Are you planning to invite your parents, relatives, or friends to visit you in Germany? Whether it's for quality time together, sightseeing, or helping with a new baby, this comprehensive guide will walk you through the entire process for short stays (up to 90 days) using the Schengen visa application process for "Visiting Family & Friends."
Table of Contents
Visa Requirements
For short stays in Germany (up to 90 days within a 180-day period), visitors need a Schengen Visa (Type C) under the category "Visiting Family/Friends."
Key Features:
- Valid for up to 90 days
- Allows travel within all 27 Schengen member states
- Germany must be the main destination
- Must be applied for through the German Embassy/Consulate or their authorized service provider (VFS Global) in the applicant's country of residence
Eligibility Criteria
Applicants should:
- Hold a valid passport (issued within the last 10 years, valid for at least 3 months beyond intended return date)
- Have clear travel plans and purpose
- Demonstrate strong ties to their home country (property, family, employment, pension) to show intention to return
- Have sufficient financial means (either personally or through sponsorship)
- Not pose a security threat to Schengen states
Application Timeline
| Timeline | Action |
|---|---|
| 6 months before travel | Earliest you can apply |
| 3-4 months before travel | Recommended application time |
| At least 15 working days before travel | Latest you should apply (not recommended) |
Important: Apply early, especially during peak travel seasons (summer, Christmas, New Year)
Step-by-Step Application Process
Step 1: Determine Financial Responsibility
Decide who will bear the expenses for the trip:
- Self-financing: Visitors cover their own expenses (must show sufficient funds)
- Sponsorship: You (the host in Germany) take financial responsibility by providing a Formal Obligation Letter (Verpflichtungserklärung)
Step 2: Gather Required Documents
Collect all necessary documents according to the Document Checklist below
Step 3: Complete the Visa Application
- Fill out the VIDEX online application form: https://videx.diplo.de/
- Print and sign the completed form
- Complete and sign the two additional required declarations:
- Declaration of True and Complete Information
- Declaration of Travel with Valid Medical Insurance
- Ensure your photograph meets the exact Schengen specifications:
- Size 35×45mm (1.38×1.77 inches)
- White background with no shadows
- Neutral facial expression, mouth closed
- Eyes open and clearly visible (no hair covering eyes)
- No glasses, head coverings (except for religious reasons)
- Recent (taken within the last 6 months)
- Customize the invitation letter from the template provided, ensuring it includes all relevant details about you and your visitor
- Prepare flight itinerary/reservation (not actual tickets):
- Book a dummy flight ticket from BookOnwardTicket.com - these are specifically designed for visa applications and are widely accepted by German consulates
- Note that these dummy tickets are only valid for 15 days, so book them just 1-2 days before your visa interview
- Ensure the flight dates match the dates mentioned in your application and invitation letter
- Never purchase actual tickets until the visa is approved
- Gather additional supporting documents that significantly strengthen your application:
- Property papers (demonstrating ownership of real estate)
- Income tax returns (ITR) for the past 2-3 years
- Fixed deposit certificates and other investment documents
- Pension papers (for retired applicants)
- Last 3 months of bank statements showing regular income and sufficient balance
These documents are highly recommended to avoid rejection as they demonstrate strong ties to the home country and financial stability
Double-check that all forms have the same information with no discrepancies in spelling, dates, or other details
Step 4: Schedule a Visa Appointment
- Book an appointment with VFS Global or the German Embassy/Consulate
- Pay the visa application fee (€80 for adults, €45 for children 6-12, free for children under 6)
Step 5: Attend the Appointment
- Submit all documents
- Provide biometric data (fingerprints) if not collected within the past 59 months
- Pay service fee to VFS Global if applicable
Step 6: Track the Application
- Use the tracking number provided by VFS Global or the Embassy
- Wait for processing (typically 15 working days)
Document Checklist
| Document | Details | Provided By |
|---|---|---|
| Visa Application Form | Completed VIDEX form, printed and signed | Applicant |
| Declarations | True information and valid insurance declarations | Applicant |
| Valid Passport | Original + copies of relevant pages (10 years validity, 3+ months beyond return) | Applicant |
| Photograph | Biometric (35x45mm, white background, recent) | Applicant |
| Cover Letter | Explaining purpose and itinerary | Applicant |
| Invitation Letter | From host in Germany with contact details and visit information | Host (You) |
| Proof of Relationship | Birth/marriage certificates showing relation | Host/Applicant |
| Accommodation Proof | Rental contract, property ownership, or hotel bookings | Host |
| Financial Documents | Bank statements (3+ months) OR Formal Obligation Letter | Host/Applicant |
| Travel Itinerary | Flight reservations (not tickets) | Applicant |
| Travel Health Insurance | €30,000+ coverage for Schengen area | Applicant |
| Proof of Ties to Home Country | Employment letter, property documents, family ties | Applicant |
| Civil Status Documents | Marriage/divorce certificates if applicable | Applicant |
Document Preparation Best Practices
Organization and Presentation:
- Use a clear folder with labeled sections for each document category
- Include a master checklist at the front referencing each document
- Number all pages and create a table of contents
- Provide a brief cover note explaining your visit purpose in simple terms
- Place documents in the same order as the embassy's official checklist
Document Quality:
- Ensure all copies are clear, high-quality, and in color when possible
- Highlight important information (like names, dates, amounts) with transparent markers
- For lengthy documents (like bank statements), add tabs for easy reference
- Ensure all translations are certified with translator credentials included
- Have all name variations noted and explained in a separate letter (if your name appears differently on different documents)
Additional Supporting Documents:
- Employment verification: Include not just an employment letter but also recent pay stubs
- Property ownership: Provide tax records along with property deeds
- Family ties: Include a family tree diagram with supporting documents
- Previous travel history: Copies of stamps/visas from other countries (especially Schengen or Western countries)
- Retirement proof: Pension statements, retirement ID cards
Financial Documentation Strategy:
- Have bank statements show regular income patterns, not just lump sums
- Include credit card statements showing responsible financial behavior
- For self-employed: Include client contracts and GST registration
- Highlight/annotate specific entries showing financial stability
Special Situations:
- For visitors with previous visa rejections: Include a detailed explanation letter addressing each previous rejection reason
- For visitors with medical conditions: Include doctor's letter confirming fitness to travel
- For visitors during peak tourist seasons: Include more extensive financial proof (rule of thumb: 25% more than minimum requirements)
Before Submission:
- Make a complete copy of your application package for your records
- Create a digital backup (scan) of all documents
- Verify all dates align consistently across different documents
- Double-check that no signature fields are left empty
- Ensure bank statements are stamped and signed by the bank
Additional Documents for Special Cases
For Retirees:
- Pension statements (last 3 months)
- Property documents
For Employed Visitors:
- Employment letter stating approved leave
- Recent salary slips
- Tax returns
For Self-Employed Visitors:
- Business registration
- Tax documents
- GST registration (if applicable)
For Minors:
- Birth certificate
- Parental authorization from both parents
- Copies of both parents' passports
- School enrollment certificate
Financial Sponsorship
Option 1: Self-Financing
Applicants must show sufficient funds (approximately €100 per day of stay) through:
- Bank statements (last 3 months) showing a healthy balance (approximately 3-4 lakhs INR or €3,000-4,000 for a typical 90-day stay)
- Fixed deposits and other investments
- Property ownership documents (highly recommended even if not explicitly requested)
- Income tax returns for the past 2-3 years
- Other liquid assets
Important: Having strong financial documentation is crucial, as insufficient funds is one of the most common reasons for visa rejection.
Option 2: Sponsorship with Formal Obligation Letter (Verpflichtungserklärung)
If you're sponsoring the visit:
What is a Verpflichtungserklärung?
A Formal Obligation Letter is a legally binding commitment where you agree to cover all costs that might arise during your visitor's stay, including:
- Living expenses (accommodation and food)
- Healthcare costs (even with travel insurance)
- Potential costs of deportation if necessary
This obligation remains valid for up to 5 years and does not expire even if your visitor is granted a humanitarian residence permit or asylum
Important to note: While your financial obligation can last up to 5 years, the Verpflichtungserklärung document itself is only valid for 6 months from its issue date for visa application purposes. This means your visitor must apply for their visa within 6 months of you obtaining this document, and also you should reapply for a new Verpflichtungserklärung or check with your local Ausländerbehörde for subsequent visits, even if your visitor was granted a 1, 3, or 5-year multiple-entry visa after their first application.
Requirements for sponsors:
- Must have main residence in the same city where you apply
- Foreign nationals must have a valid German residence permit with at least 9 months validity remaining
- Must have completed probation period if employed
- Must demonstrate sufficient financial capacity (see financial thresholds below)
Financial Requirements (Example from Leipzig, 2024-2025):
For a sponsor with no other dependents, the minimum net income required:
- For 1 adult guest: €1,900/month
- For 2 adult guests: €2,300/month
- For 3 adult guests: €2,700/month
- For 4 adult guests: €3,110/month
Note: These thresholds increase if you have other dependents and will vary by city. Each local Foreigners' Office determines its own specific requirements.
How to obtain a Verpflichtungserklärung:
- Book an appointment with your local Foreigners' Office (Ausländerbehörde)
- Complete the required application forms (available online or at the office)
- Bring the following documents:
- Your ID card or passport with valid residence permit (minimum 9 months validity)
- Proof of income:
- For employees: Employment contract and last 3 months' salary statements
- For self-employed: Latest tax assessment, business registration, and last 3 months' financial statements confirmed by tax advisor
- For retirees: Current pension statement
- Proof of health and pension insurance including costs
- Rental contract or property ownership proof
- Documentation of any other financial obligations (loan agreements, etc.)
- Pay the administrative fee (€29 per document)
Processing time: Typically 1-3 months depending on the city
Alternative Option: Security Deposit
Some cities (like Leipzig) offer the option to provide a security deposit instead of income verification:
- Deposit of at least €3,000 per guest in a blocked bank account
- The deposit will be released after your visitor's confirmed departure
- Usually results in faster processing of the Verpflichtungserklärung
Important: The specific requirements vary between different Foreigners' Offices. Always check with your local authority for the exact requirements and current thresholds.
Travel Health Insurance
Requirements
- Minimum coverage: €30,000
- Valid throughout the entire Schengen area
- Coverage for: medical emergencies, hospitalization, repatriation
- Duration: entire visa period
Recommended Providers
ADAC Incoming Insurance
- Highly trusted German provider
- Excellent coverage for medical emergencies
- Online booking available: ADAC Incoming Insurance
- Special considerations for travelers over 66 years old
AXA Schengen Insurance
- Competitive rates for older travelers
- Multiple coverage options
- Easy online application: AXA Schengen
- Certificate provided immediately
Visa Appointment Process
Booking an Appointment
- Visit VFS Global Germany or the German Embassy website
- Create an account and select "Visiting Family/Friends" category
- Choose available date and time
- Pay visa fee online (€80, approximately ₹7,200)
At the Appointment
- Arrive 15 minutes early
- Bring all original documents plus one set of copies
- Expected duration: 30-60 minutes
- Biometric data collection if required
After Submission
Processing Time
- Standard: 15 working days
- Additional 2-3 days if applying through VFS Global
- Possible delays during peak seasons
Tracking Your Application
- Use the reference number provided
- Check status online through VFS Global portal
- Wait for SMS/email notification
Visa Collection
- In person at the application center
- Authorization letter if collected by someone else
- Courier service option: VFS Global offers a paid courier service to deliver the passport with visa directly to your visitor's address (additional fee applies)
- Check visa details carefully upon receipt (dates, category, number of entries)
Tips for Success
⚠️ Be Cautious of VFS Premium Services
- VFS Global staff sometimes try to upsell premium services by creating unnecessary panic about "missing documents" or "problems with your application"
- These premium services are generally not required if you've properly prepared your documents
- Politely decline these services and avoid engaging in extended conversations with staff trying to sell additional services
- If you're confident your application is complete based on the official checklist, proceed with the standard submission
✅ Document Preparation
- Organize documents according to the checklist
- Include a cover page for each section
- Provide English or German translations for all documents not in these languages
- Add supporting financial and stability documents: Even if not explicitly requested, including property papers, income tax returns (ITR), fixed deposit certificates, pension papers, and comprehensive bank statements is highly recommended to avoid rejection. These documents significantly strengthen the application by demonstrating strong ties to the home country and financial stability.
✅ Financial Documentation
- Bank statements should show regular income and sufficient balance
- Highlight relevant transactions
- Include credit card statements if applicable
✅ Accommodation
- If staying with host, provide detailed address information
- Include floor/apartment number and ZIP code
- Attach copy of host's rental agreement or ownership proof
✅ Travel Planning
- Show a realistic itinerary
- Don't book non-refundable flights before visa approval
- Allow buffer days at both ends of the trip
✅ Interview Preparation
- Be ready to explain the purpose of visit
- Know basic details about the host and their situation in Germany
- Understand your own travel plans
Frequently Asked Questions
Q: Can visitors extend their stay beyond 90 days?
A: No, the maximum stay is 90 days within any 180-day period. For longer stays, a different visa category is required.
Q: Can visitors work on a Schengen visa?
A: No, working activities are strictly prohibited on a visitor visa.
Q: Can visitors travel to other Schengen countries?
A: Yes, but Germany must be the main destination (longest stay or primary purpose).
Q: What happens if the visa application is rejected?
A: The rejection reasons will be provided. You can appeal within 30 days or address the issues and reapply.
Q: Is travel insurance mandatory?
A: Yes, it's a non-negotiable requirement with minimum €30,000 coverage.
Q: How early can visitors enter the Schengen area?
A: From the "valid from" date on the visa, not before.
Q: Can multiple family members be included in one application?
A: No, each person needs a separate application, though appointments can be scheduled together.
Q: What if visitors have previous Schengen visas?
A: Include copies of previous visas, which may positively influence the decision.
Sample Documents
Invitation Letter Template
Useful Resources
- Official Application Form: VIDEX Application
- VFS Global Germany: Visa Information
- German Missions in India: Official Website
- Schengen Calculator: Calculate Legal Stay
- Travel Health Insurance: ADAC | AXA
- Flight Reservations: Airlines' "Hold Booking" Options
Disclaimer: This guide is based on information available as of April 2025. Visa requirements and processes may change. Always check the official German Embassy/Consulate website for the most up-to-date information.
Need further assistance with your German visa application or university admissions process? Contact Think Mile for personalized guidance from our experienced team.
Acknowledgments: Special thanks to Srinidhi Nayak for valuable insights and support in creating this comprehensive guide. This collaboration has made it possible to share accurate, practical information based on real experiences with the German visa process.
