Schengen Visa Cover Letter Format with sample and common mistakes (2023)

So, a close friend was rejected a Tourist Schengen Visa for France from India – twice in a row. She had to postpone her flight to a later date, but lost quite some money on Visa fees, hotel bookings and some internal flights within Schengen area. The reason quoted for the rejection was – ‘The information submitted regarding the justification for the purpose and conditions of the intended stay was not reliable‘ and ‘Your intention to leave the territory of the Member States before the expiry of the visa applied for could not be ascertained’. I was intrigued and asked her for the covering letter that she submitted while applying for Schengen Visa. Her cover letter, though has necessary details, and was flawed at some places, which triggered me to pen down this post.

How am I qualified to write this post on Schengen Visa Cover Letter?

Having obtained Schengen Visa twice now – for Italy in 2016 and Sweden in 2017, though not an expert on this topic, I stand qualified to share my 2 bits – How not to screw up your Covering letter for Schengen Visa?

First off, let’s discuss – Why do we need a cover letter at all?

Why do we need a cover letter for Schengen Visa?

Just like any official interaction, be it a job application or any sort of request where we are seek attention of the reader – we need to introduce ourselves and make our intentions clear, right? That is why we need a cover letter. Given this, we need to make optimum use of this opportunity and give a clear picture to the Embassy officer – who doesn’t know who we are nor has the power to read our minds nor does he/she have the patience to figure out the jigsaw puzzle we have handed over to them in the form of travel documents!

Covering letter is your best chance to convince the Embassy officers to put that much needed Visa stamp on your passport. Imagine a cover letter like an interview, only that you will not be present in front of them, but it speaks on your behalf. (Scroll down at the end of this page to receive your Free copy of an editable format of an ideal ‘Schengen Visa Cover Letter’ )

Just think, in an interview – What all they might ask? What do you need to inform them about you? About your trip?

Any apprehensions, any communication – everything has to be done through the cover letter.

While applying Schengen Visa Italy last year, I did not understand why a cover letter is so important. But this time around, while applying Schengen for Sweden, I realized the power of a cover letter. The reason being these three scenarios:

(Video) Schengen Visa Cover letter 2022 l How to write a Cover letter for Europe Visa

1. Our middle names in the flight tickets were left out, as the website which was used to book the tickets had some bizarre mandatory name requirements. This was a worrying factor. So, before we applied Schengen for Sweden, I wrote to Sweden VFS Visa helpline and they responded within a day and instructed me to mention the same in the cover letter.

2. In Sweden, we will be travelling to Swedish Lapland and we have an overnight train journey from Stockholm to Kiruna and the same applies for the return journey too. A First class sleeper coach was booked for the night train journey, which was attached with the Visa application. In VFS office, the teller there pointed out that there are no hotel bookings made for those two dates. For which we diligently showed the train bookings with specific dates, travel time that exceeded 16 hours each side and a mention of sleeper coach. She highlighted dates in the train bookings and still insisted that we mention the same in the cover letter. We had to write that info at the back of the cover letter and sign it, as adding the same in the soft copy of cover letter and getting a print again was not feasible at that point in time.

Schengen Visa Cover Letter Format with sample and common mistakes (1)
3. On the last day of our travel in Sweden, we arrive from Iceland to Sweden late in the night and we have an early morning flight back home the next day. We did not book any hotel as we decided to walk into one of the hotels in the airport if we felt the need for a short nap. The lady at the counter insisted that we must have a hotel booking for the same because that night did not have any bookings against it – neither in Iceland nor in Sweden. We had to go out of VFS office, barge into the nearest cyber center and do temporary hotel booking for that date, take the print out and then attach it to the application. Maybe if we had mentioned that in the cover letter, the purpose would have been solved. But then, we are staying in both Iceland and Sweden for 11 days each and we had 11 days of hotel bookings in Iceland and 10 days of hotel bookings in Sweden and for that last day in Sweden, we hadn’t booked any place due to the transit and assumed that the Embassy officer would read our minds and figure out that we will walk into an airport hotel. Well, a lesson learnt!

So, what all do we need to mention in a cover letter?

• The purpose of your travel to the Schengen countries – is it for tourism purpose? Or official purpose? Or for studies?
List the countries are you visiting during your stay in Schengen area.
How and who is sponsoring your trip? Is it self-sponsored or sponsored by someone (husband, father etc.) and by what means – Cash (by showing balance in bank)? Credit card? Forex? Traveller cheques?
• If you have a sponsor in the country you are visiting, then ask them for an invitation letter and clearly explain your relationship with your sponsor and the reason why they will be sponsoring your trip. Here, a sponsor might be a friend, relative or something/someone official.
• A brief of your itinerary. Here, it is a good idea to use a table format with countries you’d like to visit, days spent there and a mention of places you will be visiting while you are there. (For an example, see the sample below)
• Explain clearly why you chose to apply at that specific Embassy and not through any other country.
List the documents that are attached with the Visa application
• In case you are not able to produce any particular document, mention that and try providing an alternative document which would cover the necessity of the former.
• Mention the company and your designation of your employment in cover letter and write that you have taken a leave for the duration of the trip and are required to join back work after the vacation.
• And any other specific communication which you think the Embassy officer needs to know.

Some tips and suggestions:

• Apply Visa as early as possible – we can apply for a Schengen Visa 90 days before our travel date.
• Go through the Visa requirements checklist many times – even after securing all documents, there might be something that is always left out for the last minute! Isn’t it? Mr. Murphy is always lurking somewhere nearby.
• Do NOT assume that the things are obvious and will be understood from the documents submitted. Always mention such things. The Embassy officer has to go through loads of applications every day. So, its not a really good idea to let him/her figure out stuff.
• Try limiting your cover letter to one page.
• And obviously, write a convincing cover letter 🙂
• Go through it again and check it for any spelling mistakes and do a Spell Check in MS Word or similar. Its not that you will be penalized for spell errors. It just gives a good first impression.
• Doesn’t matter for what country you are applying – France, Hungary, Italy, Spain, Netherlands, Norway, Austria or any Schengen country for that matter – whether a cover letter is mandatory or not – Just write it and write a rocking one!

My secret tip: Almost all visa applications ask for confirmed hotel bookings.With so many booking sites and hundreds of hotels and apartments, its indeed difficult to choose the place which suits our taste. I always check the prices of hotels/apartment from this website and compare prices offered by different booking sites and book the accommodation from the one that offers the best price. Compare hotels by checking in this search box below !

For booking car for our self drive journeys, I trust this site and have booked from here in all our self drive sojourns.

Fine, enough for today’s Theory session. Let the practical class begin now!

This was my friend’s Cover Letter. Let me try and point out what could have been added and how can it be improvised.

21/06/2017
Place: Bangalore

THE HONOURABLE CONSUL,
EMBASSY OF FRANCE
21 Palace Road, Vasanth Nagar,
Bengaluru, Karnataka 560052

Dear Sir or Madam,

(Video) 🇪🇺 How To Make A Covering Letter For Schengen Visa In 2022 #coveringletter #schengenvisa #europe

Sub: Application for Short Stay Visa for Tourism from 30/06/2017 to 11/07/2017 (Self-Sponsored)

I intend to travel to countries France, Belgium and Switzerland from 30/06/2017 to 11/07/2017 and would therefore like to obtain a Schengen travel visa.

The purpose of my trip is tourism, to visit popular places in these European countries, especially the Eiffel Tower, the Paris Disneyland and the Louvre Pyramid in France, Interlaken, Jungfrau in Switzerland and Grand Palace, Bruges, Pairi Daiza etc in Belgium. During the trip in Belgium, I will stay in my sister’s home who is a resident of Belgium (attached the required document for the same)

Please find enclosed the following documents to support my visa application:
1. Original and copy of my passport
2. Application Form duly filled and signed with Photograph as per specifications, attached
3. Documentary evidence of my employment (leave sanction letter)
4. Copy of my booking at Hotels in Paris and Switzerland.
5. Invitation letter from my sister, a resident of Belgium and copy of residential permit
6. Income tax returns of last 3 years
7. Personal bank statements of last 3 months
8. Salary slips of last 3 months
9. Copy of my travel medical insurance policy, valid for the whole Schengen Area and covering up to 100,000 Euros for medical and hospital care plus repatriation for emergency medical reasons
10. Copy of e-ticket for my return flight to Bangalore via Doha with Qatar Airways

I trust you will find that everything is in order, but please feel free to contact me should you need any additional details or documents.
Looking forward to hearing from you,

Yours sincerely,
XYZ,
Address, Phone, Email.

Here, I find 3 major flaws:

• She had submitted the official leave letter with the application, but there isn’t any mention of her employer or designation in the cover letter. As I said earlier, lets not assume that it is understood. Even if it is obvious, mentioning it in the cover letter makes a huge difference.
• The itinerary presented was very cloudy. Seems like there is a no perfect plan chalked out. But in reality, the plan was present, that is why the hotel bookings were done. But it hasn’t been mentioned clearly in the cover letter.
• Another major point – there is NO reason presented here as to why France is being chosen as a Consulate to apply Schengen Visa.

A template or a sample which we used for Schengen Italy Cover Letter:

May 3, 2016
Bengaluru

The Honorable Consulate,
Embassy of Italy,
Kanchanjunga, Piano Terra,
72 G.Deshmukh Marg
Mumbai – 400 026

Dear Sir/Madam,

(Video) THIS COVER LETTER WILL IMPRESS VISA OFFICIAL- What to write ? What not to write?

I would like to apply for Schengen visa to spend a holiday in five countries – Italy, Croatia, Bosnia and Herzegovina, Slovenia and Montenegro, this May 27 to June 12, 2016. I am applying through your Honourable Consulate, as Italy is my main destination and first point of entry as well as my point of exit.

We are a family of five travelling together. Tourism is the main purpose of our visit, to see the beautiful sights especially the museums and ancient architecture.

Our detailed itinerary is attached inside. Brief itinerary would be as follows:

Arrival dateDeparture dateDaysCity(Country)
27 May 20162 June 20167Rome-Florence-Pisa-Calenzano-Maranello-San Marino-Civitanova-Naples-Pompeii-Sorrento-Blue Grotto-Amfali Coast-Eboli-Alberabello-Bari (Italy)
3 June 20163 June 20161Dubrovnik (Croatia)
4 June 20164 June 20161Montenegro
5June 20165June 20161Mostar (Bosnia)
6 June 20168 June 20163Split-Rastoke-Zagreb(Croatia)
9June 20169 June 20161Ljubljana (Slovenia) –Venice (Italy)
10 June 201610 June 20161Milan (Italy)
11 June 201611 June 20161Rome (Italy)

I am employed at XYZ, Bengaluru since July 2010 and currently holding the position of ABC. Vacation from work has already been approved for the whole duration of this trip.

Please find the following documents to support my visa application enclosed herewith:

* Application form, duly dated and signed with passport-size picture
* Passports
* Employment and Leave certificates showing the date I’m expected to return for work
* Detailed itinerary
* Hotel booking reservation as proof of accommodation
* Payslips, Bank Statements, Statement of Account as proof of income, ITR, Credit card statements, Forex receipts
* Travel Insurance with benefits coverage of 50,000 Euro for each person travelling
* Plane ticket booking reservation via Qatar Airways for Bangalore – Rome – Bangalore on May 27 – June 12, 2016

I trust that you will find that everything is in order, and I remain at your disposal for any further information. Thank you very much for your time. I hope for a favourable response for my visa application. For questions and clarifications, please feel free to contact me anytime.

Sincerely,
Name
Mobile:
Email:

This format bought us Schengen Visa for Italy on our European Odyssey last year. Hope this post helps you in crafting your letter.

If you are planning to apply a Schengen Visa for Italy, thenclick here to read a post about the process of applying Schengen Visa for Italy.

Please note that right click is disabled on this page to discourage plagiarism. However, you can get the cover letter sample by entering your email in the box below to receive an editable sample of ‘Schengen Visa Cover Letter’.

(Video) Covering Letter and Travel Itinerary for Schengen Visa | Schengen Visa from India

Cheers!

If you liked this post, show us some love and pat us on our backs! Like us on Facebook, follow us on Twitterand Instagramand subscribe to our Youtube channel!

Other related important reads:

Ultimate guide for Schengen Visa Italy from India

Italy Self drive Itinerary

Iceland 10 day itinerary

Croatia 7/10 days itinerary

14 things to know before driving in Italy

Plitvice Lakes – Land of Falling Lakes, Croatia

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Schengen Visa Cover Letter Format with sample and common mistakes (2)

FAQs

How do I write a cover letter for a Schengen visa? ›

Dear Sir or Madam, I am writing this letter to request a Schengen Business Visa on behalf of [applicant's full name] with the passport number XXXX. Through this letter, I would like to confirm that [applicant's full name] is employed at our company [company's name] where he works as [job title or position].

What should a visa cover letter include? ›

A cover letter for a business visa must include the following:
  • Letterhead of company.
  • Travel dates.
  • The purpose of the business trip (what business will be conducted)
  • The duration of the trip.
  • The company name, as well as your position in the company.
  • The visa type you are applying for (Business Schengen Visa)
26 Sept 2022

How do I write a cover letter for Italy? ›

A cover letter in Italy should be brief and clear about the job being sought. Speculative applications are common and should be formal with an indication of why you would like to work for the company and what you can offer them. Italian CVs do not usually include photos or references (unless otherwise requested).

How do I write a letter to support my visa application? ›

Dear Sir or Madam, I am writing you today in support of the visa application[s] of [NAME OF APPLICANT(S) & TITLE(S)], application number [VISA APPLICATION NUMBER IF APPLICCABLE]. [Enter description of your organization and its goals.

Why is Schengen visa rejected? ›

According to Schengen Visa Info, there are 12 reasons for which visa applications are rejected most frequently, including here a criminal past of the applicant, a damaged passport, the invalidity of one of the documents submitted, and insufficient financial means to support travel, etc.

Which is the easiest country to get Schengen visa? ›

Estonia is the easiest country to get a Schengen Visa from, with only 1.5% of applications rejected in 2020. This means that 98.5% of the Schengen Visa applications for Estonia received a positive answer.

What are the 4 parts of a cover letter? ›

  • Parts of a Cover Letter.
  • First Paragraph: The Purpose.
  • Middle Paragraph: The Proof.
  • Last Paragraph: The Close.

What are the 3 parts of a cover letter? ›

A cover letter should be 3 paragraphs – Introduction, Sales Pitch and Conclusion.

How do you write a successful cover letter? ›

What the Experts Say
  1. Do your research first. Before you start writing, find out more about the company and the specific job you want. ...
  2. Focus it on the future. ...
  3. Open strong. ...
  4. Emphasize your personal value. ...
  5. Convey enthusiasm. ...
  6. Watch the tone. ...
  7. Keep it short. ...
  8. Get feedback.
4 Feb 2014

How do you address a visa officer? ›

Dear Consular Officer, (DO NOT MAIL this letter to the embassy/consulate. Ask your guest to bring it with the graduation verification letter to the visa interview.)

How do I write a letter to the embassy for visa status? ›

Sample Letter to Embassy for Visa Status

I have time to go to Malaysia these days that is why i was curious to know about my visa status. My visa application number is 999999. Please let me know in your early response about my visa status so i can manage time, and dates for my travel, and holidays.

How do I write a letter to embassy for urgent visa? ›

Respected hr manager! Hope you are well. I have applied for a visit visa for America for above eight months now, and while I mentioned it clearly in my application that it was required urgently due to personal reasons it still has not shown any progress.

How do you address a letter to an embassy? ›

To address a letter to an embassy, start by putting the date in the top left-hand corner of the page. Then, below the date, include the formal title and name of the person you're addressing at the embassy, followed by the embassy's full address.

What is a letter of support example? ›

Example of “Letter of Support”

I am pleased to be writing a letter in support of the proposal (name of the project) being submitted to the (name of the program) Program by our (name of department) at (name of institution). We strongly support this grant application and the focus on (mention the purpose of the study).

Which Schengen visa is hardest? ›

According to Schengen Visa Statistic 2021, the 4 countries with the highest rejection rates were: Sweden, Norway, France, and Denmark. These 4 countries were more likely to reject a visa application than any other Schengen country.

How can I pass my Schengen visa interview? ›

Tips to keep in mind when answering Schengen Visa interview questions:
  1. Be calm, composed, and articulate.
  2. Breathe and stay relaxed.
  3. Give precise and comprehensive answers.
  4. Answer all questions truthfully to the best of your knowledge.

Can I get Schengen visa without interview? ›

A Schengen Visa permits a stay or travel to any member states that fall within the Schengen zone. So if you are planning to visit countries like Austria, Denmark, etc., you would probably apply for a Schengen Visa. While doing so, you will have to appear for an interview once the documentation is done.

Which Schengen country gives visa easily 2022? ›

Lithuania. This country is the easiest one to get a Schengen visa. As per the reports, officials grant visas to almost 98.7% of applicants.

Which country gives visa fast? ›

Cambodia. Famed for beautiful temples, this destination is also quite popular among the travelers, and one of the best places to visit with visa on arrival. For Indian travelers, Cambodia offers easy visa on arrival that ensures a stay of maximum 30 days.

How do you know if Schengen visa is approved? ›

You will receive an email update when your decision has been returned to the Schengen Visa Application Centre. If you can't access email easily, or would like more detailed tracking information, you may also be able to get updates by SMS sent directly to your phone.

How much money do I need to show in my bank account for Schengen visa? ›

According to the European Commission, if you want to enter France by applying for a France Schengen Visa, you must attest to financial sufficiency of at least 120 EUR per day. However, if you can prove that you have already paid for your accommodation in France, you only must have at least 65 EUR per day.

Is cover letter important for visa? ›

A Cover Letter complements your Visa application in a way that it clearly presents and describes the purpose of your visit to the officials of the country you are willing to go. Without a cover letter, your Visa application lacks purpose and the chances of its rejection are higher.

Can embassy check your bank account? ›

The Embassy does not check bank statement in case of every applicant. It is done on random basis or in case of doubt.

Can I get Schengen visa without bank statement? ›

Submitting the bank statements as proof of financial means is a mandatory requirement when applying for a Schengen Visa, no matter your employment status or your purpose of entry into the Area.

Is 3 months bank statement enough for Schengen visa? ›

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.

How do I write a letter to the Embassy for tourist visa? ›

My name is [Host's Name], residing at [Host's Address] and I am a United States citizen (or lawful permanent resident alien). I am requesting that you issue a tourist (B-2) visa to [Visitor's Name] who resides at [Visitor's Address]. This is to allow him to visit me in the United States.

How do you address a visa officer? ›

Dear Consular Officer, (DO NOT MAIL this letter to the embassy/consulate. Ask your guest to bring it with the graduation verification letter to the visa interview.)

How do you start a letter to a consulate? ›

Use "Dear Honorable Ambassador" if you are addressing the ambassador directly. If you don't know the name or gender of the person to whom you're writing, you can begin your letter "Dear Sir or Madam." However, you should make every effort to address your letter to a specific person.

What is cover letter and example? ›

A cover letter is a one-page document that you submit as part of your job application (alongside your CV or Resume). Its purpose is to introduce you and briefly summarize your professional background. On average, your cover letter should be from 250 to 400 words long.

Do you include your name in a cover letter? ›

So, the first thing you want to do is add your name and surname on the upper left side of the cover letter. Underneath, you should write your professional title (if applicable), your email, and your phone number.

What are the 4 parts of a cover letter? ›

  • Parts of a Cover Letter.
  • First Paragraph: The Purpose.
  • Middle Paragraph: The Proof.
  • Last Paragraph: The Close.

What are the 3 types of cover letters? ›

There are three main types of cover letters: the application cover letter, the prospecting cover letter, and the networking cover letter. Short emails (we call these “non-cover letter cover letters”) are also an effective and increasingly common way to introduce your resume.

What are the 3 parts of a cover letter? ›

A cover letter should be 3 paragraphs – Introduction, Sales Pitch and Conclusion.

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