Application Essentials

Prepare in advance by understanding the administrative requirements and key details for your visa application.

• Visa Fee: Please refer to the Embassy website for the current fee.
• Processing Time: Applications require a minimum of 7 days.
• Booking an Appointment:
  • Applicants are requested to book an appointment with VFS
• Identity Verification: Applicants are required to appear in person for identity verification and fingerprint collection.
• Additional Documents: The list of required documents may change and is not exhaustive. Incomplete applications may require a new appointment, and applicants may be called for an interview.
• Each visa application will be reviewed individually. Therefore the requested documents may vary. The Embassy reserves the right to ask for additional documents at all times.
• This information is regularly updated but makes no claim to be complete.

Mandatory Document Checklist

• Duly completed and signed Schengen visa application form (VIDEX)
  

  Important – VIDEX Accommodation / Reference Section:
  Applicants must complete the accommodation or reference section in the VIDEX form accurately and in line with the stated purpose of travel.
  The information must fully correspond to the supporting documents.

  • Business travel:
    The inviting company in Germany must be entered.
  • No German inviting company:
    If the invitation is issued by a company outside Germany, or if the applicant is attending a trade fair without a German inviter, the hotel or accommodation in Germany must be entered.

  If this section is missing, incorrect, or inconsistent, the application will be recorded as incomplete in the Embassy’s system and cannot be processed, resulting in delays.

• 1 biometric passport-size photograph, not older than 6 months. Please follow these passport / ID photo guidelines
• Valid passport (data page and signature page only; minimum 6 months remaining passport validity upon returning to Malaysia) (original + 1 copy)
• Malaysian permit/ permanent residence (minimum 3 month validity upon returning to Malaysia) (original + 1 copy)
• Previous Schengen Visas including entry and exit stamps (original + 1 copy)
• Invitation letter from the company in Germany containing Formal Obligation in accordance with sections 66 and 68 of the Residence Act (1 copy)
• Exhibition Letter and exhibitor pass with stand layout/ registration/ entrance ticket (if applicable) (1 copy)
• Statement from employer stating the purpose and duration of your travel/ designation including your monthly income and the date of your commencement of employment (original)
• Declaration of the company to cover all travel expenses (original)
• Company’s bank statement from past 3 months (1 copy)
• Company director’s list/ shareholders list (1 copy)
• Flight itinerary (1 copy)
• Proof of accommodation (complete address of accommodation/ hotel reservation) (1 copy)
• Travel insurance with minimum coverage of € 30.000,- (not applicable to spouse of EU-Members) (1 copy)
• Registration of company (SSM) (1 copy)
• Valid rental agreement or proof of house ownership in Malaysia (original + 1 copy)