Schengen Visa Application Requirements

Instructions for those who are not family members of EU/EEA nationals. Please note that only applications with all of the supporting documents as follows will be accepted. For instructions for EU family members please see bottom of this page.

Applicants can apply up to 3 months but no later than 15 days before the planned travel. As per the Schengen Visa Code the visa application is decided within 15 calendar days (in specific cases up to 60 days).

Harmonized Schengen Visa Application Requirements:

(*) If your application lacks any of the below documents marked (*) it is considered inadmissible and your documents, including application fee will be returned to you without further notice. (Visa Code art. 19:3)

1. An application form (*) – completed duly and legibly, and signed and dated by the applicant (in case of applicants under 15, the application form should be signed by the parent/legal guardian; in case of applicants aged 15-18, a written consent of their parent/legal guardian should be presented. In all such cases the parent/legal guardian´s passport copy needs to be provided).
2. Original passport (*) + copy of all relevant pages (ID page, previous Schengen visas, etc.) - the passport must be valid for at least 3 months after the intended departure from the Schengen Area. Further, the document must have been issued within previous 10 years and contain at least 2 blank pages. For the Table of recognized passports consult the website of the European Commission;
3. Copy of passport data page and all stamps and visa’s in the passport;
4. National registration card ID​, original and copy;
5. If you are a non-Zambian/Zimbabwe/Malawi national: residence permit / of country of residence, or employers/investors permit etc. valid at least three months beyond your intended departure from the territory of the Schengen states (booklet and stamp in passport);
6. One recent (not older than 6 months) passport-size photograph (*) (compliant with ICAO standards, light background and neutral expression necessary, no head covering acceptable except for religious reasons);
7. Individual travel medical insurance (not for diplomatic passports holders and EU citizen family members) - valid for the Schengen area and covering the entire period of intended stay plus 15 days. The minimum coverage needs to be 30.000 EUR and include all costs that could arise as a result of emergency medical assistance, emergency hospitalization or repatriation. For details see the List of approved travel insurance companies.
8. A flight ticket reservation, including return flight (the original ticket may be required at the collection of the visa) or proof of other means of transport to be used (if travelling by private car: copy of international driver’s license and car license);
9. A confirmed hotel reservation(s) or other proof of accommodation for the whole duration of stay in Schengen (if not covered by any other document - see below);
10. Proof of your work situation: If you are employed: employment contract or recent employer statement, including information on monthly salary  and granted leave, recent letter from employer indicating your employment status within the company as well as the duration of the contract and duration of employment, payslips (signed and stamped by the company), NAPSAIf you are a company owner or self-employed: Certificate of registration of the company as well as company shareholder certificate from PACRA; tax return form (company form 5 and 7).
11. Payment of the visa application fee (*)(where applicable);

Proof of integration into the country of residence: 

1. If you are employed: recent letter from employer indicating the employment status within the company as well as the duration of the contract and duration of employment, payslips stamped by the company (or equivalent),
2. If you are a company owner or self-employed: Certificate of registration of the company as well as company shareholder certificate from PACRA, tax return form (company form 5 and 7)
3. Proof of family ties: marriage certificate, birth certificate of your children to prove ties to the home country. 
4. If applicable: proof of other special circumstances, e.g. nursing care of family member due to serious illness/disability etc. 

A proof of sufficient financial means for the intended visit of the Schengen area: 

• ​​Valid credit card issued on the applicant's name - account statements for past 3 months containing the credit card limit, stamped by the bank;
• Traveler checks issued under the name of the applicant, duly signed, presented in original and copy;
• Original applicant's bank account statement for the past 3 months is required (online print-out statements need to be stamped by the bank);
• If the applicant does not receive his/her salary in the bank account, salary slips are requested;
• Official invitation form from the host person, certified by the Alien Police, where the host undertakes to cover all expenses related to applicant's stay in the Schengen zone;
• In case of travelers depending on direct relatives/other persons directly linked to them for covering trip expenses: Embassy may accept a guarantee letter, which shall be done according to the national legislation of every MS, from the person paying for the trip. Subsequently, proof of financial means from the inviting person shall also be provided (see details above). 
• Complementary, other means of showing wealth, such as proof of real estate property.
• The Embassy may ask for several of these proofs to verify the existence of sufficient financial means.

Original document(s) proving the purpose of travel:

 

A) TOURISM

• In case of organized tourism (via travel agencies): confirmation of booking of organized trip from host company (i.e. voucher). If the confirmation of booking does not include proof of prepayment; proof of pre-/down-payment is required.
• In case of individual tourism: booking confirmation from accommodation, as well as down-/prepayment.
• A detailed travel plan.
• For employed persons: signed letter from current employer containing following information:
  • applicant's personal data, function/profession
  • terms of employment (temporary/permanent)
  • date of employment
  • gained salary in past 6 months
  • granted leave days
  • date and contact details
• For private entrepreneurs: copy business registration, Zambian/Zimbabwe/Malawi TPIN Certificate (or equivalent); most recent tax statement.
• For pensioners: pension certificate or other financial support.
• For students: confirmation from university or educational establishment.

B) PRIVATE VISIT (VISIT OF FRIENDS OR FAMILY)

• Official invitation form from the host person, certified by the Alien Police or in some cases invitation letter, written and signed by the inviting party, stating the purpose of the trip and the time-period of the intended stay. The signature of this invitation should be legalised by the competent authority.
• For family visits: proof of family ties with the referent/inviting person.
• Proof of accommodation for the whole duration of the intended stay in the territory of Czech Republic
• For employed persons: signed letter from current employer containing following information:
  • applicant's personal data, function/profession
  • terms of employment (temporary/permanent)
  • date of employment
  • gained salary in past 6 months
  • granted leave days
  • date and contact details
• For private entrepreneurs: copy of business registration and Zambian/Zimbabwe/Malawi TPIN Certificate (or equivalent); most recent tax statement.
• For pensioners: pension certificate or other financial support.
• For students: confirmation from university or educational establishment

C) BUSINESS, CONFERENCE, OFFICIAL VISITS

• Signed letter of invitation from host company explaining the purpose of the trip and identity of invited person and intended length of stay signed and stamped by the business partner and other evidence of the purpose of your trip (e.g. entry tickets to trade fairs, congress etc.). If the costs are borne by your business partner, this must be stated in detail in the invitation. The letter should also contain the following information:
• Applicant's personal data
  • the reason of the visit in the Czech Republic (Schengen zone)
  • intended length of stay
  • information who will be responsible for supporting the applicant's stay financially during his/her stay in the Czech Republic (Schengen zone)
  • date and contact details
• Embassy may also ask for corporate agreements, the Zambian firm statutes, or the volume of transactions between the Zambian and Czech companies concerned.
• In case of visit of fares/conferences: proof of registration, confirmation of pre-/down- payment
• For employed persons: signed letter from current employer containing following information:
  • applicant's personal data, function/profession
  • terms of employment (temporary/permanent), position in the company,
  • date of employment
  • purpose of the journey
  • information who will be responsible for supporting the applicant's stay financially during his/her stay in the Czech Republic (Schengen zone), i.e. the purpose and conditions of your trip, including how the costs will be met (accommodation, meals, per diem allowance, health insurance)
  • date and contact details
• For private entrepreneurs: copy of business registration and Zambian TPIN Certificate (or equivalent); most recent tax statement.
• For pensioners: pension certificate or other financial support.
• For students: confirmation from university or educational establishment.
• Hotel reservation or proof of other accommodation.

D) INTERNATIONAL SPORTS EVENTS

 

• Signed letter of invitation from host organization containing following information:
  • applicant's personal data
  • name and date(s) of the event in the Czech Republic (Schengen zone)
  • information if the event organizers will cover any expenses of participants
  • date and contact details
• Confirmation from local sports organization/federation containing following information:
  • applicant's personal data
  • applicant's function in the organization/federation
  • purpose of the journey
  • name and position of the responsible person or organization  for the applicant's financial support during his/her stay in the Czech Republic (Schengen zone)
• For employed persons: signed letter from current employer containing following information:
  • applicant's personal data, function/profession
  • terms of employment (temporary/permanent)
  • date of employment
  • purpose of the journey
  • information who will be responsible for supporting the applicant's stay financially during his/her stay in the Czech Republic (Schengen zone)
  • date and contact details
• For private entrepreneurs: copy of business registration and Zambian/Zimbabwe/Malawi TPIN Certificate (or equivalent); most recent tax statement.
• For pensioners: pension certificate or other financial support.
• For students: confirmation from university or educational establishment.

 

E) MEDICAL TREATMENT

• A letter from the medical institution or doctor in the Czech Republic indicating the following:
  • contact with the applicant's local doctor
  • nature of the treatment
  • estimated time of recovery
  • the need for return visits
  • the official document of the medical institution that the patient is accepted and information that the treatment can be performed
  • An estimate of the anticipated length of stay of the patient in hospital before being released to return to Zambia/Zimbabwe/Malawi.
  • the cost of treatment and information that the medical institution or doctor agrees with the intended form of payment
  • proof of pre-payment of the treatment or other proof of sufficient financial means to cover the medical treatment and related expenses, such as additional insurance coverage. 
• A letter drafted and signed within the last 3 months by the applicant's treating doctor in Zambia providing background information about current medical treatment and confirming the need of specific medical treatment to be provided abroad
• For employed persons: signed letter from current employer containing following information:
  • applicant's personal data, function/profession
  • terms of employment (temporary/permanent)
  • date of employment
  • purpose of the journey
  • information who will be responsible for supporting the applicant's stay financially during his/her stay in the Czech Republic (Schengen zone)
  • date and contact details
• For private entrepreneurs: copy of Zambian/Zimbabwe/Malawi company registration and TPIN Certificate or equivalent); most recent tax statement.
• For pensioners: pension certificate or other financial support.
• For students: confirmation from university or educational establishment.
• Persons accompanying the applicant will apply for a Schengen visa under the modality Private visit.

F) STUDY AND RESEARCH (UP TO 90 DAYS OF STAY ONLY)

 Letter of acceptance from the Czech Republic (Schengen zone) educational/research institution containing following information:

• Applicant's personal data
• Course/research description
• Course/research duration
• Information who will be responsible for supporting the applicant's stay financially during his/her stay in the Czech Republic (Schengen zone)
• Date and contact details
• Confirmation from educational institution in Zambia containing following information:
  • applicant's personal data
  • details of the institution (name, contact details)
  • applicant's course enrolment
  • number of years of applicant's stay in the institution
  • purpose of the journey
  • name and position of the responsible person or organization  for the applicant's financial support during his/her stay in the Czech Republic (Schengen zone)
• For employed persons: signed letter from current employer containing following information:
  • applicant's personal data, function/profession
  • terms of employment (temporary/permanent)
  • date of employment
  • purpose of the journey
  • information who will be responsible for supporting the applicant's stay financially during his/her stay in the Czech Republic (Schengen zone)
  • date and contact details
• For private entrepreneurs: copy of company registration and Zambian/Zimbabwe/Malawi TPIN Certificate; most recent tax statement.
• For pensioners: pension certificate or other financial support.
• For students: confirmation from university or educational establishment.

G) OFFICIAL

• You should provide a letter issued by the Zambian authorities confirming that you are a member of the official delegation to participate in an event, accompanied by the official invitation.

H) ADDITIONAL REQUIREMENTS FOR MINORS (UNDER 18 YEARS) TRAVELING WITHOUT BOTH PARENTS OR A GUARDIAN

• Copy of Birth Certificate (the original might be requested)
• Copies of both parents (guardians) ID-cards and passports if applicable (missing or deceased parent's information must be provided in a form of an official document: e.g. a Death Certificate)
• The visa application has to be signed by both parents mentioned in the birth certificate or the parent/person who has sole-custody or legal guardianship of the child in front of the staff at the Czech Embassy
• Legalized written consent letter from both parents (guardian) if the child travels alone or from the parent that is not accompanying the child while travelling

• If one parent has sole-custody, adequate proof must be provided (e.g. death certificate of deceased parent, divorce decree with custody arrangement, Court order of guardianship, etc.). 

• Letter from  school containing following information:
  • applicant's name
  • name of parent(s), guardians
  • grade
  • number of years at school
  • school holidays
  • date and contact details of the school representative
• In case of a group travel a complete list of group members and details of the person(s) in charge of the group

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GENERAL INFORMATION

The applicant needs to pay a non-refundable visa fee in cash  in  ZMW of a monthly rate equivalent to 80 EUR (children under 6 years of age are exempt from the fee, children under age of 12 pay the equivalent of 40 EUR).

Fingerprints are collected from all applicants except for children up to 12 years old, applicants that have submitted their fingerprints at a Schengen member state's embassy in the last 5 years, applicants in whom fingerprint collection is physically impossible, heads of states and governments and their delegations if invited on an official visit, and members of royal families if invited on an official visit.

Please note that:

• The mere submission of the above listed documents does not guarantee the issuance of a visa. Individual assessments are made in every case.
• Each applicant must present a separate application form and a separate set of documents.
• The Consular Department has full authority to evaluate and request more documents than those submitted by the applicant, therefore, always include your mobile or home or office telephone number with your application. The applicant is hereby informed that submitting the aforementioned documents does not guarantee automatic issuance of the visa.

The Visa Section of the Embassy shall carry out a retrospective verification of the particulars submitted by the applicant. Where it is established that, after the Schengen visa has been issued, the circumstances stated by the applicant at the time of application have changed without informing the Embassy, the Visa Section shall cancel the visa in accordance with Article 34 of the Visa Code or declared it invalid (if the visa was obtained fraudulently).

 

Employment

Lodge a Schengen visa application for the purpose of other (employment) if you will work in the Czech Republic or if you will carry out activities arising from the legal person´s scope of activities as an associate, statutory organ or member of a statutory or other organ of a corporation for a business corporation.

KINDLY FOLLOW THESE STEPS

1. Schedule an appointment.

Consulates schedule their own appointments by e-mail

Applications are lodged in person and biometric data (fingerprints) are collected.

Schengen visa applications can be submitted six months at the earliest and 15 days at the latest ahead of the trip. 

3. Lodge the application presenting the following requirements:

• Passport
• Application form
• Photo
• Biometric data (fingerprints)
• Supporting documents on
  • - purpose of stay – employment permit issued by the Labor Office of the Czech Republic /in case an exception stemming from articles 98 and 98a of Act No 435/2004 Coll., on Employment, cannot be applied/ + employment contract or agreement, future employment agreement, trade licence (živnostenský list) or company register extract (výpis z obchodního rejstříku)
  • - accommodation
  • - financial means – employer´s salary / wage confirmation – can be submitted in a form of an employment contract
  • - proof of return – information allowing assessment of applicant’s intention to return (most commonly
  • Travel medical insuranceHarmonized List documents
• Fee

Applications are admissible (i.e. they can be accepted and processed) only if they confirm to ALL of the following: contain valid passport, application form, photo and fingerprints, are submitted six months at the earliest and 15 days at the latest ahead of the trip, and visa fee has been paid.

4. Await the decision outcome.

Visas are generally decided within 3 – 5 days. The legal processing period is 15 days. In individual cases, the processing period can be extended to 45 days, notably when further examination is needed.

5. Collect your visa if visa approved or a refusal form if visa denied.

Applicants can pick up their passports with visas themselves or they can authorize someone else to do so on their behalf. A certified power of attorney needs to be presented when picking up the passport on somebody´s behalf. If the applicant notifies the consulate about this arrangement when lodging the application, no power of attorney is necessary.  

Refusal forms must be picked up by the applicant himself / herself.

6. Note: Visa issuance does not automatically grant the right of entry to the Schengen Area / Czech Republic. Visa holders need to fulfill entry conditions specified in the Schengen Border Code and can be asked upon entry to present documents on accommodation, finances, return air ticket etc. Failure to notify the consulate of any changes in the trip arrangements after the application has been lodged or after the visa has been issued can result into revocation or annulation of the visa.

 

EU Citizen Family Members

Are you a family member (the spouse, the partner with whom the EU citizen has contracted a registered partnership, the direct descendants who are under the age of 21 or the dependent direct relatives in the ascending line) of citizens of the EU, Iceland, Norway, Switzerland or Liechtenstein ? In such case your visa application will be processed free of charge within two weeks. You will have to prove your relation to the EU citizen and his/her EU citizenship, but you will not have to present your TMI, airline ticket, proof of sufficient funds and employment letter. 

A family member of an EU citizen is a family member of a citizen of any of the EU country or Iceland, Lichtenstein, Norway and Switzerland, who is a:

• spouse,
• parent if it concerns someone who supports an EU citizen under 21 with whom they live in a common household,
• child under 21 or such a child of the spouse of an EU citizen and,
• dependent direct relative in an ascending or descending line or such a relative of the spouse of an EU citizen.

A dependent person is understood to be a third-country national supported by a European Union citizen or the spouse thereof who:

• is systematically preparing for a future profession up 26 years of age;
• cannot systematically prepare for a future profession or perform gainful activities due to illness or injury; or
• is not capable of supporting him/herself financially due to a chronic adverse health condition.

A family member of an EU citizen can also be understood to be a foreign national who can credibly prove that:

• they are a relative of an EU citizen that is not specified above if:

1. they lived in a common household with an EU citizen in the country whose citizenship they hold or in the country in which they held long-term or permanent  residence;
2. they are supported by an EU citizen; or
3. they cannot care for themselves without the personal care provided by an  EU citizen due to a chronic adverse health condition; or

• they are in a permanent relationship with an EU citizen that is comparable to a family relationship and that they share a common household.

Schengen Visa Requirements

1. Schengen visa application form (duly completed, dated and signed by the applicant, in case of minors by a parent/legal guardian),
2. Valid travel document (in original + a copy of the ID page), not issued more than 10 years ago, including at least 2 blank pages, whose validity needs to be at least 3 months after the planned return from the Schengen Area,
3. 1 photograph (sized 3,5 x 4,5 cm, with light background),
4. The original or a certified copy of the proof of affiliation (marriage/birth certificate) - if not issued by an EU/Schengen member state, legalization by the issuing country's Ministry of Foreign Affairs is necessary,
5. Proof that the applicant is joining or following the EU citizen (flight ticket reservations or a declaration of the EU citizen, etc.)

The visa application for family members of EU nationals is free of charge. 

In case of a visa application refusal the applicant can appeal the refusal within 15 days from receiving the written decision about the visa refusal containing a full justification of the refusal.  The appeal has to be lodged through a diplomatic mission, at which the visa application has been filed, in writing (in Czech or English languages, hardcopy only) and state the information about the applicant, contact information and the nature of the disagreement with the visa refusal decision. Information that was not stated in the visa application cannot be a reason for lodging the appeal. The Ministry of Foreign Affairs of the Czech Republic shall review the request within 30 days from the receipt of the appeal. Information on the outcome of the review is sent through a diplomatic mission.

For more information kindly consult the website of Ministry of Foreign Affairs of the Czech Republic.

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Please consult the above Schengen Visa Checklist and make sure you have all the required documents.