The Schengen visa application process is one that millions of people have to go through before visiting France, Spain, Italy, or any other country in the Schengen area. This area comprises 29 popular destinations in Europe.
While for some, heading to Europe is as easy as booking your tickets and making sure your passport isn’t expiring any time soon, for others, it isn’t the case. Many travelers, such as Indian and Chinese passport holders, must have a visa before they depart.
While it’s fairly simple enough, the Schengen visa application process involves several steps and requires multiple different types of documents. A passport, visa photo, a visa application form, and Schengen travel insurance are among them, but those aren’t the only ones.
Schengen visa applications require proof that you’ll have somewhere to stay during your time abroad. This is typically in the form of a hotel reservation, which means you need to book your hotel/arrange your stay before you even apply for a visa.
This also means that you’ll need to book your accommodations before you know your visa is approved.
On your official Schengen visa application checklist, this is often referred to as proof of accommodation.
We’re here to give you the details about what exactly this means and what is required in order to successfully submit your application.
What is the requirement in 2026?
All Schengen visa applicants have to provide proof of accommodation, i.e., where they will be staying.
This can feel a bit counterintuitive – why would you book your lodging if you’re not even sure your visa will be approved?
But it’s all part of the process, and it’s a legitimate necessity that needs to be set in stone before you even submit your application.
If you don’t submit proof of accommodation as part of your application file, your Schengen visa application may not be able to be submitted. If it is, it will likely be denied, or more documents will be requested. If this is the case, it could prolong the decision-making process, which has the potential to push your trip back.
The proof you need to provide
When you apply for a Schengen visa, you will apply through either the services of a partnering visa application center (common ones are TLScontact, VFS Global, BLS, etc.) or an Embassy/consulate. Which one depends on your country of residence and your destination.
Either way, they will give you an official checklist that tells you exactly what documents you need to provide in your visa application. Proof of accommodation, in some form, will be one of them.
Generally speaking, you will need to show one of two things:
1. A booking confirmation for a hotel or other vacation rental (Airbnb, other short-term rental, etc.).
2. Proof that a friend or relative will be hosting you during your stay.
Let’s take a look at each.
In the first case, which is the most common, you will need to show that you have a hotel/other booking lined up and ready to go.
Typically, the confirmed hotel booking needs to have several details on it, including:
• Your name.
• A complete address of the hotel.
• A contact phone number for the accommodation.
• A booking reference number.
• The dates of your reservation should match the dates of your visa application, showing you have accommodations for the entire duration of your stay.
While these are generally what is asked for, it’s possible you will need to provide something else or even additional information. Pay close attention to the official checklist that you receive.
In the second case (staying with friends or a relative), the required documentation can vary from country to country.
In general, you’ll need to provide:
• An official invitation letter containing information like the full address, contact number, and their proof of residency.
• It must also state that you’re invited and welcome to stay (make sure your name is in the invitation, so it’s clear that the invitation is for you).
• Depending on the country, the document will likely need to be legalized in some way, often through an administrative branch. In Poland, for example, it needs to be
created as an official invitation through the host’s local Voivodeship office. In France, the “invitation” must be in the form of an Attestation d’Accueil, issued by the local mairie. Your official checklist will tell you what is required, but there will likely be a few steps your host needs to take.
In both cases, your destination may require official translations. Typically, countries require all documents to be translated into either the country’s official language (Polish in Poland, French in France, etc.), or into English. Again, refer to your checklist for specifics relating to your unique situation.
Official translations often take some time to secure, as they often need to be completed by a licensed or recognized translator. Sometimes, notaries are required on top of an official translation.
As you can see, there is some prep work you will need to do in order to meet this part of the visa application requirements. On top of that, it’s very important to keep an eye on all of the fine details.
While the Schengen visa application requirements are straightforward enough, they are specific, and they are strict, so it’s important that you prepare your proof of accommodation (and all other documents) in accordance with the official checklist.