How travel agents prepare Schengen visa application files for clients

1. Client intake

Collect passport details, travel dates, cities, employment or study status, who pays for the trip, and any previous Schengen visas or refusals. Ask for exact dates only once flights are planned.

2. Pick the right consulate

Apply to the country of the main destination (longest stay or main purpose). If stays are equal, use the country of first entry. Confirm the client's local visa centre for that country.

3. Build the destination checklist

Start from the common Schengen list (form, photos, passport, insurance, proof of funds, accommodation, travel plan) and add the consulate's local extras, such as employer letters or tax returns.

4. Cover letter and itinerary

The cover letter explains purpose, dates, funding and ties to home. The itinerary must match bookings day by day. Mismatched dates between documents are one of the most common avoidable problems.

5. Insurance check

Cover must be at least €30,000, valid in all Schengen states and for the whole stay including transit days.

6. Folder order and final review

• Put documents in the order of the consulate's checklist.
• Check names, passport numbers and dates match across every document.
• Keep copies for the client and your records.

Doing this for many clients?

SchengenDoc for Business generates steps 3–5 for each client from one questionnaire. Every plan starts with a 7-day trial that includes 3 files.

Free tools

• Document checklist builder
• Which Schengen country to apply to
• Travel insurance requirements

Common questions

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