Hotel Booking for Visa

The list of documents required for a Schengen visa includes a section on proof of accommodation. Today, we will look in detail at what documents can be used to confirm it, how to book a hotel for a visa, and the specifics of various consulates.

What documents are required to confirm accommodation?

The most popular document is a hotel reservation. The exact form in which this reservation should be provided is best clarified with the specific consulate or visa center. However, even this does not guarantee 100% accurate information, as each case is considered individually. One tourist might have a printout from booking.com accepted, while another, at the same window, will be sent to obtain a fax from the hotel.

Electronic accommodation confirmation from a hotel booking website

Most consulates readily accept printouts from online booking systems, such as booking.com, ostrovok.ru, oktogo.ru, etc. Read more about how to book a hotel online. It's simple – print the document sent to your email and attach it to your other documents.

Please note that the confirmation must include the names of everyone staying in the room/hotel and applying for a visa, not just the person who booked or paid for the accommodation.

Fax confirmation from the hotel

It's a bit more complicated with consulates that don't trust such services and require confirmation from the hotel in the form of a fax. There's nothing complicated about this either. First, book on a convenient website for you, such as booking.com. After receiving confirmation, email or call the hotel. It must be the hotel, not the booking service, because the consulate requires confirmation directly from the hotel, not from any other organization. Once you receive the fax, carefully check all the details.

Please note that the requirements for a fax are exactly the same as for online confirmation – it must include the names of everyone who will be staying at the hotel and applying for a visa. By default, you might only receive a fax with the details of the cardholder used to book or pay for the hotel.

Clarify with the consulate in advance what exactly they want – just confirmation that the hotel is booked, or also proof of payment? If they are also interested in payment, don't forget to mention this when you ask for the fax. If the hotel does not operate on a prepayment basis, meaning you pay upon arrival, ask them to charge the money in advance, as this is a consulate requirement for visa issuance. If the hotel refuses for any reason, the best option is to find another hotel.

Where to find hotel contact details?

On the hotel's own website or in the booking confirmation printout.

What if I don't know English/Spanish/German, etc.?

There are many online translators available on the internet. Compose your text in Russian, try to use short and simple sentences, without complex grammatical structures. The translator will translate the text relatively accurately; at least, the native speaker will understand the information. The most popular translator is, of course, translate.google.ru:)

Can I book a hotel just for a visa?

Yes, this is possible. If you haven't yet decided on your accommodation, book any hotel that does not charge a penalty for cancellation. On booking.com, such options are marked with the text "FREE cancellation"

Please note that "Free cancellation" also has its limitations. If you book such a hotel only for a visa and then forget about it and don't cancel the reservation, you will be charged a penalty. Its amount, as well as the date by which accommodation can be canceled for free, are indicated on the website. As a rule, you can cancel a room without penalty 1-2 days before the planned check-in date. If your plans change later, the cost of the first night's stay will be charged to your card. Always read the rules before booking – they depend not on the website, but on the specific hotel, and therefore can vary significantly.

Are there any pitfalls with this method of hotel booking?

Yes, at least two: 1. This rarely happens, but some consulates, when re-issuing a visa, ask for confirmation of previous hotel accommodation. 2. In the summer of 2013, there were several cases of visa cancellations by the German consulate for tourists who booked a hotel only for a visa and then canceled it. Unfortunately, the consulate did not care that in some cases, tourists simply found a better accommodation option, i.e., they simply rebooked to another hotel. A couple of similar cases also occurred with the Czech consulate.