"Basic Cover Letter for Business Visa"
Information leaflet to obtain a schengen visa for business or work- related travel To apply for a short-stay visa (up to 90 days) for Belgium with your main reason for travel being business or work-related, you must submit the following documents (original and copy) in person to the embassy or consulate responsible for your place of residence. I. List of required documents: 1. A valid national passport (validity of passport must exceed validity of visa with at least 3 months) with at least 2 empty pages (please include a copy of the main information page in your passport and of all other visa); 2. If the applicant is not of Rwandese nationality: proof of his resident visa in Rwanda; 3. One visa application form correctly completed, signed and dated, accompanied by two recent color passport photos bearing a true likeness to the applicant; 4. As soon as your visa application has been approved, you must submit your return ticket; 5. Proof that you are holder of a valid travel insurance policy, either individual or group, covering the cost of repatriation on medical grounds, urgent medical treatment and/or urgent hospital treatment. You must take out insurance in the country of destination. If your host takes out the insurance for you, he/she must do so in his/her country of residence. The insurance must be valid throughout all of the Schengen countries and must cover the whole duration of the stay. The minimum cover is 30,000 euro. This proof is to be submitted when the visa has been approved; 6. Hotel reservation for the whole duration of the validity of the visa issued; 7. Proof of enrolment on the trade register; 8. A letter of invitation written by a company located in Belgium or in a country represented by our Embassy and must indicate the purpose and duration of the planned stay as well as the nature of the business relationship existing between that company and you or your company. If your trip is about market research without invitation, please provide a detailed program including all companies you will visit, names of people and their addresses, and all previous commercial contacts with one or more companies in Belgium or other Schengen countries. The invitation letter could –if applicable- mention which part of the costs of your trip the company will pay for; 9. For business people/independent professionals: proof that the applicant has sufficient means of subsistence: 9.1. bank statement (personal and of his company) covering the past 3 months, 9.2. monthly invoices of your international credit card. 10. If the applicant is employed: 10.1. a letter from your employer stating when you started, your position and how much you earn; 10.2. a mission statement with the reason of travel and the total of the traveling allowance; Embassy of Belgium Opening hours Visa section: Tel: ++ 250.252.57.55.51/2/3 Rue Nyarugenge Monday to Friday: 8 till 10 Fax: ++250.252.57.39.95 B.P. 81 – Kigali, Rwanda Collection of visa and additional documents: Fax Visa: ++250.252.57.50.76 Monday to Friday: 10 till 11.30 E-mail: firstname.lastname@example.org http://www.diplomatie.be/kigali 10.3. recent bank statements from the company covering the past 3 months. 11. If the applicant nor his employer are able to proof sufficient personal financial means, the applicant can provide a pledge of financial support (also called “Annexe 3bis” delivered by the Belgian town hall where the guarantor is a resident). The pledge of financial support has to be submitted together with: 11.1. a copy of a Belgian identity card or a residence permit of the guarantor; 11.2. proof of financial solvency of the guarantor (e.g. the last three pay slips or income tax papers and, if any, family benefits); 11.3. proof of the make-up of the guarantor’s family (“attestation de composition de ménage”). II. Important remarks: The documents listed above are only the basic documents to be submitted in all cases. Additional documents may be requested by the embassy or consulate. A visa application should be submitted at least 3 weeks prior to departure. A complete visa application does not guarantee a visa approval. Presentation of a visa does not grant an unconditional right to enter Belgium or the Schengen area. When you present your visa at the border, you might be asked to show documents proving your financial solvency, your reason of travel and duration of stay, and your return ticket. After examining those documents you might be refused entrance even if you have a valid visa in your passport. Submission of false or falsified documents at the time of your visa application can put you at risk of legal persecution. Embassy of Belgium Opening hours Visa section: Tel: ++ 250.252.57.55.51/2/3 Rue Nyarugenge Monday to Friday: 8 till 10 Fax: ++250.252.57.39.95 B.P. 81 – Kigali, Rwanda Collection of visa and additional documents: Fax Visa: ++250.252.57.50.76 Monday to Friday: 10 till 11.30 E-mail: email@example.com http://www.diplomatie.be/kigali