Checklist for a Schengen visa for Exhibitors and visitors of German exhibitions / trade fairs


Personal details of the applicant
Surname: _______________________________________
Date of birth: ____________________________________
Passport number: _________________________________
Required documents
(if not otherwise noted, submittal of copies of the original document are sufficient. Please note that the Visa Section does not return original documents if a copy has not been provided by the applicant)
Please mark on the left column if the document / form has been submitted
Completely filled out and signed Schengen visa application form. Please use the VIDEX website to fill out the application online. Please ensure to print and submit all pages of the application form including the barcodes.
Signed declaration of True and Complete Information
Signed declaration of travel with valid medical insurance
Valid passport (issued within the last 10 years and with at least 3 months' validity after the scheduled return); passports with observations regarding the front data page will not be accepted; passport must have at least two empty pages to affix visa
Copy of the biometric & address page of the passport
Two biometric passport pictures (35x45mm white background, 70%-80% face coverage), not older than six months
Proof of intended means of transport and itinerary
Original signed covering letter from the company on company letterhead
including details of:
- name of traveler
- passport number of traveler
- purpose of trip and duration of stay
- itinerary of the visit in brief
Supporting documents for participating in the Trade Fair/Exhibition: Exhibitors / Visitors Pass
(for exhibitors only, please see the remarks concerning obligation of payment of the visa fees below): Stand Confirmation Payment confirmation for stand allocation
If you have further appointments in the Schengen area: Signed invitation letter from the Schengen business partner on the company letterhead, mentioning purpose of travel and itinerary and personal data of the applicant
Proof of accommodation: Hotel reservations, rental of holiday home or campus residence reservation.
November 2022
If the applicant intends to stay with a family member or a friend, proof of sponsorship and/or private accommodation from the host, confirmation of the third person with signature, proof of address and copy of passport or German ID card If the applicant is travelling to several Member States, proof of accommodation in each of them.
Proof of financial means Pay slips for the last 3 months of the applicant (latest first for e.g., May 2022-March 2022) Indian income tax return (ITR) acknowledgment for the last two assessment years OR Form 16 (Certificate of Income Tax deducted at the source of salary) Applicant’s bank statements for the last 3 months stamped by the bank (If the pages are in continuation, kindly separate the pages; passbook copies are not accepted.)
In addition
a) If you are employed: Pay slips for the last three months; employment contract; employers’ statement on approval for holidays (Leave Sanction letter from applicant’s company)
b) If you are a company owner or self-employed: certificate of registration of the company, including its goods and services tax (GST) registration number for companies based in India.
c) If you are sponsored: Sponsor letter with a passport copy of the sponsor If provided: Verpflichtungserklärung (formal obligation letter) of your sponsor Sponsor’s bank statements for the last 3 months stamped by the bank (If the pages are in continuation, kindly separate the pages; passbook copies are not accepted.) If your Sponsor is your spouse - marriage certificate If your Sponsor is your parent - birth certificate If your Sponsor is the company:
- Acknowledgement of the company's ITR Returns for the last three years (latest first, for example, 2022-2020)
d) If you are retired: pension statements for the last three months and/or proof of regular income generated by ownership of property or business.
e) if you are a student certificates of the establishment at which you are enrolled. no objection certificate from School / University
In all cases: Certificate of Incorporation of the Company GST Registration
November 2022
Proof of Company Registration
Proof of civil status:
- if applicable Marriage certificate
- if applicable Divorce decree
- if applicable Birth certificate of children
- if applicable Death certificate of spouse,
- if applicable Ration Card
Flight reservation
Overseas travel medical insurance that is valid for all Schengen countries and covers the entire duration of the Schengen trip, minimum coverage for medical expenses: EUR 30,000
Please note: German Missions accept Indian Travel Medical Insurances only from approved Indian Travel Insurance companies, you can find more information here: https://india.diplo.de/in-en/service/-/1984578
Additional documents for applications of minor applicants
Application form and both declarations under 1)-3) have to be signed by both parents
Birth Certificate
Passport copy (biometric and address page) of the applicants mother
Passport copy (biometric and address page) of the applicants father
If one or both parents are not submitting the visa application with the child: copy of the visa of that parent
If only one parent submits the application:
 Proof of single custody of that parent either by submittal of the court ruling or submittal of the death certificate of the deceased parent
 Or (if both parents have shared custody) submittal of written and signed authorization letter of the parent non-present with passport copy (biometric and address page)
Additional documents the applicant wants to submit (please note that VFS is not authorized to refuse acceptance of documents the applicant wants to submit but are not mentioned on the checklist)
Information about biometric data
Were the fingerprints of the applicant collected in the last 59 months for applying for a Schengen visa in India? If yes, please mention month and year of collection:
Please note that fingerprints should be taken if the applicant submits his application in person even if the last submittal was within the last 59 months!
Was the applicant excused from giving fingerprints for biometrics? If so, please specify why!
November 2022
Additional document if application is not submitted by the applicant directly
Signed authorization letter for the travel agent or the representative
Copy of passport of the person submitting the application
General remarks of the German mission for submittal of a Schengen visa application
 The German Missions reserve the right to ask for additional documents.
 Submission of the above-mentioned documents does not guarantee that a visa is granted.
 Submission of incomplete documentation may result in the rejection of an application. The visa section is not obliged to ask for submittal of documents already mentioned on this list before denying an application.
 Applications have to be submitted not earlier than six months before and not later than 15 working days before the intended date of travel.
 Applications are processed within 15 working days from the day of arrival at the visa section. When submitting your application via VFS application center, please keep in mind that the visa application will need up to two working days to reach the visa section. Public holidays of the German missions as announced on our website will not count as working days.
 Please note that individual status inquiries cannot be answered within the standard processing time of 15 working days.
 A booked flight ticket does not result in a preferred processing of the application.
 All documents, forms and declarations have to be submitted either in German or English. All documents, forms and declarations not in German or English have to be submitted with proper German or English translation. Failing to provide proper translation will result in the document, form or declaration considered “missing”
Special remarks of the German mission for submittal of a Schengen visa application in the respective category
 The start date of an exhibition / trade fair does not result in a preferred processing of the application.
 The regular Schengen visa fees apply. Exhibitors may be exempted from the visa fee only if the individual exhibitor pass is provided together with the application. Later submittal of the exhibitor pass will not result in a reimbursement of the visa fee.
Holders of visitor passes are not exempted from the visa fees!
Declaration of the visa applicant (to be signed by the parent(s) submitting the application if applicant is a minor or by the representative at the VFS VAC on the day of submittal)
I have taken note of the general and special remarks as mentioned under G and H on this checklist.
I have been informed that VFS Global does not have any influence on the decision about a visa application
November 2022
I confirm that the VFS officer has noted all documents submitted by me and that I want the application in its present form to be forwarded to the German mission. I am aware that original documents not submitted with a copy will be kept by the visa section.
Name, Surname of the applicant or representative:
Signature of the applicant or representative:
Confirmation of VFS on the day of submittal
Date of submittal: __________________________
VFS VAC in _____________________
Application submitted: by the applicant / the parents as holders of the custody of minor applications / a representative with proper authorization (please cross what is not applicable)
I confirm that above this checklist has been filled out together with and signed in front of me by the applicant or his / her duly authorized representative at today’s appointment at the above VAC.
VFS Officer: ………………………………… Signature: ……………………….….

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