Step-by-step guide to applying for a visa

If the requirements for a visa are met, the visa application process can begin at the embassy. Unfortunately, in practice, the visa process is often lengthy and problematic. Embassies are often overwhelmed, which is why visa applications are not processed for months or even years. However, a thorough understanding of the visa process can avoid problems and thus shorten the processing time. In this article, we explain step by step how to apply for a visa at the embassy.

Step 1: Identify the responsible embassy (visa)

Before applying for a visa, you must find out which diplomatic mission abroad is responsible for processing the visa application. Therefore, an application to an embassy that is not responsible will inevitably result in the visa application being rejected. Responsibility for issuing visas is generally based on the applicant's place of residence . If the applicant is not a citizen of the country in which the embassy is located, proof of residence is usually required (e.g. a residence permit from that country). Such proof can be particularly relevant if there are several embassies in a country that are responsible for processing visa applications (see, for example, embassies in India ).

Further information on the jurisdiction of the respective embassy can be found on its website. The Federal Foreign Office provides an online list of the websites of all German diplomatic missions abroad. Further information on jurisdiction regulations for applying for a Schengen visa can be found in our VISAGUARD article on applying for a Schengen visa (jurisdiction) .

Step 2: Collect documents

Once the responsible embassy has been identified, it is necessary to evaluate which documents are actually necessary for the visa application. This depends not only on the type of visa (e.g., work visa or family reunification visa ), but also on the embassy. While the legal requirements are always the same, almost every embassy has its own country-specific peculiarities . In African countries in particular, embassies have only limited trust in the respective certificates, so numerous additional documents must be submitted as proof (see, for example, documents required for a study visa in Nigeria ). Hiring an immigration lawyer can be helpful if certain documents are missing or only incomplete.

The actual visa application form is the VIDEX online form . This must be completed, printed, signed, and then submitted to the embassy during the appointment. Please note that long-term stay must be selected on the VIDEX form and that you also sign the necessary declarations attached to the VIDEX form (e.g., declaration pursuant to Section 54 of the Residence Act ). The VIDEX form should not be changed (except for the signature) once it has been completed. Embassies scan the QR code on the VIDEX form, so that only the previously completed information (not handwritten changes after completion) is taken into account when processing the application. Some countries have application forms other than the VIDEX form. Relevant information can be found on the embassy website.

Step 6: Entry into Germany

After you have received your visa for Germany, there are a few important steps you should follow to ensure a smooth start to your new life. First, it is essential to carefully check the issued visa. Embassies often make typos regarding passport numbers or validity periods. However, the passport number on your visa must match the one in your passport. Errors in the information could lead to problems upon entry or subsequent visits to the authorities.

After your arrival in Germany, you are legally required to register with the local registration office (e.g., at the town hall) within two weeks. This is regulated by Section 17 of the Federal Registration Act (BMG) . Registering your residence is a prerequisite for many subsequent steps, as you will need the registration certificate for other official applications. After registering your residence, you will receive a so-called registration certificate, which serves as proof of residence.

Once you have registered your residence and received your registration certificate, you must apply for a residence permit from the immigration office if you entered Germany with a national D visa (conversion of visa into a residence permit). If you entered Germany with a Schengen visa , conversion to a residence permit is only possible under very specific conditions . We have written a separate VISAGUARD article on converting a national visa into a residence permit .

Once you have received your residence permit, you can work toward longer-term integration if you wish. With your residence permit, you can apply for a settlement permit and naturalization once you meet the respective requirements.