Documents required to apply for a short-term business visa

We wrote about the conditions that you must meet in order to apply for a short-term business visa here.

What documents are needed to apply for a visa?

1. You have a valid travel document such as a passport.
2. 2 passport photos. The photographs must meet the requirements for photographs in a Dutch passport. They can be found on the Netherlands government website. here.
3. Evidence supporting the purpose of your trip: Original signed letter of invitation from a company or organization in the Netherlands. This letter has no form, but must be written on the letterhead of the company or organization. Small businesses can also use a form of proof of sponsorship and / or private residence.
4. In any case, the invitation letter must contain the following information:

• Your personal data (name, date of birth, passport number).
• The reason you were invited (destination).
• The period in which you are expected in the Netherlands, including the date of arrival and departure.
• Information about who bears what expenses (plane ticket, hotel, transport, medical insurance).
• Information about where you live during your short stay in the Netherlands.
• Indicate whether the company or organization guarantees your timely return to your country of origin or residence.

4. Proof that you or the company you work for have sufficient financial resources to conduct business in the Netherlands and to stay in the Netherlands, transit and / or return. For example:

• A statement (or mention in the invitation letter) from a foreign company that it will pay all expenses for your trip to and stay in the Netherlands.
• Evidence of previous business or preliminary invoices.
• Registration in the trade register abroad.
• Evidence of sufficient funds to pay for business transactions and quotations.
• A copy of bank statements for the last 6 months, confirming that you yourself have sufficient financial resources.
• Proof of payment of taxes.

5. A copy of the document confirming the availability of travel medical insurance. You must show this document when applying or obtaining a visa. This depends on the Dutch office where you are applying for your visa.
6. Proof that you have a job in your country of origin or residence. For example: employer's statement and / or employment contract.
7. Possibility or (preliminary) booking of a return ticket. Usually, you only need to show this when you receive your visa.

Pay attention!

The Dutch office may wish to see other documents in addition to the above documents. Official foreign documents must be legalized or apostilled and translated into Dutch, English, French or German.

1. Visa application and payment:

You apply for a visa through the Dutch consulate or authorized organization in your country (country of origin). Or in your country of residence with a valid residence permit (country of residence). You cannot apply for a visa earlier than 6 months before traveling to the Netherlands. People who have been at sea for a long time for work can apply for a visa 9 months before departure.

You almost always need to apply for a visa yourself. You can only ask someone to apply if you have previously submitted a photo and fingerprints within 59 months of submitting your application.

You can also apply for a visa through agencies. They accept the application and send it to the Dutch office for processing. In this case, in addition to the visa application fee, you almost always pay an additional amount to an external service provider.

Please be aware that visa processing can take a long time. Request it on time. Never make a final travel booking until you are sure you will receive a visa.

Application cost

It costs money to apply for a short stay visa. An external service provider will sometimes charge additional fees.

1. Application processing

The visa application is usually processed by the Consular Office (CSO) of the Ministry of Foreign Affairs. Some large overseas missions process visa applications themselves.

The application is sometimes made to the IND Visa Office. The visa office can send the application form to a person in the Netherlands (sponsor). He asks for more information. The visa office then advises the CSO, which ultimately makes a decision.

2. Solution

CSO checks if you meet all the conditions. The CSO must make a decision within 15 days. You have not received a decision after 15 days and would like to know the status of your application? You can then contact the Dutch office where the application was made. If an application is submitted to the IND, the time limit for making a decision can be extended up to 45 days.

• Negative solution:

If you do not meet the conditions, you will not receive a visa. This decision is contained in the letter: decision. You can always object to this decision and / or submit a new application.

Do you want to file a protest? We are ready to help you. Please fill out the feedback form and we will contact you.