How to Submit Hotel Bookings for a Visa Application
Most Embassies & Consulates worldwide ask for proof of accommodation, like hotel bookings, when you apply for a Visa.
The reason they ask for this is to make sure you have a place to stay during your trip. Just saying you’ll stay at a hotel or a friend’s house isn’t enough; you will need to show proof of where you plan to stay.
This requirement might seem confusing and frustrating because each country has different rules about what kind of proof they need for accommodation.
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کیا آپ کو اپنی ویزا کے لیے ڈمی فلائٹ ٹکٹ کی تلاش ہے؟
اگر آپ اپنی ویزا درخواست کے لیے عارضی پرواز کی بکنگ تلاش کر رہے ہیں جسے عام طور پر ڈمی فلائٹ ٹکٹ کہا جاتا ہے۔ ہم صرف 2500 روپے میں واٹس ایپ کے ذریعے فوری خدمات پیش کرتے ہیں۔ بس اپنے سفر کی تاریخیں ہمارے ساتھ شیئر کریں اور چند منٹوں میں آپ کو واٹس ایپ پر اپنی فلائٹ ریزرویشن مل جائے گی۔
ہمیں نیچے دیئے گئے نمبر پر واٹس ایپ کریں۔
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What Can I Submit as Proof of Accommodation?
Even though it might seem complicated, all the documents listed below have the same goal: to show that you’ve arranged a place to stay during your visit to the country.
This proof, certificate, or letter can be in the form of:
- Hotel booking
- Host invitation if you plan to stay with friends or family
- Confirmation from an organized tour operator or holiday tours
- Rental agreement or contract
While many countries, especially in Europe, require proof of accommodation, some countries only need proof of financial means. This means you need to show, for example through a bank statement, that you have enough money to support yourself throughout your journey, including your stay at the hotel, hostel, or guesthouse.
Hotel Reservation
If you plan to stay at a hotel in your destination country, you’ll need to provide proof of the hotel booking, usually in the form of a ‘hotel confirmation letter,’ also known as a hotel itinerary for a visa application. This letter is given by the hotel after you book a room, confirming your reservation.
The letter should have the following information:
- Your full name
- Entry and exit dates
- Hotel address
- Hotel contact details, like phone number and email
- A valid hotel reservation code
Embassies or consulates recommend choosing a hotel that offers a full refund in case your visa is rejected or delayed. If you can’t find such an option, try to get the least expensive hotel reservation. This is important because booking a room at a hotel without a refund policy means you might lose your money.
Alternatively, you can submit a temporary hotel booking (often referred as dummy) as proof of accommodation. While this might be called a fake hotel reservation, it’s not a fraudulent booking. It’s just a reservation without payment made before the visa application is approved.
Should I get a hotel itinerary booking without paying the full price?
Many hotels charge non-refundable fees just for booking, causing inconvenience as there’s no guarantee of visa approval and you can’t get your money back if your visa is rejected.
However, there are companies that can help with your visa application by offering a temporary hotel reservation for a small fee, and we also provide the same service for a nominal fee. This service is completely secure and is the most cost-effective way to manage hotel bookings before obtaining your visa.
Invitation From the Host
Many travelers, when going abroad, choose to stay overnight with friends or family to save money. While the embassy or consulate usually allows this option, you still need to show proof that your friend or relative is willing to host you.
The host should write an Invitation Letter confirming your stay at their place. This letter should include:
- Dates of your stay
- Address of the place
- Name and surname of the host
- Contact details of the host, like email and phone number
- Host’s signature
Although it’s not required for every country, your host might also need to prove they have enough space for you. For example, if you plan to visit friends who are a couple with only one bed and no extra sleeping arrangements, the embassy might not approve your stay. Usually, the host has to apply at their local office for a document called the ‘certificate of accommodation, confirming the availability of a spare room for another person. The local authorities will issue this document if they find the available room suitable; otherwise, they might reject the application.
Invitation letter for Schengen Visa Application
- In Europe, despite the common visa issuance policy within the Schengen Area member states, individual rules govern the host invitation letter. Here are some examples:
- In France, the host is required to submit the original “Declaration d’Accueil” (guarantee document). This requirement also applies to hosts in Luxembourg.
- In Austria, the host must request the “Elektronische Verpflichtungserklärung” from their municipality. They need to deliver this document to Austrian Authorities no earlier than 30 days before the applicant’s visa appointment date.
- In Belgium, the original “Engagement de Prise en Charge – Verbintenis tot Tenlasteneming 3 bis” must bear the stamp of the municipality and the embossed stamp of the foreign office.
- In the Netherlands, the host must provide the original “Bewijs van Garantstelling,” along with three salary sheets/reports and the work contract of the inviting person. If the host is self-employed, they must also submit the company’s registration in the trade register, the taxation decision known as “down aanslaginkomstenbelastingen,” an official document from the tax authority “Belastingdienst,” and a copy of the profit and loss account.
Confirmation From a Tour Company
If you plan to join a tour organized by a tour operator with a group of people, you’ll need a letter from the tour operator. This letter should detail the accommodations, such as hotels, hostels, or guest houses, where the group will stay throughout the entire tour. For each location, the letter should include:
- Name of the place
- Address
- Telephone number & email
- Date of entry and exit
- Name under which the reservations were made
It’s crucial that the tour operator is legally recognized for the issued documents to be considered valid.
Rental Agreement or Contract
If you plan to rent a place in your destination country, it’s a good idea to make those arrangements before applying for a visa. You can secure accommodation online, sign the contract electronically, and submit it on the day of your interview at the embassy or consulate, along with other required documents.
The contract should generally include:
- Name and surname of the landlord
- Contact details of the landlord, like email, telephone, home address, etc.
- Address of the rented place
- Period for which the place has been rented by the applicant (entry and exit dates)
The house, apartment, or room must be legally rented, meaning it should be registered with the competent authorities in the applicant’s destination country. Both the landlord and the renter must sign the agreement.
Accommodation Proof for Backpackers
If you need visas to travel to the countries you plan to visit while backpacking, it’s crucial to understand that visas are not particularly friendly to backpackers. Consulates or embassies will require proof of accommodation and won’t accept explanations such as ‘I’ll rent a car and sleep in it when I get tired!’ or ‘I’ll sleep in my tent!’
However, all is not lost. You don’t necessarily have to alter your plans; instead, you can still book a hotel room with free or very cheap cancellation. After obtaining your visa, you can then cancel the reservation. It’s essential to exercise caution when employing such tactics, as some countries, like Belgium, may verify the availability of your hotel reservation by contacting the hotel when you arrive at the border. If you’ve already canceled your accommodation, you might be denied entry.
Sponsored Accomodiation
If you are attending a professional activity, such as training, a seminar, research, etc., and the organizer will cover the expenses, you still need to submit proof of accommodation. In this case, it should be a letter signed or stamped by the organizers. The letter, in addition to providing primary details such as the address of the accommodation place, email and telephone number, should explicitly mention who will be covering the expenses of the accommodation.
Proof of Accommodation vs Means of Subsistence
Proof of Means of Subsistence is typically a document, such as a bank statement, that shows you have sufficient funds for the trip, ensuring you can financially sustain yourself during your stay in your destination country. Each country specifies a designated sum of money that the traveler must possess for each planned day in that particular country.
There is a close connection between Proof of Accommodation and Means of Subsistence. For instance, if you intend to stay at a hotel, you’ll be required to have more money compared to staying at a friend’s or relative’s place. Examples include:
- In Belgium, the traveler must possess EUR 95 per day when staying in a hotel and EUR 45 when opting for more economical accommodations to secure the visa.
- In France, the daily monetary requirement is EUR 120 if no proof of prepaid accommodation is provided. With prepaid hotel reservations, the amount decreases to EUR 65 per day. If the applicant plans to use cheaper forms of accommodation, the required amount further decreases to EUR 32.25 per day.
- To obtain a visa to Denmark, a traveler must possess EUR 67.24 per day when staying in a hotel. If opting for a hostel or similar budget-friendly options, the required amount is EUR 47.07 per day. If accommodation is covered by a third party (staying with relatives or friends), the required financial means decrease even further.
