How to Book an Appointment and Application Process for Germany Visa

How to Book an Appointment and Application Process for Germany Visa

Planning to Apply for Germany Visa? In this Post, you can find information like How to book an Appointment for Germany Visa and the Application Process for Germany Visa.

Application Process for Germany Visa

Step 1. Choose the right visa for your trip

The first step is to determine which visa type you are looking for

  1. Short Term Visa
    • Business
    • Tourist, Visit Family and Friends
    • Guest Scientist/ Visiting Scholar
    • Visa for Training/ Internship
    • Airport Transit
    • Seaman
  2. Long Term Visa
  3. EU Regulation
Note: For Study/Student Visa you need to look for Long Term Visa

You’ll also need to know the documents that you’ll have to submit along with your application, how long the application might take and fees you’ll have to pay.

Each application must comply with the guidelines applicable for your visa category. If your documents are not in English, you may need to get translations prepared before applying.

Read Also: Applying to a German University: Uni-Assist vs Direct Application

Step 2. Apply – Get started with your visa application

Once you are ready to apply, go to the Embassy of the Federal Republic of Germany website to apply for your visa online.

You can also download the visa application form, complete it, print the completed form, and bring it with you to the Visa Application Centre for submission.

Please ensure that you complete the form in full
Please also print, sign and bring with you when attending for your Visa appointment.
Handwritten forms will not be accepted.

As part of the visa application procedure, from 2 November 2015 applicants will need to provide biometric fingerprint data along with a digital photograph when they apply for their Schengen visa. Once the biometrics have been given, they are valid for a period of 59 months.

Step 3. Book an appointment – Choose a Visa Application Centre and make an appointment

If you are from INDIA and applying for Student/ Study Visa, you can make an appointment at the following Centre:

New Delhi (The area of jurisdiction of the embassy comprises the states of - Haryana, Himachal Pradesh, Jammu and Kashmir, Punjab, Rajasthan, Sikkim, Uttar Pradesh, Uttarakhand as well as the Union Territories of Chandigarh, NCT of Delhi, Andaman and Nicobar Islands, Lakshadweep including Minicoy and Amini.)
Mumbai (The area of jurisdiction of the Consulate comprises the states of - Maharashtra, Gujarat, Goa, Madhya Pradesh, Chhattisgarh, Daman and Diu)
Kolkata (The area of jurisdiction of the Consulate comprises the states of - West Bengal, Bihar, Jharkhand, Orissa, Assam, Arunachal Pradesh, Manipur, Meghalaya, Mizoram, Nagaland and Tripura)
Bangalore (The area of jurisdiction of the Consulate comprises the states of - Karnataka and Kerala.)
Chennai (The area of jurisdiction of the Consulate comprises the states of - Andhra Pradesh, Tamil Nadu, Telangana and Pondicherry.) - and check whether you’re eligible to apply for it.

Once your visa application is ready for submission you will need to book an appointment to have your fingerprints and photo taken at a Visa Application Centre. This is known as ‘biometric information’.

Applicants for a Long-Term Visa can now schedule their appointment online 
or by contacting them on 022 67866013
or email them on

Once you’ve booked your appointment, you’ll receive an appointment confirmation email along with the letter of appointment.

Please note: If you have missed your appointment on the scheduled day, 
the system will not allow you to reschedule or cancel and
you will require to book a new appointment after 24 hours.

Step 4: Pay your fees – Find out the amount you need to pay

Once you have made your application, you will need to pay your visa application fee. If you are applying online for your visa, your payment will be made as part of this process. If you download the form to print and bring to the Visa Application Centre, payment can be made at the time of your appointment.

Some Visa Application Centres accepts MasterCard and Visa for short stay applications. At the Visa Application Centre, you can also pay the fee in cash or as a demand draft drawn in favour of “VFS Global services Pvt ltd”.

Step 5: Visit a Visa Application Centre – Attend your scheduled appointment

If you are submitting your biometrics, you’ll have to submit your complete visa application form at the Visa Application Centre in person. If you have previously submitted your biometrics for a Schengen visa post 2 November 2015 you do not have to submit your biometrics again. In such cases you may choose to submit your application via a representative.

For more information on this you may contact them on 022 67866013 
or email them on

Applicants can apply in any of the VFS centres irrespective of their jurisdiction.

They will check and send the application to the Consulate/Embassy of their respective jurisdiction at some additional cost.

Step 6: Track your application – Stay informed about the progress of your application

You will receive an email update when your decision has been returned to the 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. Check whether this service is available at the Visa Application Centre you are visiting.

You can also track your visa application status online.  Use the Reference Number present on the invoice/receipt issued by the Visa Application Centre along with your last name to access this service.

Step 7: Collect your passport – Receive your passport from the Visa Application Centre

After a visa application decision has been made, you can pick up your documents from the Visa Application Centre or have your documents returned to you by courier for an additional fee. For some Visa Application Centres your documents will only be returned via courier.

Collecting your documents in person: bring the receipt issued by the Visa Application Centre and a form of Government identification. If permitted you may be able to send a representative to collect your documents; they will need to present a letter of authorisation signed by you, bring the receipt issued to you by the Visa Application Centre and their Government identification.

Please check with the Visa Application Centre at time of your appointment for the options available to collect your documents.

The Embassy of The Federal Republic of Germany has implemented a change in arrangement for the collection of passport(s) from VFS Visa Application Centre. With effect from 16 July 2014, third party collection of the documents or passports will not be permitted, except in the following cases:

  • Immediate Family Member (i.e. Parents, Children, Siblings)
  • One member of a group collecting for the entire group
  • A person collecting on behalf of Govt. officials if authorized on the Govt. letter head or department
  • Representative of a company – Authorization letter on the letter head of the company and the official ID card

If any of the above comes for passport collection they need to carry the following documents;

  • Photocopy of Govt. ID card
  • Original ICR
  • Authorization Letter from applicant

Applicants who do not wish to collect their documents in person and whose documents cannot be collected by one of the above should select delivery mode as courier at the time of submission.

The applicants are requested to mention the complete delivery address on the covering letter. In case no specific address is mentioned on the covering letter, the passport will be sent to the address mentioned on the Visa Application Form.

This procedural change is to ensure the safe and secure return of documents to applicants.

What happens at the Visa Application Centre

On the day of your appointment:

  • Aim to arrive 15 minutes before your appointment.
  • You must attend the appointment for your visa application. You cannot send someone in your place.
  • Only applicants, caregivers and those accompanying children under 18 years are permitted to enter the Visa Application Centre.
  • Bring a printed copy of your visa application, as well as a valid passport or travel document with at least 2 pages that are blank on both sides.
  • Bring all supporting documentation (originals and copies)
  • If you haven’t paid your visa fee online, you can pay your fees once you get to the centre.
  • At the centre, you will also need to submit your fingerprints and photograph. This is known as biometric information collection. A digital finger scanner collects images of all 10 digits, and you will have a digital photo taken. The digital fingerprint scanner uses no inks, liquids or chemicals and will not mark your skin.
  • Your digital photograph must be taken with full face and without sunglasses or tinted spectacles, or head covering unless it is worn for religious or medical reasons. Your face should be clearly visible with no hair across the eyes.
  • Ensure your fingertips are free from any forms of decoration such as mehndi, cuts, abrasions or other markings as these may affect your ability to provide acceptable finger scans.
  • If you are applying for a visa on behalf of a child under 5 years old, they must also attend an appointment, but don’t have to provide their fingerprint information.
  • Children under 18 years old need to be accompanied by an adult and this cannot be a member of VFS Global staff.
  • If you miss your appointment on the scheduled day, you will need to book a new appointment after 24 hours from your original appointment date.

Without biometrics information, your visa application will not be processed.


Without biometrics information, your visa application will not be processed.

  • Your fingerprint scan and facial scan will be captured.
  • A digital fingerprint scanner will collect images of all 10 fingers, and at the same time a digital photo will be captured. This is a quick, discreet and non-intrusive process.
  • Your digital photograph must show your full face. You cannot wear sunglasses, tinted spectacles, or a head covering unless it is worn for religious or ethical reasons.
  • If you have temporary injuries on your fingers, you’re advised to wait until your injuries have healed.
  • Ensure your fingertips are free from any forms of temporary body decoration like mehndi as it interferes with the working of the scanner.
  • If you have applied for a Schengen Visa in the last 5 years, you will not need to submit biometric data as you will have already done so.
  • Applicants who are under 12 do not need to submit full biometric data, but will need to have a facial scan.
  • Citizens who hold diplomatic passports and heads of state do not require a visa and will not need to submit biometric data.
  • For an applicant between the ages of 12 and 17, a parent or legal guardian will be asked to give consent and be present when fingerprints are collected.

Exemptions to Biometrics

You will be exempted from the obligation of biometric data (fingerprints) if:

  • You are under 5 year of age.
  • The collection of fingerprints is physically impossible for you. If you are unable to provide a fingerprint scan, you’ll have to provide a medical certificate to support their claim.
  • You are Head of State and member of the national Governments (with your official delegations and spouses) and are travelling for official purposes.

Search Procedure

In the interest of safety and security, they reserve the right to conduct random bag searches of applicants and visitors.

What to bring to the Visa Application Centre

This is what you’ll need to bring to the Visa Application Centre

  • Print out of the email confirming the details of your appointment – Received after booking your appointment
  • Valid passport or travel documents – With at least 2 pages that are blank on both sides
  • Printout of your completed visa application form – Only small manual amendments to this form will be accepted at the visa application centre
  • All supporting documents – Refer to Embassy of the Federal Republic of Germany government guidelines for the supporting documents you must provide for your visa type. You can also find them below based on your jurisdiction.
  • If you have purchased additional services online – Printout of your receipt


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