1) What types of proof of accommodation can I include?

Depending on whether you are staying in a hotel/hostel, or with a private host, proof of accommodation can include:

•  Hotel or hostel booking, with dates  
• A signed letter from a private host in Germany, confirming they will host you privately, with the inclusion of a copy of the host’s ID card or passport (indicating their address)

2) What types of proof of occupation can I include?

Depending on your professional situation, there are different types of proof to include:

• If you are employed by an employer:
  • Your work contract
  • Signed letter from your employer including information about your position and confirmed absence during your travel dates
  • Pay slips for the past 3 months – certified by your employer
• If you are self-employed or working for your own community-based organisation:
  • Company or organisation registration / current  business permit (Or similar documents issued by your country’s government)
  • Company’s or organisation’s bank statements of the last 3 months
• If you are a student or currently studying:
  • Signed letter from your university confirming your registration, field of studies, absence and remaining semesters
  • A personal letter explaining how you fund your studies
• If none of this applies to you:
  • A personal letter explaining what you do during work days
  • Documents proving how you make your livelihood

3) What types of proof of funding can I include?

• If you are self-sponsored:
  • Proof of sufficient funds in your bank account (please note no specific sum is defined)
• If you are sponsored by a private person who is a resident in Germany:
  • Signed invitation letter from your sponsor, stating specifically they will fund you
  • Sponsor’s bank statements of the last 3 months
  • Copy of ID card or Passport of the sponsor
  • Formal obligation letter (Verpflichtungserklärung), which can be obtained by your host at the Immigration Authority (Ausländerbehörde) in Germany – It has to be shipped to your country and handed in the original copy
• If you are sponsored by a private person who is not a resident of Germany:
  • Affidavit of Support by your sponsor, stating specifically that they will  fund you – signed by the sponsor and certified by a lawyer – as an original
  • Sponsor’s bank statements of the last 3 months
  • Copy of passport or national ID card of the sponsor
• If you are sponsored by an Organisation or a Company:
  • Signed invitation letter by the organisation, stating specifically that they will fund you
  • Organisation’s bank statements of the last 3 months (not required if the sponsor is well known)
  • Proof of the organisation’s registration as a legal entity (Not required if the sponsor is well known)

What can I do if my visa is not processed in time?

If you have submitted your application 15 or more calendar days prior to your travel departure date, the visa centre is required by law to process your application within that period. If they fail to do so, you can complain to the UNFCCC at visas@unfccc.int, or reach out to the visa centre to raise the prospect of legal action.

If you were not able to submit your application 15 or more calendar days before your travel departure date, you can kindly ask the embassy to fast-track your application, but this decision is up to their discretion. You can also reach out to the UNFCCC and ask for help in fast-tracking your application.

What can I do if my visa application gets rejected?

In the event your application is denied, German authorities will send you a document briefly justifying the reasoning for the rejection (e.g. missing documents, uncertainty you will return, etc…). Under German law, you are entitled to an appeals process in the event your application is denied. For this, you will have to prove that their justification is faulty, and send a letter of appeal including the relevant documents to justify your claim. For more information on the appeals process, check here.