Business Schengen Visa: Everything You Need to Know

If you’re planning business travel to any of the 26 European countries which are part of the Schengen area, you may need to get a visa before you head off. The Schengen agreement means that people can travel reasonably freely within this group of countries, with one visa usually covering a trip to several different places.

The Schengen Business Visa is one of the types of Schengen visas, designated for business people travelling to the Schengen territory and established with the sole purpose of facilitating travelling for business to this category of people to the area.

Who needs to apply for a Schengen Business Visa in the UK?

Fortunately, UK nationals and UK citizens can still travel to countries in the Schengen area, which France is part of, for up to 90 days in any 180-day period without a visa for the purpose of attending business meetings.

Find out more things that have changed due to Brexit in our blog post: Brexit Reminder: Things that will change in 2021

Non-EU Nationals

Many non-EU nationals who reside in the UK are still required to get a Schengen visa to travel to the Schengen area they want to do business in.

Citizens of the following countries residing in the UK and planning to visit a Schengen area for business are required to get a Schengen Business visa.

You can also check with our eligibility checker to see if you need to apply for a visa for the other types of Schengen visas.

The main requirement is that you must have a UK residence permit valid for at least another three more months beyond the date you plan to leave the Schengen Area.

Before starting a visa application, or getting a flight to The Schengen area for business, make sure to check whether you need a visa to Schengen Business Visa or not.

If you have a 3-month UK visa you can extend it for three more months in order to be eligible to apply for a Schengen business visa from within the UK. You must apply for an extension before your visa expires and while you’re still in the UK.

Note: You can stay in the UK until the decision about the extension is taken, but only if you have applied within the visa period.

Related posts:

• How to Bypass the Europe Travel Ban
• Easiest Countries to get a Schengen Visa – Your best chances to get a Schengen Visa
• 18 Non-Schengen Countries You Can Visit With a Schengen Visa

Steps to Applying for a Business Schengen Visa from the UK

Step 1: Know Your Visa Type and Validity

A Schengen visa is a short-stay visa that allows a person to travel to any members of the Schengen Area, per stays up to 90 days for different purposes.

Short-term Visa — this is the most popular Schengen Visa. It allows its holder to visit and stay in a Schengen Area for a certain period of time depending on the visa validity. It is primarily issued for tourism, visiting family and friends, business and other authorized purposes. It can be provided for single entry, double-entry, or multiple entries, depending on the purpose of your travel.

Single-Entry Visa

A single-entry visa allows its holder to enter the Schengen Area only once, within the given period of time, as indicated in the visa sticker stamped to their passport. Once the visa holder exits the Schengen territory, the holder cannot go back without getting a new visa; no matter how short the duration they spent in the Schengen area.

Double-entry visa

A double-entry visa allows the holder to enter the Schengen area twice. This is very handy especially when you are travelling to a Schengen country, and then visit a non-Schengen area and back to a Schengen area to conclude your trip. Once the visa holder exits the Schengen territory for the second time, he or she can no longer go back without getting a new visa; even if you have not spent all of the days you were permitted to remain there.

Multiple-entry visa

A multiple-entry visa allows the holder to go in and out of the Schengen Area multiple times for up to 90 days at a time at any given 180 days period.

Several factors the consulate will consider in order to give a multiple-entry visa include;

• The need/justification to travel to the Schengen country frequently
• Your financial status in your country of residence
• Whether you have adhered to leaving in time during your previous visits.
• Your authentic intention to leave the Schengen Area after your time is up.

Depending on how frequently you travel to the Schengen zone, you may apply and obtain one of the following multiple-entry visa types:

1-year multiple-entry visa – This visa allows its holder to enter the Schengen Zone multiple times, as long as they do not stay more than 3 months within this period.

3-year multiple-entry visa – This visa gives you the right to enter the Schengen zone multiple times within a period of three years. However, even in this case, you are only allowed to reside in the Schengen area no longer than 90 days within a 180-day period.

5-year multiple-entry visa – This visa allows its holder to enter 26 countries in the Schengen region as many times as they wish, within five years, as long they do not stay for more than 90 days within a 180-day period.

The validity of your single-entry visa depends on the number of days you stated you are going to be in the Schengen zone on your visa application form and the actual decision of the consulate that issues you the Schengen visa.

If you are a frequent traveler you may apply to obtain an EU visa valid for up to 5 years, but you have to keep in mind that you cannot stay within the Schengen Area for more than 90 days in a 180-day period of time even if you hold a multiple-entry visa for Europe valid for up to 5 years. For more information on how to read your Schengen Visa sticker, read our blog post here.

Step 2: Identify where to make the application and book an appointment

If you are planning to conduct business in only one country of the Schengen member states, then you will have to simply apply for a Schengen visa for Business at the embassy of that country in your home country.

But, in cases when you are planning to visit more than two countries inside this area, it may seem puzzling which embassy you have to apply. You do not have to apply at each embassy of every country you are planning to visit.

Simply put, if you are planning to visit two or more countries during the same business trip, then you have to apply at the embassy of the country where you plan to spend more time. If you are planning to spend equal time in two or more countries, then you have to apply at the embassy of the country where you will be landing first.

Appoint an interview through the website of the consulate or embassy of the country you are planning to visit, in your country of residence. You can appoint an interview six months before the earliest and two weeks before the latest.

Step 3: Complete your application form

Step 4: Prepare your documents

What documents are required when applying for a Business Schengen Visa in the UK?

The difference between Schengen Business visa and other Schengen visa types lies in the requirements of the embassy or consulate where you will have to apply. There are some extra documents that you will be required to submit in order to be able to obtain a Business visa for Europe.

Here are the documents that you need to submit to apply for a Business Schengen Visa:

• A valid passport or Travel document. Please make sure:
  • Your passport has been issued within the previous 10 years,
  • Your passport has 2 full blank pages, one for the visa stamp and an additional spare page,
  • Your passport will be valid for at least three (3) months after the date you exit the Schengen Area.
• A valid UK residence permit or another form of Identity Card.
  • The UK residency permit must be endorsed in the actual passport (or on a new biometric ID card)
  • The UK residence permit must be valid for at least another three more months beyond the date you plan to leave the Schengen area you are visiting.
• One Schengen Visa application form filled out completely and signed by the applicant.
• One recently taken passport format photo with a blank background and where all your facial features are clear, which must be glued to the application form. Applications with stapled photographs will be rejected.
• A cover letter explaining the purpose of the visit to the Schengen area you are visiting
• Round trip reservation or itinerary – It must include dates and flight numbers specifying entry and exit from the Schengen area.
• Travel insurance policy. A document that proves you have travel health insurance for the whole Schengen territory, with a minimum coverage of 30,000 euros in case of any medical emergency as illnesses, accidents, and even repatriation in case of death. We recommend WorldFirst Travel Insurance.
• Proof of accommodation. A document that shows where you will be accommodated throughout your stay in Schengen. This could be a hotel booking, a rental agreement, or a letter of invitation from a host at whose house you will be staying.
• Proof of financial means. Evidence that you have enough money to support yourself financially during your Business trip to Europe. This can be one of the following:
  1. Bank account statement – that shows you have enough money in your account for the trip. The statement shall be no older than 3 months.
  2. Sponsorship Letter – by another person that confirms they will be financially supporting your trip to the Schengen. In order for this letter to be valid, it must be accompanied by a bank statement of the sponsor, no older than three months.
  3. A combination of your bank account statement and a letter of sponsorship.

• Letter from your employer (if applicable). This confirms that you are employed also stating salary and position, and shows the purpose of your travel. The letter must include information about the company and general information about the partnership with the invited party. It must also say who is going to cover the travel expenses.
• No objection certificate.  This is a letter from your employer or school/university that states that you have contractual obligations in your home country and assures the embassy that you will return back to your homeland.
• Letter of invitation. Issued by the host company in the Schengen area. The letter must be written on the company letterhead, and be signed by the authorized representative of the company. It must state the name of the participant, the dates and purpose of the visit and information regarding who will cover the travel expenses.

After collecting all the Business Schengen visa required documents, make sure you have each of them in two copies. All the documents have to be provided in A4 format. Do not staple any of them. Keep in mind that the consul may require additional documents during your interview. Submit them all for the shortest period possible.

Based on the employment status, an applicant will be required to submit the following additional documents.

Employees

• Employment contract and an employment letter with the company’s letterhead, at the very least, specifying the employee’s name, job title, salary, and the employment start date.
• Current personal bank statements for the last 6 months
• Income Tax Return (ITR) form or proof of income tax deducted at the salary’s source.
• Additional documents such as salary slips may be requested.

Self-Employed

• A copy of the business license
• Current company’s bank statement of the latest 6 months
• Income Tax Return form
• Additional documents such as the company’s memorandum, ownership records, and partnership deeds, etc. may be required.

Step 5: Attend your appointment

The visa interview is a meeting between you and the consular officer/interviewer. During this interview, the consular officer will ask you several questions about you and your intended trip. You will also be submitting the required documents throughout the meeting, to the interviewer.

Sample Interview Questions

While there is no exhaustive list of questions the Consular officer may ask, the following are some of the most common questions asked during a Schengen interview.

Trip

• What is the purpose of your trip?
• Why do you want to visit this country?
• For how long will you be travelling to this country/Schengen region?
• What Schengen countries are you planning to visit?
• When will you be travelling?
• Where will you stay?
• How will you travel from one place to another?

Family

• Are you married?
• How long have you been married?
• What does your husband/wife do?
• Do you have any children? How old are they? What do they do?
• Do you have any friends or family that live in Europe? If yes, when did you meet them last?

Work

• Where do you work?
• What does your company do?
• What is your profession?
• What is your role in the company?
• How many years of total experience do you have?
• For how long have you been employed with your current employer?
• For how long were you employed with your previous employer?
• Can you show me your company profile?
• How many people work at your company?

Finance

• Who will pay for your trip?
• What is your annual income?
• Do you pay income tax?
• How much will your trip cost?
• Can I see your tax returns?

Personal

• Where do you stay?
• What is your highest level of education?

Show up at the appointment centre on time. Remember that if you are late even for a few minutes, then they will probably cancel your appointment.

You will also have to get your fingerprints scanned at the consulate’s office if you have never before applied for a Schengen Visa. If you have, then you don’t have to do it again, since the consulate should be able to look it up.

After the verification of your application, the application form information will be entered into the online system of the consulate or embassy and you will receive a printed copy of your application. This process usually takes about 10 to 15 minutes. After you get the printed form, please make sure to verify all the details are correct and sign the form.

Underage applicants must be accompanied by their parent or legal guardian.

Visa Fees for UK Residents

When applying for a Schengen visa there is a non-refundable mandatory visa fee every applicant must pay.

The Schengen visa costs vary depending on the type of visa and age of the applicant as well as some other exceptions stated below in the text. The Schengen visa fee can be paid in the designated consulate/embassy via cash, debit or credit card. However, some consulates may not allow you to pay by credit card.

The Schengen visa application costs include the visa fees payable at the corresponding embassy/consulate when applying.

Schengen Visa Category	Fee in EUR	Fee in USD*
Adult	80€	90$
Child between 6-12 years of age	40€	45$
Child younger than 6 years of age	Free	Free
Holders of diplomatic, official or service passports traveling for official purposes	Free	Free
Family member of a EU/EEA national	Free	Free
Pupils, students and accompanying teachers during a school trip	Free	Free
Researchers traveling to perform scientific research	Free	Free
Nationals from Armenia, Azerbaijan and Russia.	35€	39$

For citizens of a select group of countries, including Russia, Georgia and Kosovo, Schengen visa processing fees are priced at EUR35

Step 6: Receive your visa

Business Schengen Visa Application Processing Time in UK

How long can the application process take?

Most applications for a Schengen business visa will be processed in around 10 working days, assuming you provide all the relevant information and there’s no issue with your application. However, depending on the situation, processing time for a Business visa to Europe might take up longer if there is something extraordinary with the individual case or any political situation is on the go.

You can apply as early as 3 months before your trip, and it’s advised to not apply later than 15 days before you’re planning on arriving to the Schengen country of your choice.

Visa application decision:

• Approved – Once your visa is approved, it will be stamped in your passport. Make sure to carefully check the visa sticker to make sure everything is correct and exactly how you need it.
• Rejected – if your visa has been rejected, it would have been for a specific reason and you have the right to appeal.

Common rejection reasons include:

• You applied for the wrong visa – it is your responsibility to apply for the correct visa depending on how long you are going to the Schengen area for and your reason for travelling there
• It is not clear that you plan to return to the UK – it must be clear that you intend to return to the UK before the visa expires. If the visa staff have doubts about this, your visa will be rejected
• The purpose of your trip cannot be established – the reason why you are planning to go to The Schengen area must be made clear. You can do this by providing specific documents like a full itinerary, work contract or invitation letter, etc.

Want to know more reasons why a visa might get rejected? Find out in this blog post.

What if my Schengen Business Visa is rejected?

If you receive a negative answer in your Schengen Business Visa application, this does not mean you cannot ever travel to The Schengen area for business. You have two options:

• File an appeal for Schengen Business Visa rejection if you believe that the decision to deny you a visa is unjust. You should have a strong basis for your complaint. You can appeal this decision by writing an appeal letter for a Schengen Business Visa rejection.
• Reapply by correcting the mistakes you did in your previous application. Or improve your situation to comply with the eligibility criteria for a Schengen Business Visa.

Schengen Business Visa Extension

Short-stay Schengen visa extensions are permitted by the regulation of the European Parliament and of the Council under certain circumstances. However, you will have a very low chance to get one if you do not have a strong reason as the basis of your application.

According to the Schengen visa policy, acceptable reasons to extend a Schengen short-stay visa are only the following:

Late Entry

You can base your visa extension application on this reason, only if you have a single-entry short-stay visa.  However, this is your best case to extend your visa. You can apply for this visa extension if you have entered Schengen after your visa became valid. I.e. if your visa became valid on August 1, but you entered Schengen on August 15, you can apply for a two-week visa extension, and you are very likely to get it.

Humanitarian Reasons

The Schengen visa policy has made it possible to extend a short-stay Schengen visa to prevent or overcome hardship for third-country nationals. You will be granted a short-stay visa extension based on humanitarian reasons if you need to stay in one of the member states to continue receiving medical treatment, to take part in the funeral after the sudden death of a family member, to give support to a person close to you who is going through some kind of hardship, etc.

Force Majeure

If something unexpected has occurred all of the sudden in your home country before your visa expiration, as a conflict or war, or even violent protests across the country, extreme weather conditions, no flight connections because of consecutive earthquakes or other reasons, then you have a good chance to get a Schengen short-stay visa extension. You will be granted an extension of a few weeks, or until the situation in your home country changes. If the situation does not change, you will have to apply once again for a short-stay visa renewal, to remain in Schengen.

Important Personal Reasons

Risky, but you should still give it a try if you have no other chance. If you have some unfinished business in one of the Schengen Member States, an unplanned wedding (of yours or your relative), etc., then you may apply for the extension. The immigration authorities will then decide whether you should be granted a visa extension or not.

Find out how to extend your Schengen visa and avoid penalties for overstaying in the Schengen zone by reading our blog post: Overstaying in the Schengen Zone? Here’s How to Extend Your Schengen Visa.