Europe Trip with the Team? Visa Checklist to the Rescue!
Planning a Company Trip to Europe This Summer?
So, you're the HR hero tasked with organizing a European adventure for the whole company? Glife's got your back! We're sharing a detailed visa application checklist tailored for group travel in 2025, making the process smooth and manageable for HR departments and company organizers.
Company Documents Checklist
- Company Introduction Letter/Travel Authorization: Signed by a company executive, clearly stating the list of employees, travel dates, purpose of the trip (vacation/tourism), and who is responsible for covering the costs.
- Company Business Registration: Official document showing the company's registration.
- Recent Tax Returns: Copies of the company's tax returns for the last 3 months.
- Company Bank Statements: Statements from the company's bank account for the last 3 months.
- Flight and Hotel Bookings: Confirmed round-trip flight and hotel reservations within Europe (proof of booking for visa application purposes).
- Detailed Travel Itinerary: A day-by-day breakdown of the trip, including locations and planned activities.
Individual Employee Documents Checklist
- Passport: Valid for at least 6 months beyond the intended stay, with at least two blank pages.
- Passport-Sized Photos: Two recent (taken within the last 6 months) 3.5 x 4.5 cm photos with a white background.
- Employment Contract or Appointment Decision: Proof of current employment status.
- Salary Slips or Bank Statements: Salary slips or bank statements for the last 3 months.
- Household Registration Book: Copy of the household registration book (translated and notarized if required by the consulate).
- Leave Approval Letter: A letter from the company confirming approval of the employee's leave request.
- Visa Application Form: Completed application form (either filled out online or using the form provided by the embassy/consulate of the primary Schengen country).
Important Considerations for Visa Applications
- Individual Applications Required: Even when applying as a group, each employee must submit their individual application at the visa application center (VFS or TLS, depending on the country).
- Group Appointment Option: If your group consists of 10 or more people, you may be able to request a group appointment for submitting applications on the same day.
- Main Destination Rule: The country where you'll be staying the longest, or the first country you enter, should be the country where you apply for your visa (e.g., France, if you're spending the most time there).
- Translation Requirements: All documents need to be translated into English or the official language of the country where you're applying for the visa (depending on the specific embassy/consulate requirements).
- Schengen Visa Validity: Schengen visas are issued for tourism purposes, and the visa's validity period will depend on your application and proposed travel plans.
If your company lacks experience in handling European visa applications, don't worry! Glife is ready to provide guidance on travel planning, document preparation, group appointment scheduling, form completion, and translation services. Let us help make your team's European adventure a reality!
