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Planning to apply for a visa to the EU or another region that mandates an itinerary but unsure where to begin? The two main components of a visa-required travel itinerary are your flight reservations and hotel bookings. Crafting the itinerary itself can be a bit tricky, especially when trying to secure flight and hotel details without being financially committed in case your visa gets denied. Fortunately, we've gathered all the essential tips for you to successfully provide the necessary travel documentation for your visa application. Continue reading to discover how to put together a travel itinerary for your visa process.
Steps
How to Secure Flight Information for Your Itinerary
Opt for a flight reservation to avoid paying the full ticket price. Many visa processes require proof that you've booked both arrival and departure flights, but this doesn't mean you need to pay the full ticket price upfront. A number of airlines offer flight reservations at a reduced cost compared to full-priced tickets, so it's worth checking their websites for this option.
- These flight reservations, often referred to as dummy tickets, are accepted for several visa applications, including the Schengen visa. These reservations are officially recorded with an airline, so they’ll have a transaction on file.
- You can also explore legitimate third-party services online to make valid flight reservations. Be cautious, though—fake dummy tickets are illegal, and authorities can easily verify whether a reservation is authentic. If you're caught with a forged ticket, your visa application will be rejected.
Buy a refundable ticket if you're okay with spending a bit more upfront. Refundable tickets often come with a higher price tag compared to non-refundable options, but the benefit is that if your visa gets rejected, you can recover your money. Airlines are legally obligated to process refunds within seven days of ticket cancellation.
- Refundable tickets can be significantly more expensive, sometimes costing twice as much as standard tickets.
- Though it might be tempting to cancel the refundable ticket once your visa is approved and book a cheaper option, doing so could cause issues. If your original flight gets sold out, you may not be able to travel on the same flight you mentioned in your visa application, which could raise questions when you arrive at your destination.
- Keep in mind, visas for destinations like the EU typically take about 15 days to process (and sometimes even longer). If the country you're visiting processes visas more quickly, holding a ticket can work well for you.
- When booking with award points, you might be able to hold your ticket for a longer period than if you were paying with cash. Always check your airline's policy.
Secure a ticket with a travel agency for an exclusive advantage. Many travel agents have the capability to hold tickets for longer than the general public. By submitting this ticket information with your visa application, you can proceed with your visa application without worrying about paying full price for a trip that might later be canceled.
- It’s a good idea to compare different travel agencies to find the best option. Inquire if they have experience holding tickets for visa applications and ask how they can assist you throughout the process.
How to Obtain Lodging Information for Your Travel Itinerary
Book a refundable hotel reservation to safeguard your finances. Many hotels or hostels offer flexible cancellation policies, allowing you to cancel and get a full refund if your visa application doesn't go through. Booking a room at these types of places can save you money if things don't go as planned.
- Be sure to carefully check the terms and conditions of your hotel reservation. Some third-party booking websites may label a room as refundable, even if it isn’t.
Request your host's address if you're staying with them. If you're planning to stay with friends or family instead of booking a hotel, you'll need to provide their address in your travel itinerary. Be ready to include your host’s full address for your visa application.
- Some visas, like the Schengen visa, may also require a letter from your friend or family member confirming the invitation to stay with them. The letter should include details about your relationship with the host and clarify who will be covering the costs during your stay.
Opt for a non-refundable booking if you find a great deal. Certain hotels and hostels offer discounted prices for non-refundable reservations. While booking a refundable option is usually safer in case your visa is denied, sometimes an irresistible offer might make a non-refundable reservation worthwhile.
Assembling Your Travel Itinerary
Collect your flight and accommodation details. Your visa application will require copies of your flight reservation and hotel booking details, but you should also include this information in your itinerary. Use a Word or Excel document to note your arrival and departure dates, along with the addresses of where you'll be staying each night.
Print your train or ferry tickets if you’re using one. If you’re traveling by train or another form of transportation instead of flying, having a printed copy of your prepaid ticket for your departure is essential. This helps meet one of the key requirements of the visa application process: proof of return or onward travel.
Draft a daily itinerary with your planned activities. While your itinerary's core components are your travel and accommodation details, adding a few notes about your intended activities during your stay can enhance your application. You don't need to be overly specific—just a general outline will suffice. For example, you might write something like:
- June 6th: Arriving in Berlin in the morning, visiting Reichstag in the afternoon, back to AirBnB in the evening. June 7th: Exploring Markthalle in the morning, touring Tiergarten in the afternoon, heading to Berghain at night.
Attach your itinerary to your application. Along with your visa application, make sure to submit your flight reservation (or dummy booking), hotel stay receipts or a letter from your host, and your planned activity itinerary for each day.
Wait for the outcome of your application. Visa processing times can vary across consulates, and they may change depending on the workload. For example, a typical Schengen visa can take about 15 days. If the consulate requires additional review, expect to wait up to 30 or even 60 days for a response.
- If your visa is denied, many countries, including Schengen states, will provide reasons for the rejection. You will then have the opportunity to appeal the decision in an attempt to overturn it.
Important Notes
- While travel insurance might seem like a smart way to safeguard your finances, unfortunately, it typically won't cover the cost of a missed trip due to a visa refusal.
