What Happens at Schengen Visa Appointment (Step-by-Step Guide)

Last Updated
Dec 19, 2025
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8 min

If you are seeking information regarding your Schengen visa appointment, it is understood that you have already scheduled your appointment and are now inquiring about the process at the visa application centre.

Numerous applicants express concern about a mandatory face-to-face interview for a Schengen visa. However, this is not typically the case. An interview is generally only necessitated if there are discrepancies in your submitted documentation or if your documents do not fully satisfy the criteria for a Schengen visa.

Consequently, unless specifically requested, there is no need to anticipate an interview. Moving forward, let’s examine the key aspects of your Schengen visa appointment. We will provide a detailed explanation of what to expect.

VisaFast facilitates the scheduling of Schengen visa appointments. A dedicated support team will assist you with your documentation and ensure your appointment is scheduled promptly.

Key Reminders Prior to Your Appointment

Please note the following essential points before proceeding to your visa application centre appointment:

  • It is imperative that you arrive at least 15 minutes prior to your scheduled appointment time to mitigate any potential delays.

  • Attendance at your visa application appointment must be conducted in person; a proxy or representative is not permitted to attend on your behalf.

  • You must present a printed copy of your completed visa application form, alongside a valid passport or recognized travel document offering a minimum of two blank pages for endorsement.

  • All necessary supporting documentation, including original documents and certified copies, must be carried.

  • Visa fee payments made online prior to your appointment are not required; payment can be processed upon arrival at the centre.

  • Biometric data capture is a mandatory component of the visa application process.

  • Should you inadvertently miss your scheduled appointment, a new appointment can be scheduled 24 hours following the initial appointment time.

Schengen Visa Appointment Process

During your Schengen visa appointment, you are required to attend your designated visa application centre. The process typically involves the following steps:

“You must visit the nearest selected visa application centre and there you can expect the following steps:”

1. Arrival Procedures at the VFS Centre:

  • Registration: Upon arrival at the VFS centre, you must proceed to registration and provide your appointment confirmation (either printed or displayed on your mobile device) along with required identification documents, such as your passport.

  • Token Allocation: Following registration, a unique token number will be assigned to you. This number will be displayed on digital screens indicating the current sequence and the corresponding service counter.

  • Designated Waiting Area: A designated waiting area is provided for applicants. Please remain in this area until your assigned token number is displayed or announced.

2. Initial Document Review:

  • Counter Appointment: Upon receipt of your assigned token number, you will be directed to the designated counter. A VFS Global representative will then review your submitted documents to ensure completeness.

  • Document Assessment: The representative will assess your documentation, identifying any omissions or discrepancies that require resolution prior to further processing.

  • Biometric Submission: Following confirmation that all required documents are satisfactorily presented, you will be scheduled for the biometrics appointment.

3. Collection of Biometric Information:

Following document review, you will proceed to collect your biometric data. You will be directed to a designated area equipped with specialized machinery to capture your biometric information. A VFS agent will be present to assist you during this process.

  • Fingerprints: A fingerprint scanner will be utilized to record your fingerprints. This procedure is typically brief, however, it is essential to adhere to all provided instructions.

  • Photograph: A photograph will be taken as part of your visa application, regardless of whether a photograph was previously submitted with your documents. The photograph will be taken in a secure area within the centre.

Biometric data collection is a mandatory component of the application process for many visa types, including Schengen visas, and the data is retained within the Visa Information System (VIS).

Essential Guidelines Regarding Biometric Data Submission:

  • Full-Face Photograph Requirement: Your submitted photograph must clearly display your entire face. The wearing of sunglasses, tinted spectacles, or head coverings is restricted unless such items are worn for recognized religious or cultural observance.

  • Fingerprint Scanning Procedures: Applicants experiencing temporary injuries to their fingers should delay the fingerprint scanning process until the injuries have sufficiently healed. Furthermore, any temporary body art, including but not limited to mehndi, applied to the fingertips, may impede the accuracy of the scanning equipment.

  • Existing Biometric Records: If your fingerprints were previously recorded as part of a prior application to the Schengen Area, and this occurred within the timeframe specified as 59 months, you are exempt from the requirement to resubmit these biometric data.

  • Exemptions from Biometrics: Individuals under the age of 12 are not required to furnish full biometric data; instead, a facial scan will be conducted. Applicants utilizing diplomatic passports, or individuals holding the position of Head of State, are exempt from biometric data submission.

  • Minors Aged 12 to 17: A parent or legal guardian must provide written consent and be present during the fingerprint collection process.

Who is Exempt for Schengen Biometrics?

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

  • Children Under 12 Years: Fingerprint collection is not required if you are under 12.

  • Fingerprint Exemptions: If you cannot provide a fingerprint scan for medical reasons, you must submit a medical certificate as proof.

  • Exemptions for Officials: Heads of State, members of national governments, official delegations, and their spouses travelling for official purposes are exempt from fingerprint collection.

4. Visa Fee Payment:

Following biometric data collection, you will be required to submit payment for the visa fee. The standard visa fee is €90 for adults and €45 for children (6-11 years). Additional charges apply for premium services, such as SMS updates or courier delivery options.

5. Final Submission:

  • Upon completion of payment processing, VFS staff will verify the completeness of your application. Any opted-in additional services will be documented.
  • You will be issued a receipt containing a tracking number. This number is crucial for monitoring your visa application’s status; you can track progress via the VFS website utilizing the provided tracking number, or receive status updates through SMS or email, depending on your opted-in preferences.

Please consult the guide on tracking Schengen visa applications for simplified progress monitoring.

6. Processing Timeline:

  • Following submission of your supporting documentation, biometric data, and payment, your application will be forwarded to the designated government authority of the specific Schengen country for evaluation and determination. The Visa Application Service Provider (VFS) center serves solely as an administrative channel and does not have the authority to adjudicate your visa application.

  • Processing durations are subject to variations based on governmental procedures and individual application details. Typically, a decision is rendered within 5 to 15 business days. Extended processing times may occur, particularly during periods of high demand, such as summer months or public holidays.

7. Passport Return

Upon a determination regarding your visa application, you will be instructed to retrieve your passport from the VFS Global center, or it will be delivered to you by courier service, provided you selected this option.

8. Visa Decision:

  • Should your visa application be determined as “Approved”, a visa sticker will be affixed to your passport, and you will be able to collect it.

  • In the event of a visa rejection, you will be formally notified, and your passport will be returned accompanied by the stated reasons for denial.

  • Visa status updates can be monitored using the tracking number provided on your receipt or any communications from the VFS.

Reference: My Schengen visa was rejected. How can I apply again?

Visa authorities consistently provide justification for refusal within a formal refusal letter. To mitigate potential future issues, consider utilizing a trusted visa partner such as VisaFast. A sample of a typical Schengen visa refusal letter is provided below: Schengen visa refusal letter.

Guidelines for Applicants with Minor Children

  • Access to the Visa Application Center: Entry is restricted to applicants, their caregivers, and individuals accompanying children under 18 years years of age.

  • Visa Application Process for Children Under 5: When applying for a child under 5, the child must be present at the appointment; however, biometric data (fingerprints and photographs) are not required.

  • Supervision of Minors: An adult must accompany children under 18, provided that the supervising adult is not a representative of the Visa Application Center.

  • Biometric Data Collection Based on Age:

Individuals Aged 12 Years and Under: Full biometric data collection is not mandatory, but a facial scan is required.

Individuals Aged 12-17: Fingerprint data will be collected, and a parent or legal guardian must be present to provide their explicit consent.

Concluding Remarks:

Scheduling a Schengen visa appointment generally involves a simple procedure provided you are adequately prepared. Presenting complete and accurate documentation, adhering to the scheduled appointment time, and successfully completing the requisite biometric procedures are key to a seamless and uncomplicated experience. It is advisable to monitor the status of your application post-submission and to exercise patience during the processing timeframe. For support and guidance, VisaFast offers services to streamline this process.