Schengen Visa Appointment Guide

Booking and attending your Schengen visa appointment is a crucial step in the visa application process. Proper preparation and understanding of what to expect can help ensure a smooth appointment experience. This comprehensive 2026 guide covers everything you need to know about booking and attending your Schengen visa appointment as a South African applicant, including appointment booking, preparation, what to bring, and what to expect.

Booking Your Appointment

When to Book

Timeline: Book your appointment 1-3 months before your intended travel date

Peak Seasons: Book 2-3 months in advance during peak travel seasons (summer, holidays)

Availability: Appointment slots can fill up quickly, especially during peak seasons

Important: Don't wait until the last minute. Book your appointment as early as possible.

How to Book

Option 1: Online Booking (VFS Global)

• Visit VFS Global website
• Create an account or log in
• Select your destination country
• Choose appointment date and time
• Confirm booking

Option 2: Direct Embassy/Consulate Booking

• Some embassies/consulates accept direct bookings
• Visit embassy/consulate website
• Follow booking instructions
• Confirm appointment

Option 3: Phone Booking

• Contact VFS Global or embassy/consulate
• Book appointment over the phone
• Receive confirmation via email

Appointment Locations

VFS Global Centers:

• Cape Town: VFS Global Cape Town Visa Application Centre
• Durban: VFS Global Durban Visa Application Centre
• Johannesburg: VFS Global Johannesburg Visa Application Centre
• Pretoria: Some embassies accept direct applications

Embassy/Consulate Offices:

• Some countries accept direct applications at embassy/consulate
• Check embassy/consulate website for locations and procedures

Preparing for Your Appointment

Required Documents

Mandatory Documents:

• Valid passport (original + copies)
• Completed application form (signed)
• Two passport photos
• Travel insurance (EUR 30,000 coverage)
• Flight reservations (round-trip)
• Accommodation proof (entire stay)
• Bank statements (last 3-6 months)
• Proof of employment/status
• Cover letter
• Travel itinerary

Supporting Documents (if applicable):

• Invitation letter (business/family visit)
• Host's documents (if staying with family/friends)
• Business documents (if business travel)
• Study documents (if study travel)

Document Organization

Organization Tips:

1. Organize documents in the order specified by embassy/consulate
2. Use document checklist to ensure nothing is missing
3. Keep originals and copies separate
4. Use folders or document holders for easy access
5. Label documents clearly

Important: Well-organized documents make the appointment process smoother and faster.

Pre-Appointment Checklist

Before Your Appointment:

• All required documents gathered and organized
• Application form completed and signed
• Passport photos meet requirements
• Travel insurance purchased and certificate obtained
• Flight reservations confirmed
• Accommodation bookings confirmed
• Bank statements obtained and stamped
• Employment letter obtained (if employed)
• Cover letter written
• Travel itinerary prepared
• Appointment confirmation printed
• Payment method ready (if fees not paid online)

What to Bring

Essential Items

1. Passport: Original passport (valid for at least 3 months beyond departure date)
2. Application Form: Completed and signed application form
3. Photos: Two passport photos meeting requirements
4. Documents: All required documents (originals + copies)
5. Payment: Visa fee payment receipt (if paid online) or payment method
6. Appointment Confirmation: Printout of appointment confirmation

Additional Items

• Pen: For filling out any additional forms
• Folder: To organize documents
• Copies: Extra copies of important documents
• Phone: For communication (but may need to be switched off during appointment)

What to Expect at Your Appointment

Arrival

Arrival Time: Arrive 15-30 minutes before your appointment time

Security Check: You may go through security screening upon entry

Check-In: Present your appointment confirmation and passport at reception

Waiting Area: Wait in the designated waiting area until called

Document Submission

Document Review:

• Staff will review your documents
• They may ask questions about your application
• Missing documents will be identified

Biometric Data:

• Fingerprints will be taken (if not provided previously)
• Photo will be taken (if required)
• Biometric data is valid for 5 years

Payment:

• Pay visa fee (if not paid online)
• Pay service fee (VFS Global)
• Keep payment receipts

Application Submission:

• Submit all documents
• Receive application receipt with reference number
• Keep receipt for tracking

Interview (If Required)

Purpose: Some embassies/consulates may conduct brief interviews

Questions:

• Purpose of travel
• Travel dates and itinerary
• Financial means
• Ties to South Africa

Duration: Usually 5-10 minutes

Important: Answer questions honestly and confidently.

Appointment Duration

Typical Duration

Standard Appointment: 30-60 minutes

• Document review: 10-20 minutes
• Biometric data: 5-10 minutes
• Payment: 5-10 minutes
• Waiting time: 10-30 minutes

Complex Applications: 60-90 minutes

• Additional document review
• Extended interview (if required)
• Additional processing time

Common Issues and Solutions

Missing Documents

Issue: Missing required documents

Solution:

• Bring all documents listed in checklist
• If document is missing, reschedule appointment or provide alternative document
• Contact embassy/consulate for guidance

Incorrect Documents

Issue: Documents don't meet requirements

Solution:

• Review document requirements before appointment
• Get documents corrected or replaced
• Reschedule appointment if necessary

Late Arrival

Issue: Arriving late for appointment

Solution:

• Arrive 15-30 minutes early
• If late, contact VFS Global or embassy/consulate
• May need to reschedule appointment

Payment Issues

Issue: Payment problems

Solution:

• Pay visa fee online before appointment (if possible)
• Bring multiple payment methods (cash, card)
• Contact VFS Global or embassy/consulate for payment options

Tips for a Successful Appointment

1. Arrive Early: Arrive 15-30 minutes before your appointment time

2. Be Prepared: Bring all required documents, organized and ready

3. Dress Appropriately: Dress professionally and appropriately

4. Be Polite: Be courteous and respectful to staff

5. Answer Honestly: Answer all questions honestly and confidently

6. Stay Calm: Stay calm and composed during the appointment

7. Ask Questions: Ask questions if you're unsure about anything

8. Keep Receipts: Keep all receipts and confirmation documents

9. Track Application: Use reference number to track application status

10. Follow Up: Follow up if you don't receive updates within expected timeframe

After Your Appointment

What Happens Next

Processing: Your application will be processed by the embassy/consulate

Timeline: Processing typically takes 15-30 calendar days

Tracking: Track your application status online using reference number

Notification: You'll receive email notification when passport is ready for collection

Collection

When Ready: Collect passport when notified (usually via email)

Where: Collect from VFS Global center or embassy/consulate (as specified)

What to Bring:

• Application receipt
• ID document
• Authorization letter (if someone else collects)

Check Visa: Check that visa details are correct (dates, validity, entries)

Frequently Asked Questions

How do I book a Schengen visa appointment?

Book online through VFS Global website, directly through embassy/consulate, or by phone.

When should I book my appointment?

Book 1-3 months before your travel date, or 2-3 months during peak seasons.

What should I bring to my appointment?

Bring all required documents (passport, application form, photos, supporting documents), appointment confirmation, and payment method.

How long does the appointment take?

Standard appointments take 30-60 minutes, but can take longer for complex applications.

What happens if I'm late for my appointment?

Contact VFS Global or embassy/consulate. You may need to reschedule your appointment.

Can someone else attend my appointment for me?

No, you must attend the appointment in person for biometric data collection.

What if I'm missing a document?

You may need to reschedule your appointment or provide the missing document later (if allowed).

Do I need to pay at the appointment?

You may need to pay visa fee and service fee at the appointment if not paid online.

How will I know when my passport is ready?

You'll receive an email notification when your passport is ready for collection.

What if my visa is denied after the appointment?

If denied, you'll receive a refusal letter explaining the reasons. You can appeal or reapply with additional documentation.

Conclusion

Booking and attending your Schengen visa appointment requires careful preparation and organization. Book your appointment early, gather all required documents, arrive on time, and be prepared for document review and biometric data collection. With proper preparation, you can ensure a smooth appointment experience and increase your chances of a successful visa application.

For the most up-to-date appointment booking information, consult the official VFS Global website or the embassy/consulate website of your main destination country.