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Step by Step: Apply for a visa
Step-by-step instructions: Applying for a visa at the foreign representation (embassies and consulates) in Germany.
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how the visa process works
what steps are required to apply for a visa
how to prepare well for the visa process
what happens after the visa is issued
Table of Contents
1. Step 1: Determine the responsible embassy (visa)
2. Step 2: Collect documents (visa)
3. Step 3: Appointment booking (visa)
4. Step 4: Attend your visa appointment
5. Step 5: Review of the visa application
6. Step 6: Entry into Germany
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, the visa process is often lengthy and problematic in practice. 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: Determine 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 submitted 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 limited confidence in the respective documents, so numerous additional documents must be submitted as proof (see, for example , the 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 required 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 only the previously completed information (not handwritten changes after completion) is considered during application processing. Some countries have application forms other than the VIDEX form. Relevant information can be found on the embassy website.
Step 3: Booking an appointment (visa)
Once it has been determined which documents are necessary for the visa application and that these documents can actually be obtained, a visa appointment must be booked at the embassy . To do this, an appointment must be booked on the website of the respective embassy using the so-called “RK-Visa” in the appropriate category (see, for example, booking an appointment in Great Britain (London and Edinburgh) ). In the RK-Visa portal you will find a list of all embassies where you can book an appointment online . If the embassy responsible for you is not listed in the RK-Visa portal, your embassy does not offer appointment booking. In this case you must register on the embassy's waiting list (e.g. embassies in Islamabad and Moscow) or the embassy can assign appointments manually (e.g. embassy in Dhaka).
Unfortunately, in many cases, it is very difficult to obtain a visa appointment because the embassies are overloaded, and there are also repeated cases of abuse of the appointment booking systems (e.g., by bots and appointment sales in Tehran). In such cases, it may be helpful to initially book an appointment at unusual times or when appointments are newly released (usually at 9:00 a.m. local time). If that doesn't help, you can try emailing your documents to the embassy and requesting an appointment. This approach is particularly helpful for preparing a later action for failure to act, since submitting the documents legally constitutes an application.
If all these options fail, you can hire a lawyer . They can, for example, obtain an appointment using the expedited skilled worker procedure or enforce the appointment by filing a lawsuit for failure to act .
Step 4: Attend your visa appointment
It is advisable to arrive at the visa appointment a few minutes early, as almost all embassies have security checks. There may be waiting times at some points. At the visa appointment, the embassy employee will first check that your documents are complete . If the documents are complete, they may have a short interview with you ( a plausibility interview ), but this is not mandatory. The visa interview is a short conversation in which the embassy employee checks your application for plausibility. This is to prevent fraud (e.g., an employment contract with a non-existent employer) and to validate your visa application. The visa interview usually only takes a few minutes and does not pose any particular problems if all documents are complete and correct. You can find more information about the visa appointment and the visa interview in our VISAGUARD article “What happens at the visa appointment?”
Step 5: Review of the visa application
After the visa appointment, the responsible diplomatic mission will verify whether all requirements for issuing the visa have been met. The official will review the submitted documents and make a decision based on these. If the visa is approved, you will receive a notification to collect your passport and visa – in many cases directly from the embassy. Alternatively, some embassies offer a courier service for around €30 that will deliver the passport to your home. In the event of a rejection, a written notice will be issued. You can either file a protest or file a lawsuit against this rejection notice. In such cases, the assistance of an experienced lawyer is recommended.
Step 6: Entry into Germany
After receiving your visa for Germany, there are a few important steps you should follow to ensure a smooth start to your new life. First, it's essential to carefully check the issued visa. Embassies often make typos regarding passport numbers or validity periods. However, the passport number on your visa, in particular, 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 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 with a national D visa (conversion of visa into a residence permit). If you entered 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.
FAQ
Which embassy is responsible for my visa application?
Jurisdiction generally depends on your place of residence. If you are not in your home country, you will usually need to provide proof of a valid residence permit for the country in which you intend to apply. Submitting an application to an embassy that is not responsible will usually result in rejection.
How long does it take to process the visa application?
Processing times can vary greatly—from a few weeks to several months—depending on the visa type, the embassy, and the workload. An incomplete application or missing documents will extend the processing time.
What can I do if I can't get an appointment?
You can try booking appointments at unusual times or contact the embassy by email. You can also consider engaging a lawyer to build pressure, perhaps by filing a lawsuit for failure to act.
Conclusion
Applying for a visa for Germany is a complex, often lengthy process that requires careful preparation and strict adherence to official requirements. From identifying the responsible embassy and compiling the necessary documents to booking an appointment and the actual visa application, numerous steps must be completed correctly. Scheduling appointments and country-specific details often pose significant challenges. A thorough understanding of the entire process can help avoid errors and shorten processing times. After a visa has been successfully granted, further obligations follow, such as registering with the registration office and applying for a residence permit. Early legal advice can contribute significantly to success in problematic cases and pave the way for a successful start in Germany.
List of Sources (Paywall)
[1] Bergmann / Dienelt, Aliens Law, 15th edition 2025
[2] Visa Handbook of the Federal Foreign Office