Schengen Business Visa 2026: Complete Guide

What Is a Schengen Business Visa?

A Schengen business visa is a Type C short-stay visa for business purposes that allows you to:

• ✅ Attend business meetings with European companies
• ✅ Participate in conferences, seminars, workshops
• ✅ Visit trade shows and exhibitions
• ✅ Conduct business negotiations
• ✅ Sign contracts and agreements
• ✅ Attend company training (short-term)
• ✅ Network with industry professionals

What You CANNOT Do

• ❌ Work or receive salary from European company
• ❌ Provide paid services to European clients
• ❌ Establish business/open office
• ❌ Stay over 90 days

Business Visa vs Tourist Visa

Complete Document Checklist

Standard Documents (Everyone)

1. Completed Visa Application Form - Mark "Business" as purpose
2. Valid Passport - 3+ months validity, 2 blank pages
3. Passport Photos - 2 recent biometric photos
4. Travel Insurance - €50,000+ coverage
5. Flight Reservations - Round-trip
6. Accommodation Proof - Hotel bookings OR company-provided accommodation letter

Business-Specific Documents (MANDATORY)

1. Invitation Letter from European Company

This is the MOST IMPORTANT document. Must include:

• ✅ Your full name and passport number
• ✅ Purpose of visit (specific meeting/conference/event)
• ✅ Exact dates of visit
• ✅ Who covers expenses (you, your employer, or European company)
• ✅ Company details (name, address, registration number)
• ✅ Contact person details
• ✅ Company stamp and authorized signature

[Company Letterhead]

Date: [Date]

To: Embassy/Consulate of [Country]

Subject: Business Invitation for [Your Name]

Dear Sir/Madam,

We, [Company Name], registered in [Country] under registration number [#], 
hereby invite Mr./Ms. [Your Full Name], Passport No. [Your Passport Number], 
to visit our offices for business discussions.

Purpose: [Specific purpose - e.g., "Contract negotiations for supply partnership"]
Dates: [Exact dates - e.g., "15-20 March 2026"]
Location: [City, Country]

During the visit, [Your Name] will:
- Attend meetings with our procurement team
- Tour our manufacturing facility
- Discuss technical specifications
- Finalize contractual terms

Financial Responsibility: [Your company/Their company/Shared] will cover 
all expenses including accommodation and meals.

We kindly request you grant [Your Name] a business visa for this purpose.

Sincerely,
[Signature]
[Name, Title]
[Company Stamp]
            

2. Documents from YOUR Employer

• Employment Certificate on company letterhead:
  • Your position and salary
  • Employment start date
  • Business reason for trip
  • Confirmation you'll return after trip
  • Company stamp and signature
• Leave Approval Letter
• Company Registration Certificate
• Bank Statements (yours or company's if they're paying)

3. Business Relationship Proof

• Email correspondence between companies
• Previous contracts (if existing relationship)
• Conference registration (if attending event)
• Trade show invitation/booth booking

Financial Requirements

Same as tourist visas, but WHO pays differs:

Option 1: Your Employer Pays

• Employer's bank statements (6 months)
• Company financial documents
• Letter confirming they cover all expenses

Option 2: European Host Company Pays

• Host company's financial guarantee letter
• Host company bank statements
• Stated in invitation letter

Option 3: You Pay (Self-Employed/Freelancer)

• Your bank statements showing €50-€100/day
• Business registration certificate
• Tax returns

Application Process

Step 1: Get Invitation Letter

Contact the European company/conference organizer requesting an official invitation letter. Allow 1-2 weeks for them to prepare it.

Step 2: Choose Embassy

Apply to the country where:

• Your business meeting is located, OR
• You'll spend most days (if visiting multiple countries)

Step 3: Book Appointment

Schedule at embassy/VFS Global. Select "Business" as visa type.

Step 4: Prepare Documents

Gather all required documents. Business visas require MORE documentation than tourist visas - be thorough.

Step 5: Attend Appointment

• Submit all documents
• Biometrics
• Pay €90 visa fee

Step 6: Processing

Standard: 10-15 days. Business visas often processed faster than tourist visas if well-documented.

Common Business Visa Scenarios

Scenario 1: Attending Conference/Trade Show

Required:

• Conference registration confirmation
• Conference invitation email
• Employer letter explaining business relevance
• Proof of payment for conference

Scenario 2: Meeting Potential Client

Required:

• Invitation from European company
• Email correspondence showing business discussions
• Your company profile/brochure
• Proposed agenda for meetings

Scenario 3: Company Training

Required:

• Training invitation from European company/headquarters
• Training schedule/curriculum
• Employer letter explaining training purpose
• Confirmation training is unpaid

Scenario 4: Contract Signing

Required:

• Invitation for contract signing ceremony
• Draft contract or MOU
• Previous correspondence
• Both companies' registration documents

Approval Tips

✅ Do's

1. Get Detailed Invitation Letter - Vague letters = rejection
2. Show Legitimate Business Purpose - Specific meetings, not "exploring opportunities"
3. Prove Company Relationship - Emails, contracts, previous dealings
4. Have Employer Support Letter - Confirms you'll return to job
5. Show Travel History - Previous business/tourist visas help
6. Be Consistent - All documents should tell same story

❌ Don'ts

1. Don't Use Generic Invitation - Must be specific to your visit
2. Don't Hide Work Intent - If you'll work, apply for work visa
3. Don't Apply Without Invitation - Mandatory for business visa
4. Don't Fake Business Relationship - Easy to verify; leads to ban
5. Don't Confuse with Tourist Visa - Apply for correct type

FAQ