Checklist: Applying for a Schengen visa in China for a business trip or official visit

Bring: original document

You will need a completed and signed Schengen visa application form. Print the form and submit it with your other documents.

Complete the application form

Bring: original document

You will need a valid travel document, such as a passport. Your travel document must meet the following requirements:

• it is no more than 10 years old
• it must have at least 2 empty visa pages
• it must be valid for at least 3 months after you leave the Schengen area
• it must bear your signature

Bring: original document

You will need to submit a photo that meets Dutch requirements:

• colour photo
• no more than 6 months old
• 3.5cm by 4.5cm
• white or light-coloured background

Find out where you can have a photo that meets Dutch requirements taken in China

If you are applying for a visa through an external service provider, you do not need to submit a photo. A digital photo will be taken at your appointment.

Bring: original document and colour copy

You will need valid proof of legal residence in the country where you are applying for a visa. You can show that you are legally residing in the country where you submit your visa application using, for instance:

• a copy of all used pages of your Hukou. You do not need a translation.
• a permanent residence permit for foreigners, valid for at least 3 months after you leave the Schengen area

If you are not a resident of the country where you are submitting your application, you must show why you cannot apply in your country of residence.

Bring: colour copy of the document

You will need to prove that you have enough money. You can do this by submitting bank statements from the last 3 months. Bank statements from a deposit account will not be accepted.

Bring: see below

You must be able to prove that you have social or economic ties to the country where you live. What you can use for this depends on your situation.

I am an employee

If you are an employee, bring the following documents:

• a colour copy of the business license of the company employing you
• an original letter from your employer in English or in Chinese with an English translation, plus a colour copy. This letter should be on official company paper with a stamp, signature, date and must mention the following:
  • the address, telephone and fax numbers of the company
  • the name and position in the company of the countersigning officer
  •  your name, position, salary and years of service
  • approval for your leave of absence
  • if the company will pay the costs of your trip and your stay, also include the email address and a contact person of the company

I am retired

If you are retired, bring a colour copy of proof of pension or other regular income.

I do not have a fixed income

If you do not have a fixed income, what you need to bring depends on your situation:

• If you are married, bring a colour copy of a letter of employment and income of your spouse. Also bring an original notary certificate of marriage, with an Apostille, plus a colour copy.
• If you are single, divorced or widow(er), bring a colour copy of any proof of regular income. 
• If you are self-employed, bring a colour copy of a business permit or your income tax return. Also bring colour copies of bank statements from the previous 3 months. 
• If you are a student, bring a colour copy of a document proving you are enrolled in a study programme in your country of residence. This document must state the area of study and the duration of the programme.

None of these situations apply to me

If none of the above situations apply to you, you can show that you have social or economic ties using, for instance:

• a colour copy of a document proving that you are a caregiver in your country of residence
• a colour copy of a document showing that you have a home or other immovable property in your country of residence
• a colour copy of a document showing that your children attend school in your country of

Bring: colour copy of the document 

You will need an invitation letter from the company or event you will be visiting in the Netherlands, on official company paper with a stamp and signature. The invitation must mention:

• the full address and contacts of the company
• the name and position of the countersigning officer
• the purpose and duration of your visit
• a detailed program of your visit
• the name of the person or the entity who will pay for your travel and living costs
• whether the inviter gives financial guarantee for your return to China
• if applicable: a Dutch Chamber of Commerce extract

If you will receive a business training or if you will work for a Dutch company, you need to bring your Dutch work permit (tewerkstellingsvergunning). 

If you will be attending a trade fair or congress and do not have an invitation, you will need the following: 

• other documents showing trade or employment relations. For example, contracts, paid invoices, orders, the company’s annual accounts or annual report, or an extract from the commercial register.
• an admission ticket for the trade fair or congress

Bring: colour copy of the document

You will need proof of travel medical insurance in your name.*

The document must state that:

• the insurance provides cover in all Schengen area countries for the entire duration of your stay.
• the insurance covers at least €30,000 in medical expenses. This includes the costs of a hospital stay and treatment, emergency care, prescription medication and repatriation to your country of residence (including in the event of death).

Find out what requirements your travel medical insurance must meet

*Holders of diplomatic passports are not required to show proof of travel medical insurance coverage.

Bring: original document and colour copy

If you are applying for a visa for a child under 18, bring the following documents:

• the child’s student card
• a letter from the child’s school, mentioning:
  • the full address and telephone numbers of the school
  • permission for the child’s absence
  • the name and function of the person giving permission
• a notary certificate of family relations or proof of guardianship, with an Apostille

If the child will be travelling without 1 or both of their parents or guardians, you will need the following documents:

• a recent extract of the child’s birth certificate
• a consent form signed by the parents or guardians not travelling with the minor

Bring: colour copy of the document

• a signed valid travel document (such as a passport) of the parents or guardians not travelling with the child
• if 1 of the parents or guardians has a valid Schengen visa: the biographical data page of their passport and of their valid Schengen visa. The biographical data page contains the passport holder’s details and photo.
• if 1 of the parents or guardians has died: the death certificate of the deceased parent or guardian
• if a guardian has been appointed: official proof of guardianship 
• if there is a court order in place: permission from the court for the minor to travel