Schengen Visa Appointment Booking in India: How It Works

Booking a Schengen visa appointment in India is a structured process managed almost entirely through VFS Global, the official visa application center network authorized by most Schengen embassies. Indian nationals cannot submit a Schengen visa application by post or walk in without an appointment – every applicant must appear in person to provide biometric data. Knowing exactly how the system works, and preparing your documents before you book, prevents the most common delays.

Step 1: Determine Which Country to Apply Through

The Schengen visa you apply for depends on your primary destination, not simply which country you fly into first.

If you are visiting one country, apply through that country's embassy or VFS center. If you are visiting multiple Schengen countries for roughly equal time, apply through the country where you will spend the most nights. If time is equal across all destinations, apply through the country you enter first.

Applicants targeting Germany can find full requirements for that country through the German Schengen visa process. Those planning to visit Greece should review the Greece Schengen visa requirements from India before proceeding. Hungary applicants should check the Hungary Schengen visa guidance for Indian citizens, as biometric and document requirements vary slightly by issuing country.

Getting this step right matters: submitting your application to the wrong country's VFS center will result in rejection without a refund of the visa fee.

Step 2: Gather Your Documents Before Booking

Do not book your appointment until your document file is complete. VFS Global will not hold slots while you gather paperwork, and appointment availability in major Indian cities can be limited, particularly for Germany, France, and Spain.

The standard Schengen visa document set for Indian applicants includes:

• A valid passport with at least two blank pages and minimum six months validity beyond your travel dates
• Completed and signed Schengen visa application form with a unique online code
• Two recent passport-size photographs meeting Schengen photo standards
• Travel insurance with minimum €30,000 coverage valid across all Schengen countries
• Proof of accommodation for every night of your stay
• A flight itinerary showing your entry into and exit from the Schengen Area
• Proof of financial means (bank statements, typically covering the last three to six months)
• Proof of employment, business registration, or student enrollment

The full Schengen visa document checklist for Indian citizens covers country-specific variations. For a general overview of all required materials, the Schengen visa document checklist organizes requirements by purpose of travel.

The Flight Itinerary Requirement

Embassies require a flight itinerary – not a purchased ticket – at the time of application. Buying a non-refundable return ticket before your visa is approved puts several hundred dollars at risk if the application is refused. The distinction between a flight reservation and a confirmed ticket is recognized by Schengen embassies: a verifiable provisional booking with a real PNR number satisfies the requirement without committing you to a purchased seat.

ProvisionalBooking.com issues visa-ready flight itineraries for Schengen visa applications starting at $15 for a one-way itinerary and $19 for round-trip, delivered as a PDF within 60 seconds of payment. Each document carries a verifiable PNR that embassies and consulates can check against airline reservation systems – the same standard that embassies use when verifying flight reservations.

Step 3: Register on the VFS Global Portal

VFS Global manages Schengen visa appointments for most European embassies in India, including Germany, France, Italy, Spain, the Netherlands, Greece, Hungary, and others.

To register:

1. Go to visa.vfsglobal.com and select India as your location
2. Choose the destination country whose visa you are applying for
3. Create a personal account using a valid email address
4. Verify your email before proceeding

Each applicant in a family or group must have a separate VFS account. A parent may manage a minor child's application, but the child's details must be entered separately and the booking made under the parent's account.

Step 4: Select Your Visa Application Center

VFS Global operates Schengen visa application centers across India. For most Schengen countries, applicants can submit at any center regardless of their city of residence – you are not restricted to the center nearest your home.

VFS centers accepting Schengen applications currently operate in:

• New Delhi
• Mumbai
• Bangalore
• Chennai
• Hyderabad
• Kolkata
• Ahmedabad
• Pune
• Chandigarh
• Cochin
• Jalandhar
• Lucknow

Germany's embassy has specifically confirmed that Schengen visa applications can be submitted at any VFS center across India regardless of where the applicant resides. If your closest center is fully booked, check other cities – slots open at irregular intervals, and availability in Pune or Cochin may be better than in Mumbai on a given week.

This flexibility does not apply to national (D-category) visas such as student visas or employment visas, which must be submitted through the center corresponding to your residence jurisdiction.

Step 5: Book Your Appointment

Once logged into your VFS account and your document file is ready:

1. Select the visa category (Schengen short-stay, Type C in most cases)
2. Choose your preferred VFS application center
3. Select an available date and time from the calendar
4. Enter the number of applicants (each person appearing must have a slot)
5. Confirm the booking and note your appointment reference number

Appointment slots open on a rolling basis. For high-demand embassies like Germany, France, and Spain, slots at major centers can fill within hours of becoming available. Check the portal frequently – early mornings and late evenings tend to see new slots released.

Apply no later than 45 days before your intended travel date. The Netherlands government advises applicants to submit no later than 45 days prior to travel, and Germany notes that processing can take an average of 15 working days from the date the consulate receives your file – which can be up to six working days after your VFS submission due to internal logistics. The Schengen visa processing timeline explains how these stages compound.

You can apply up to six months before your travel date. Applying early does not mean your visa will be issued early – embassies typically will not issue a visa more than 90 days before the intended travel date but it does protect you from appointment scarcity.

Step 6: Attend Your Appointment

Arrive at the VFS center on time with your complete document file. Every Schengen visa applicant in India must appear in person: no exceptions, no proxy submissions.

At the center, you will:

1. Submit your original documents and photocopies as specified on the checklist
2. Have your fingerprints scanned (biometrics required for all Schengen applicants)
3. Have your photograph taken digitally
4. Pay the visa fee and VFS service fee

The standard Schengen visa fee for adults is €80 (approximately ₹7,200 at current exchange rates). Children aged 6–11 pay €40. The VFS service fee varies by country but typically falls between ₹1,500 and ₹2,500 per applicant. Both fees are non-refundable regardless of the outcome of your application.

The biometric appointment process covers what to expect at the center in more detail. Applicants who have provided biometrics for a Schengen visa within the last 59 months may be exempt from re-scanning – confirm this with the specific embassy's VFS portal before your appointment.

Step 7: Track Your Application and Collect Your Passport

After submission, VFS will courier your file to the relevant consulate or embassy. Processing time begins only once the consulate receives the documents – not when you submit at VFS. Factoring in courier logistics, plan for a total turnaround of 15 to 25 working days from your appointment date in most cases.

Track your application status through the VFS Global portal using your reference number. When a decision is made, VFS will notify you by email, and your passport will be returned either by courier (if you opted for passport return delivery) or for collection at the VFS center.

If your application is refused, the embassy will provide a written refusal notice explaining the grounds for rejection. Common rejection reasons and how to address them are covered in the Schengen visa rejection guide. Applicants who wish to challenge a refusal can follow the Schengen visa appeal process.

What to Do Now

Once your appointment is confirmed, the priority is completing your document file before the appointment date. Work through the checklist in this order:

1. Confirm your flight itinerary is in place – this is routinely the document applicants leave until last and then scramble for closest to their appointment
2. Verify your travel insurance meets the €30,000 minimum and covers all Schengen countries you plan to visit
3. Prepare your financial evidence: bank statements should be printed on bank letterhead or stamped, not self-generated PDFs
4. Organize all documents in the order specified on the VFS checklist for your destination country

If you are still finalizing your travel dates and cannot buy a real ticket yet, get a flight itinerary from ProvisionalBooking.com – a round-trip itinerary is issued in under 60 seconds and accepted by Schengen embassies as proof of travel plans.

FAQ

Do I Need a Confirmed Flight Ticket to Book a Schengen Visa Appointment in India?

No. You need a flight itinerary showing your entry into and exit from the Schengen Area, but this does not have to be a purchased, confirmed ticket. A verifiable provisional booking with a real PNR number satisfies the Schengen embassy requirement. Buying a non-refundable ticket before your visa is approved puts your money at risk unnecessarily. The confirmed ticket vs. itinerary distinction for Schengen visas is well-established across embassies.

How Far in Advance Can I Book a Schengen Visa Appointment in India?

You can apply for a Schengen visa up to six months before your intended travel date. Most embassies advise applying no later than 45 days before travel. For high-demand embassies such as Germany, France, or Spain, booking three to four months in advance is advisable because appointment slots fill quickly and the embassy cannot expedite processing once your file is submitted.

Can I Book a Schengen Visa Appointment at Any VFS Center in India?

For most Schengen short-stay (Type C) visas, yes. VFS Global allows applicants to submit at any center across India regardless of their city of residence. Germany's embassy has explicitly confirmed this policy. However, national visas – including student visas, employment visas, and family reunion visas – must be submitted at the center corresponding to the applicant's residential jurisdiction.

How Long Does Schengen Visa Processing Take After My VFS Appointment in India?

Processing begins once the consulate receives your file, which can take up to six working days after your VFS submission due to courier logistics. From receipt at the consulate, standard processing takes an average of 15 working days. Total turnaround from appointment date to passport return is typically 15 to 25 working days. Germany has noted that applications submitted fewer than 15 calendar days before intended travel will generally be returned unprocessed.

What Happens If the VFS Center Near Me Has No Available Appointments?

Check other VFS centers in different Indian cities. For Schengen short-stay visas, applicants are not restricted to the center nearest their home. If Mumbai, Delhi, and Bangalore are fully booked, Pune, Cochin, or Lucknow may have availability. New appointment slots open on a rolling basis – checking the portal at different times of day increases your chances of finding an open slot.

Is Travel Insurance Mandatory for a Schengen Visa Application From India?

Yes. Travel insurance is a mandatory requirement for every Schengen visa application, not optional. The policy must provide minimum coverage of €30,000, must be valid for the entire duration of your stay, and must cover all Schengen countries you plan to visit. The insurer does not need to be a European company, but the policy must meet these minimum coverage thresholds.

Can I Apply for a Multiple-Entry Schengen Visa From India?

Yes, but multiple-entry visas are issued at the embassy's discretion based on your travel history. Applicants with two or more correctly used Schengen visas within the past three years may be eligible for a two-year multiple-entry visa from Germany under updated rules. The multiple-entry Schengen visa requirements for Indian citizens covers the cascade system and eligibility criteria in detail.

What Documents Are Checked Most Carefully at the VFS Appointment?

VFS staff verify that your document set is complete against the official checklist for your destination country – they do not make visa decisions. The embassy reviews documents after receiving your file. Schengen embassies pay close attention to financial evidence, travel insurance validity, the flight itinerary showing entry and exit dates, and consistency between your stated travel purpose and your supporting documents. Incomplete applications are returned without a refund.