover Letter:

Information Proving You're Only Going For Tourism

The first thing I suggest you must provide is proof that you are only going for tourism. This can include a travel itinerary with detailed information about the tourism activities you will do. In addition, you can include the following information within your cover letter:

  • General tourist attraction reservation tickets (a boat cruise, museum, or festival tickets).
  • Describe that you are traveling to go sightseeing. Include the names of the places you plan to visit with the exact dates.

Compelling Information That Proves The Reason To Travel Back To The US

You must present proof and include information that shows you plan to travel back to the US (or your home country). Compelling information would include:

  • An affidavit stating you will return to the US due to business activities.
  • Copies of your marriage and birth certificates are acceptable proof that you are abandoning your spouse and children in the US.
  • Copies of your bank statements demonstrating that you have accounts in the US.
  • A round-trip, fully paid flight to and from the United States

Showing Evidence Of Property In Your Home Country

Before submitting your cover letter, I suggest you add proof that you will be returning to a property or home. This usually indicates that you have a home or a property in the US you will be returning to. Here's a list of documentation that proves you have a property in the US:

  • A copy of the title deed to a property that you own.
  • Copy of your lease agreement
  • A affidavit from a relative or friend stating that you live with them

Evidence Of Employment In The US

The last thing you must add to your Schengen Visa Cover Letter is proof that you are employed in the US. Proof of employment show's the Embassy official that you plan to return to your job and will not seek employment in the Schengen Area. Here is a list of documents you can present to show proof of employment:

  • A written affidavit by your employer stating you work for them
  • An employment letter
  • Bank statements proving you have a monthly income from a company located in the US

The most crucial part is to include hard copies of these documents when submitting your Schengen Visa application. These documents will be substantial evidence to prove you will be returning to the US.

Template Of A Cover Letter

July 19, 2022

EMBASSY OF THE FEDERAL REPUBLIC OF DENMARK 3200 Whitehaven St. NW Washington, DC 20008 United States of America

Subject: John XXXXXXX, US Passport No: XXXXXX, Schengen Visa for Tourism

Dear Sir/Madam,

I intend to visit Denmark between November 9 and November 28, 2022; hence I need to apply for a Schengen visa.

My primary motivation for traveling is to ski in Denmark and go sightseeing. In addition, I am eager to sample the world-famous Denmark cuisine, travel to other lovely Denmark locations, and learn more about Denmark's culture and way of life.

Since June 2018, I have worked at [name of employer] at [address of company] in the role of [your position title]. Therefore, my leave of absence from work for the duration of this trip has already been accepted by my company.

Here is a list of documentation that supports my Schengen Visa application:

  • Visa application form, duly dated and signed with attached passport-size pictures
  • Passport, showing my travel experience
  • Travel Insurance, coverage of €30,000
  • E-ticket reservation for my flight via Emirates for New York – Copenhagen – New York [November 9-November 28, 2022]
  • Hotel reservations for our holidays in Norway and Germany
  • Employment and leave records that list my planned return date to work and any permitted leaves
  • Bank statements of Payslips and savings account as evidence of my earnings
  • Proof that I will conduct tourism activities in the form of reservation tickets for my stay in Denmark and bookings in Norway, and Germany

Please also find additional information that proves I will be returning to the United States:

  • Copies of my marriage and birth certificates proving that I have a spouse and children in the US
  • A copy of the title deed to a property that I own
  • An employment letter from my employer

Planned Itinerary:

November 9, 2022 – Flight from New York to Copenhagen via [Flight number] November 10, 2022 – Travel to Hedelands Ski Center (I will be staying here for a week) November 18, 2022 – Travel To Marvik and stay there for 4 days November 22, 2022 – Travel from Marvik to Frankfurt November 28, 2022 – Flight back to New York from Frankfurt

I'm confident you'll discover everything is in order. Don't hesitate to contact me anytime if you have any queries or need clarifications.

I thank you in advance for a favorable reply to my application.


"Your Name And Surname" "Your Address", United States

Other Types Of Visa Letters

Now that we've covered the important information about the Schengen Tourist Visa Cover Letter, I will explain the cover letters for the different types of short-stay visas. But, first, here are the different types of Visa Cover Letters:

Medical Visa Cover Letter

Your doctor must prepare the Cover Letter on your behalf if you are visiting a Schengen nation for medical care. Your Schengen Medical Visa Cover Letter must include the following information:

  • Your diagnosis
  • Medical history
  • The suggested course of therapy for you in the Schengen nation, including its length

Business Visa Cover Letter

The first thing you should note about the Business Visa Cover Letter is that your employer writes this letter. It is more or less the same as the Tourist Visa Cover Letter. Still, here your employer must state the purpose of your trip and confirm that you are completing business-related duties on their behalf.

Please remember that the Business Visa Cover Letter must be written on your company's letterhead.

Sponsorship Letter

When you (the applicant) won't be paying for your travel overseas, you'll need a sponsorship letter from the person who will. This letter must be signed by that individual (the sponsor). It's a crucial document demonstrating you have the resources to support yourself on your journey (for expenses such as accommodation, food, transport, etc.)

Invitation Letter

An invitation letter for a Schengen Visa often states that you have been invited by someone or some other body who lives in the Schengen Area (or abroad).

For instance:

Suppose you want to visit a friend or family who lives in the Schengen Area. In that case, you must show them an invitation letter for a Schengen Visa that the resident (your friend or family member) of the Schengen Area prepared.

Where Should I Submit My Cover Letter?

Now that we've covered how you must write a Schengen Visa Cover Letter, you're probably wondering where you must submit your Cover Letter. Here's a list of ways you can submit your Schengen Visa Cover Letter:

  • A Consulate or Embassy of the Schengen nation you are traveling to.
  • If the country you wish to visit does not have diplomatic representation in your country of residency, contact the Embassy or Consulate of another Schengen Country.
  • A company that handles visa applications on behalf of the Embassy or Consulate of the Schengen Country you are visiting.

The Most Common Schengen Visa Cover Letter Mistakes

Of course, it's crucial for me that you understand the mistakes people make on their Schengen Visa Cover Letters. Not only will it help you to avoid mistakes, but now you can check your cover letter before sending it to the Embassy or Consulate. Here is a list of the most common mistakes people make when writing their Schengen Visa Cover Letter:

Not Explaining The Purpose Of Your Trip

In addition to your cover letter and the interview with the Embassy/Consulate authorities, logical reasoning is a potent weapon. Make sure you can articulate your motivation for visiting the Schengen Area and your plans to return home.

Explaining your plans to return to your home country must follow the same guidelines. The rationale behind why you won't overstay your visa is not supported by the statement, "I will return to my country of residence since I cannot stay in the Schengen Region."

Instead, you may say, "I will return to my country on November 28 since my employer wouldn't let me take more than 4 weeks off".

Providing Duplicate Information

Your covering letter should include information regarding your trip that is not included in your other documents.

It would be best if you didn't say, for instance, "I will be traveling to Norway between November 9, 2022, and November 28, 2022, and I will be staying in Hotel Clarion at 20 Ellehammersvej, Copenhagen," while applying for a tourist visa.

Of course, this information is significant because it contains pertinent information about your trip. Still, the Embassy/Consulate officers can quickly ascertain the specifics of your trip by looking up your hotel and flight reservations.

As previously stated, you ought to attempt to tell a story in your cover letter (even though you have to maintain a professional tone).

Submitting A Cover Letter With Spelling Mistakes

Not many applicants speak English fluently, and the Embassy/Consulate officials won't hold it against you if you make a few grammatical errors.

However, a covering letter with too many spelling errors and doesn't adhere to certain formatting guidelines (how words are organized on the page) may give the Embassy/Consulate officers the impression that you don't care about the occasion and aren't respecting the application procedure.

As a result, you must pay attention to the letter's spelling, grammar, capitalization, and structure.

Spelling and writing errors in your cover letter may make you appear less credible, and the Embassy/Consulate officers may think that you are not giving your application process any thought.

At the same time, the Visa officers will think that you are a well-organized, responsible person who puts work into preparing the Visa application if you pay attention to things like spelling, grammar, and capitalization.

Not Presenting A List Of The Required Documents

You should mention the order in which you provide each document for your application (and not randomly).

Start with the paperwork that is required of all applicants regardless of your circumstances (application form, passport, insurance, etc.), and then add the paperwork that is required based on the nature of your trip (hotel reservations, flight reservations, and a travel itinerary, if you are applying for a tourist visa), as well as the paperwork that is required based on your circumstances (e.g., employment contract, No Objection Certificate (NOC)).

Information Is Not Corresponding With Other Documents

The specifics and justifications in your cover letter must correspond to the data and supporting documentation in all other documents you submit.

You risk denying the entire application if you make a statement in your letter that conflicts with or is out of alignment with the documentation you submit to the Embassy or Consulate.

You Can Now Officially Write A Perfect Cover Letter

No matter the Schengen Visa you want to apply for, you can create your own visa letter easily after reading this page. Please remember that you can use the sample visa letters as a template. It would be ideal if you customized it, though. Nevertheless, you are now fully knowledgeable about writing a visa letter.

Written By: Armando Du Preez
Fact Checked By: Richard Nathan

Frequently Asked Questions

What Other Countries Can I Visit With My Schengen Visa?

You are permitted to travel to the following European countries with your Schengen Visa:

Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, and Switzerland.

What Should I Do When I Plan To Visit More Than One Schengen Country?

You must state in your cover letter that you intend to visit several Schengen nations. In addition, you must give your exact travel dates, your lodging arrangements, the reason for each visit, and a travel agenda.

How Do I Write A Cover Letter For VFS Global?

Writing a cover letter for VFS Global is as easy as it is for the Embassy. Remember that VFS Global is a conduit to connect you with the Embassy. Use the examples above to guide when creating a cover letter for VFS Global (depending on purpose). In any event, keep in mind that every cover letter for a visa follows the same pattern and philosophy.

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