How to Apply for a Visa – Step-by-Step Application Guide

Nikita Shah, a 27-year-old marketing executive from Mumbai, decided in March 2025 to pursue a one-year postgraduate course in London. She had all her documents ready, her acceptance letter in hand, and a clear travel plan – yet her visa process took 37 days, considerably longer than expected.

The delay occurred because she had submitted her application via an unofficial third-party website and had provided incomplete biometric data.

Had she known the right official website (www.gov.uk for the UK visa), and submitted the correct details the first time, the process could have been completed in under 15 working days. Nikita’s experience is a strong reminder of how important it is to follow the right steps and submit the correct information when applying for a visa.

What is a Visa?

A visa is an official endorsement stamped or electronically linked to your passport that permits you to enter, stay, or leave a foreign country for a specified period. It acts as a screening tool used by countries to verify the intent, identity, and background of international travellers.

There are different formats:

• Sticker visa: Affixed inside your passport
• e-Visa: Digital document with a reference number
• Visa on Arrival (VoA): Granted at the entry point of the country

Each country has its own rules and application procedure. In most cases, you must apply before you travel, unless you qualify for a visa-free agreement or a VoA option.

Example:

In 2024 alone, over 2.3 million visa applications were filed from India, out of which 18% were rejected due to improper documentation or selecting the wrong visa type.

Why is a Visa Important?

Visas are more than just a legal requirement, they serve as a form of identity validation and entry permission. Without a visa, you might not be allowed to board a flight or enter your chosen destination.

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Here’s why a visa matters:

• Legal Entry: It grants lawful entry into a country.
• Defines Purpose: Specifies the reason for your visit (study, work, tourism, etc.).
• Controls Duration: Limits how long you can stay.
• Country Security: Helps governments control who enters and exits.

Importance of a Visa – By Purpose

Example: A person planning to work in Germany on a long-term contract would require a German National Visa (D-type). Entering on a tourist visa and seeking a job is illegal and leads to deportation.

Exploring Different Types of Visa Categories

Visas can be classified in several ways by purpose, duration, or entry type. Knowing the correct category before starting your application helps you submit accurate forms and documents, increasing your chances of approval.

1. Based on Purpose

Each visa type is tied to the reason for your visit. Choosing the wrong one can cause rejection.

Example: Rohan applied for a tourist visa to Canada for 7 days but mentioned "visiting university campuses" as his purpose. Since this aligns with academic intent, his visa was denied for applying under the wrong category.

2. Based on Entry Type

Example: Out of 100 Schengen Visa applications from India, about 65% are for multiple-entry visas, especially for those who travel across Europe frequently for business.

3. Based on Duration

Example: An Indian IT professional received a German Blue Card Visa valid for 4 years, after which he can apply for permanent residency. Without applying under the correct long-term work visa category, this wouldn’t be possible.

How to Choose the Right Visa for Your Purpose?

Choosing the correct visa is one of the most important steps in your application journey. Each visa is designed for a specific purpose—be it tourism, study, work, or family visits. Applying for the wrong visa type could lead to delays or outright rejection.

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Let’s take the case of Sonia Verma, a 29-year-old software engineer from Pune, who wanted to work in the UK. Initially, she applied for a Standard Visitor Visa thinking she could convert it later into a work visa. Her application was rejected. She later discovered that she should have applied for the Skilled Worker Visa, which allows you to live and work in the UK if you have a job offer from an approved employer.

To avoid confusion like Sonia’s, follow this basic decision chart:

Example: According to UK Home Office statistics, 41% of visa rejections in 2023 were due to applicants applying under the incorrect visa category.

Tip: Always use the visa checker tool on the respective immigration website. For the UK, use www.gov.uk/check-uk-visato to determine which visa you need.

Documents Required for a Visa Application

While the specific documents vary depending on the type of visa and country, there are some essential documents commonly required:

• Valid passport (with at least 6 months validity)
  
  
• Completed visa application form
  
  
• Passport-sized photographs
  
  
• Proof of financial means (bank statements or payslips)
  
  
• Travel itinerary or return tickets
  
  
• Proof of accommodation
  
  
• Visa application fee receipt
  
  

• Purpose-specific documents (e.g., job offer, admission letter)

  
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Let’s look at Rahul Singh, a 24-year-old MBA aspirant from Delhi. He applied for a Student Visa to Canada. His application got delayed because he forgot to attach a Letter of Acceptance from the Canadian university, a mandatory document.

Here's a comparative table showing document requirements for different countries:

Example: Based on VFS Global data, almost 35% of delayed applications in 2022 were due to incomplete or incorrect 

documentation.

Tip: Always download the official document checklist from the relevant consulate or visa centre website before applying.

Visa Application Process:

The visa application process typically involves several steps. Let’s break it down using a real-life example.

Priya Sharma, a 31-year-old HR executive from Mumbai, applied for a Tourist Visa to France (Schengen Visa) in April 2024. Here’s how she completed the process:

Step-by-Step Process:

1. Determine Visa Type – She chose the Schengen Tourist Visa.
   
   
2. Create an Online Account – Registered at france-visas.gouv.fr.
   
   
3. Fill Application Form – Completed all personal and travel details.
   
   
4. Book Appointment – Choose a slot with VFS Global.
   
   
5. Pay Fee – €80 fee paid online (approx. ₹7,200).
   
   
6. Attend Interview – Submitted documents and biometrics at VFS Mumbai.
   
   
7. Track Status – Used VFS tracking tool.
   
   
8. Collect Passport – Received her visa in 14 working days.
   
   

Example: The average processing time for a Schengen Visa in 2024 is 15 calendar days, but it can extend up to 60 days during peak travel seasons.

Tip: Always apply at least 30 days in advance to avoid last-minute hiccups.

Visa Fees and Processing Time:

Visa fees and processing times differ based on the country and visa type. It’s essential to factor these into your travel planning and budget.

Take Amit Kulkarni, a 37-year-old entrepreneur from Hyderabad, who applied for a Business Visa to the USA. He paid a fee of $185 (approx. ₹15,300) and waited 21 calendar days for his visa to arrive.

Visa Fee Table:

Example: As per official data from UKVI and the US State Department, visa processing delays increased by 18% in 2023 due to backlog from COVID-19 and increased demand.

Tips:

• Always check the updated fees on the official immigration websites.
• Use a Forex card or an international debit card to avoid currency conversion issues.
• If offered, opt for premium services for faster processing at an additional cost.

Useful links:

• UK: gov.uk/visa-fees
• USA: travel.state.gov/fees
• Canada: cic.gc.ca/english/visit/fees.asp
• Australia: immi.homeaffairs.gov.au

Visa Interview Tips and Questions

Visa interviews are designed to verify your intentions and documentation. It’s not a test, but your answers need to be honest, clear, and confident.

Let’s revisit Sonia Verma, who had to face a UK visa officer for her work visa. During her interview, she was asked about her employer, salary package, and intended place of stay in the UK. Her precise answers and strong documentation helped her get the visa within 10 days.

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Common Questions:

• Why are you visiting this country?
• How long do you plan to stay?
• Who is funding your trip?
• Do you have any relatives in the country?
• What do you do for a living?

Here’s how to handle it:

Example: According to a 2023 VFS Global report, 82% of applicants who had prepared mock interviews received visa approval on the first attempt.

Pro Tip: Practice mock interviews with friends or use online coaching platforms. Maintain eye contact, and don’t hesitate to clarify if you don’t understand a question.

Visa Rejection: Common Reasons and What to Do?

Visa rejection is disappointing, but not the end of the road. Understanding why it happened can help you reapply successfully.

Take Neha Kapoor, a 26-year-old graphic designer, who applied for a Tourist Visa to Germany. Her visa was rejected due to:

• Insufficient travel history
• Lack of strong ties to India (no permanent job, no property)

• Ambiguous travel itinerary

   

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Here’s a table of common reasons:

Example: As per Schengen Visa stats 2023, over 7.6% of total applications were rejected. That’s 1 in every 13 applications.

What to Do Next?

• Re-read your rejection letter.
• Fix the issues highlighted.
• Reapply after making corrections (you may need to pay the fee again).
• For the UK, USA, and Schengen countries, you can appeal or request an administrative review in some cases.

Important: Reapplying without addressing the earlier issues will likely lead to repeat rejection.

Useful links:

• Schengen: schengenvisainfo.com
• UK Appeal: https://www.gov.uk/
• USA: ustraveldocs.com

Conclusion:

Applying for a visa doesn’t have to be a stressful process if you’re well-informed and organised. Every step counts, from selecting the right visa type to attending your biometric appointment. Being meticulous with your application can make the process smoother and increase your chances of approval.

FAQ:

1. Can I apply for multiple country visas at the same time?
Yes, as long as your travel plans justify both applications.

2. Is visa rejection permanent?
No, you can reapply after resolving the issues that caused the rejection.

3. How long is a tourist visa valid?
It varies by country, commonly 90 days for Schengen and 6 months for the UK.

4. Can I extend my visa after arrival?
Usually no, unless there's a valid emergency or exceptional situation.

5. What is biometric enrolment?
It’s the process of submitting your fingerprints and photographs during your visa appointment.
 

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