Schengen Visa: Appointment to Decision, Step by Step

The standard Schengen short-stay visa fee is €90 (approximately USD 103), with a normal processing time of 15 calendar days — extendable to 45 in complex cases. Children aged 6–11 pay €45; under-6s are exempt. Indian passport holders must apply in person at a consulate or visa application centre. Here is exactly how the process works.

Which consulate should you apply to?

You must apply to the consulate of your main destination — the Schengen country where you will spend the most nights. If your itinerary is evenly split, apply to the country of your first entry.

• Visiting France and Italy equally? Apply to the consulate of your first port of entry.
• Spending 8 nights in Germany and 4 in Austria? Apply to the German consulate.
• Travelling only to Spain? Apply to the Spanish consulate.

Applying to the wrong consulate is one of the most common reasons for delays, so confirm your itinerary before booking.

Step 1 — Book your appointment

Most Schengen consulates in India outsource appointments to visa application centres (VFS Global, BLS International, or TLScontact, depending on the country). Check your destination consulate's official website to confirm which centre operates in your city.

1. Create an account on the relevant VAC portal.
2. Select the visa category: short-stay (C) / tourist.
3. Choose your preferred city — Delhi, Mumbai, Bengaluru, Chennai, Kolkata, or Hyderabad are the most common options.
4. Pick a date and time slot. Appointment availability can be tight; book at least 6–8 weeks before your intended travel date to allow processing time.
5. Note your appointment reference number.

Tip: The Schengen Area visa page on Vistolane shows live processing-time data to help you plan backwards from your departure date.

Step 2 — Gather your documents

Document requirements are broadly uniform across Schengen states. Prepare originals and photocopies.

Identity and travel documents - Valid passport (minimum 3 months' validity beyond your intended stay, with at least 2 blank pages) - Previous passports, if any - 2 recent passport-sized photographs (35 × 45 mm, white background)

Application form - Completed and signed Schengen visa application form (available from the VAC or consulate website)

Travel itinerary - Confirmed return flight bookings (or itinerary reservation) - Hotel bookings or letter of invitation from a host

Financial proof - Last 3–6 months' bank statements showing sufficient funds - Income tax returns (last 2–3 years) - Salary slips (for employed applicants) or business registration documents (self-employed)

Travel insurance - Minimum cover of €30,000, valid across all Schengen states for the entire duration of your trip

Additional documents (where applicable) - No-objection certificate (NOC) from employer - Leave approval letter - For students: enrolment letter and NOC from institution - For minors: birth certificate, parental consent, and identity proof of parents

Check the specific consulate's checklist for your destination, as requirements can vary slightly. For instance, the Italy visa process may request additional civil status documents.

Step 3 — Attend your appointment and submit biometrics

On the day of your appointment:

1. Arrive 10–15 minutes early with all originals and photocopies.
2. A VAC officer will check your documents for completeness (they do not make the visa decision).
3. You will have your fingerprints scanned and photograph taken — this biometric enrolment is mandatory for all applicants aged 6 and above. If you enrolled biometrics within the past 59 months, you may be exempt; check with the VAC.
4. Pay the visa fee. See the section below on fees.
5. Collect your receipt and track your application online using the reference number provided.

What are the exact fees?

The fee is non-refundable, even if the visa is refused. Some VACs charge an additional service fee — confirm the current amount on the VAC portal for your city. Vistolane's assisted service costs USD 49 for the standard Schengen application; see Plans & pricing for what is included.

Official fee information is published by the European Commission's visa policy page.

How long does Schengen visa processing take?

The standard decision window is 15 calendar days from the date the consulate receives your complete application. In individual cases — particularly where further scrutiny or additional documents are required — this can be extended to up to 45 calendar days.

• Processing begins when the consulate receives your file from the VAC, not from your appointment date.
• VAC transfer typically takes 1–3 business days.
• Always apply at least 3–4 weeks before travel, ideally earlier during peak seasons (April–June, October–December).
• You can check live estimates on Vistolane's processing times tool.

The consulate may contact you for additional documents or an interview; respond promptly to avoid delays.

Step 4 — Collect your passport

Once a decision is reached, your passport is returned to the VAC. You will receive an SMS or email notification.

1. Collect in person at the VAC, or opt for courier delivery if that service is available at your centre (an additional fee applies).
2. Check the visa sticker carefully: verify your name, passport number, validity dates, number of entries, and permitted duration of stay.
3. Report any errors to the VAC immediately — do not travel on an incorrect sticker.

A Schengen C visa is typically valid for up to 90 days and allows stays of 90 days within any 180-day period across all 27 Schengen states.

What happens if your visa is refused?

Refusal must be communicated in writing with the reason stated. Common grounds include:

• Insufficient financial proof
• Incomplete documentation
• Doubts about intention to return
• Inadequate travel insurance

You have the right to appeal the decision. The appeal process, timeframe, and competent authority are specified in your refusal letter — follow those instructions precisely. Reapplying with stronger documentation is also an option, but the fee is payable again.

For guidance on proving funds for visa applications more broadly, see Vistolane's article on Student Visa Proof of Funds: UK, Canada, Australia & Germany — many of the principles apply to tourist financial evidence as well.

Comparing Schengen to other long-haul destinations

If you are weighing options, the Schengen visa is a single application that unlocks 27 countries — strong value compared to separate applications for the United Kingdom, Canada, or Australia, each of which has its own fee structure and process. Use Vistolane's compare tool to put two destinations side by side on cost, processing time, and requirements.