According to the Schengen regulation (Handbook of Visa code) article 7.
10 it is the applicant who needs to submit the necessary
documents to be granted a visa and the Embassy does not need to make further investigation into an application if the
documentation is not sufficient. Failure to submit the required documents will leed to refusal of the application. All supporting
documents have to be in A4 size paper.
REQUIRED SUPPORTING DOCUMENTS
Please tick off each required
General requirements for ALL applicants document
Yes No Note
1. General
a) flight reservation and complete intended itinerary covering the whole intended journey
throughout the territory of the Member States, including return;
b) for Zambian citizens: Copy of the National Registration Card;
c) for non-Zambians living in Zambia: Permit in Zambia valid at least three months beyond
the applicants' intended departure from the territory of the Member States;
d) if the non-Zambian national does not intend to return to Zambia, the applicant should
present proof that entry to his/her country of origin or any other third country is
guaranteed.
2. Verifiable evidence of sufficient means of subsistence during intended Yes No Note
stay
a) applicant's own means in Zambia:
(i) original bank account statements stamped by the bank showing movements over the last
3 months; or
(ii) formal obligation by a third person to cover the applicant's stay, including proof of
identity and of financial means of that person (e.g. bank account statements).
b) other verifiable evidence such as:
(i) if the applicant is employed: employment contract or recent employer statement,
including information on monthly salary;
(ii) if the travel costs are covered by a company/organisation: Signed letter to that effect,
certificate of registration, company bank statement of the past 3 months;
(iii) other means: Regular income, e.g. generated by property, social benefits.
3. Proof of integration into the country of residence Yes No Note
a) proof of employment/self-employment:
(i) if the applicant is employed: Recent letter from employer indicating the employment
status of the applicant within the company as well as the duration of the contract and
duration of employment, salary slips stamped by the company (or equivalent), NAPSA;
(ii) if the applicant is a company owner or self-employed: Certificate of registration of the
company as well as company shareholder certificate from PACRA; tax return form.
b) proof of family ties: marriage certificate, birth certificate of the children of the applicant
to prove ties to the home country. If applicable: proof of other special circumstances,
e.g. nursing care of family member due to serious illness/disability etc.
4. If the applicant is minor Yes No Note
a) minor’s birth certificate.
b) certified copies of ID/Passport of both parents including signature page.
c) the consent of a parent or legal guardian is required only if the minor is going to travel
alone or with only one of the parents. Exceptions will be made, if the minor travels with
the person who has exclusive parental authority.
d) if the child travels with only one parent, the other parent must produce a certified
consent for the intended trip with dates and destination.
e) if only one parent has guardianship of the minor, the relevant court documents must be
presented. See appendix III
Additional requirements depending on the purpose of travel
1. Tourism Yes No Note
a) proof of accommodation for the whole duration of the intended stay, throughout the
territory of Member States: document from the hotel/establishment providing
accommodation or any other appropriate document indicating the accommodation
envisaged, e.g. proof of real estate property.
b) confirmation of the booking of an organised trip or any other appropriate document
indicating the envisaged travel plans, e.g. individual booking og planned activities, guided
tours, event tickets.
2. Family or private visit Yes No Note
a) for family visits: proof of family ties with the referent/inviting person.
b) proof of accommodation for the whole duration of the intended stay in the territory of
Member States:
(i) in case of stay at a private address of family or a friend: a written and signed invitation.
Some Member States require that a specific form be used for the invitation letter. For
others, the signature on this invitation should be legalised by the competent authorities.
See appendix II.
(ii) other document from the hotel/establishment providing accommodation or any other
appropriate document indicating the accommodation envisaged, e.g. proof of real estate
property.
3. Business Yes No Note
a) invitation from a company or authority to attend a meeting, conference or event
(including the purpose of invitation, the identity of invited person and the intended
length of stay), or other proof of purpose of stay , e.g. entry ticket for fair/congress.
b) documents from employer confirming travel and showing purpose, business activities,
applicant's position in the company.
4. Medical treatment Yes No Note
a) a certificate from a local medical institution in Zambia confirming the need of specific
medical treatment to be provided in the destination country.
b) an official document of the medical institution in the Member State of destination
confirming that it has committed to performing the specific medical treatment and that
the patient will be accepted accordingly.
c) an estimate of the anticipated length of stay of the patient in hospital before being
released to return to Zambia.
d) 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.
5. Research or training Yes No Note
a) certificate of enrollment at an educational establishment in the Member State of
destination for the purposes of attending vocational or theoretical courses within the
framework of basic and further training.
b) if applicable, work permit or other relevant permits in relation to the research or
training.
c) letter of the institution sending the concerned applicant mentioning: the full address,
telephone number of the school, reason and permission for absence, name and function
of the person giving the permission.
6. Official purposes Yes No Note
A letter issued by the Zambian authorities confirming that the applicant is a member of
the official delegation travelling to a Member State to participate in an event,
accompanied by a copy of the official invitation.
Invitation Forms Appendix II
1. Belgium Yes No Note
a third national coming for a short stay must be in possession of €95.00 per day if he
stays in a hotel and €45.00 per day when staying with a private person. The third country
national who is not in possession of sufficient means of subsistence can rely on a
guarantor. The Guarantee has to be sent to the Applicant by the host and it must be
stamped by the Immigration Office (Federal Public Service Home Affairs).
2. Denmark Yes No Note
a completed VU 2 form (from the Danish Immigration Services).
3. France Yes No Note
a special guarantee form from the Commune and should be sent directly to the applicant
in original. Please note: the Guarantee form for France needs to be submitted to the
Embassy in original.
4. Netherlands Yes No Note
the guarantee form from Gemeent (Town Council).
6. Norway Yes No Note
the Guarantee should be obtained from UDI (Norwegian Directorate of Immigration) and
signed and stamped by the police and then sent to the applicant in original. Please note:
the Guarantee form for Norway needs to be submitted to the Embassy in original.
7. Estonia, Finland, Iceland, Latvia, Luxembourg, Poland, Portugal, Spain,
Sweden and Switzerland Yes No Note
the person whom you plan to visit (your reference/host person) must fill out a special
form – (Invitation, no. 241011 in English), or (Inbjudan, no. 240011 in Swedish). (Replace
Sweden* with the applicable Schengen country to be visited where it appears on the
form)
Visa applications for minors Appendix III
1. Signatures Yes No Note
a) Minors shall submit an application form signed by a person exercising permanent or
temporary parental authority, or legal guardianship.
b) If the Schengen Visa Application form has not been signed by a person exercising
permanent or temporary parental authority, or legal guardianship, then the application
will not be assessed by the Embassy.
2. Parental authority/Legal guardianship Yes No Note
Persons exercising parental authority are the biological parents and/or adoptive parents
whom have been given parental authority through a juridical process. Legal guardianship
may be obtained via a Committal Order. To obtain a Committal Order please contact
your local Department of Social Welfare. The Department of Social Welfare will process
your application in the Court. The processing time, according to Zambian authorities, is
one to four weeks.
3. License to Travel Yes No Note
A License to Travel issued by the Department of Social Welfare must be presented to the
Embassy for a child who is under a Committal Order.
