Checklist for a Schengen visa for Guest scientists / Research visits/ Students


October 2022
Checklist for a Schengen visa for
Guest scientists / Research visits/ Students
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
Covering letter from the inviting institution in Germany on the institution’s letterhead including details of:
- name of traveler
- passport number of traveler
- purpose of trip and duration of stay
OR Certificate of admission
OR Registration at an educational establishment for the purpose of attending academic
or vocational courses
Original signed sending letter from the Indian institution on institution letterhead
- name of traveler
- passport number of traveler
- details of purpose of trip and duration of stay
- details concerning financing of the trip
Proof of finance of the entire trip (if not included in the sending / invitation letter)

Copy of academic degree of the applicant (Bachelor, Master or PhD or equivalent if a foreign degree has been obtained, please see the special remarks under G) for further details)
Proof of accommodation: Hotel reservations, rental of holiday home or campus residence reservation. 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
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
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 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!
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.
October 2022
 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
 Applicants without an academic degree (Bachelor, Master or PhD or equivalent in case of a foreign degree) cannot apply under the guest scientist category, students without degree visiting Germany for research purposes in connection with their study may apply for an internship visa
 Guest scientist visa are only possible if the inviting party is a German university or an acknowledged or public research institute; research visits at private companies in Germany cannot be applied for under the guest scientist category but have to be applied for – depending of the details of the stay – as internship visa or normal business visa with (pre-)approval of the Federal employment agency (Bundesagentur für Arbeit)
 The regular Schengen visa fees apply. Recipients of Public German scholarships from the inviting institution may be exempt from the visa fee if detailed information about the scholarship (amount, expenses covered, funding of the scholarship) are provided with the application. Failing to provide the required details when submitting the application will result in the visa fees being charged. The visa section is legally not obliged to reimburse the visa fees if the necessary documentation is submitted later.
 Accompanying family members have to apply for tourist visas
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 F and G on this checklist.
I have been informed that VFS Global does not have any influence on the decision about a visa application
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: ……………………….

Download this page as pdf.

Top of page