In most cases, when applying for a visa to visit various European countries or other destinations, embassies and consulates will require you to submit proof of accommodation among the other necessary documents.

The rationale behind this requirement is that immigration authorities seek to ensure that travellers have planned and arranged their accommodations for the duration of their trip. Merely stating that you will be staying at a hotel or with friends is insufficient; you must provide tangible evidence of your intended place of stay.

However, this requirement can be confusing and frustrating for many applicants, especially considering that each country has its own specific rules and requests concerning proof of accommodation. Understanding and fulfilling these varying requirements can be essential for a successful visa application process.

Proof of Accommodation

When applying for a visa to your destination country, the embassy or consulate may request proof of accommodation, which can be referred to as a certificate of accommodation, letter of accommodation, or hotel confirmation letter. Despite the various terms, they all serve the same purpose, which is to demonstrate that you have arranged a place to stay during your visit.

You can submit any of the following as proof of accommodation:

• Hotel booking confirmation.
• Invitation letter from a host (if you plan to stay with friends or family).
• Confirmation from an organised tour operator or holiday tours if you are part of a guided tour.
• Rental agreement or contract if you have rented accommodation.

While many countries require proof of accommodation, some mayonly request proof of means of subsistence. This involves providing evidence, such as a bank statement, to demonstrate that you have sufficient funds to support yourself financially during your trip, including the cost of accommodation at a hotel, hostel, or guest house.

Hotel bookings

When planning to stay at a hotel in your destination country, you will need to provide proof of the hotel reservation for your visa application. This proof is typically in the form of a 'hotel confirmation letter,' which is also known as a hotel itinerary.

The hotel confirmation letter should include the following details:

• Your full name
• Your entry and exit dates
• Hotel address
• Hotel contact details, such as phone number and email
• A valid hotel reservation code

Embassies and consulates usually recommend making a hotel reservation at a hotel that offers a full refund in case of visa rejection or delay. If such an option is unavailable, it is advisable to find the most economical hotel reservation to minimise financial risk in case of visa-related issues.

Additionally, some applicants opt to submit a dummy hotel booking as proof of accommodation. This method involves making a booking without paying the price upfront, which is not a fake booking but a reservation pending visa application approval.

To make a hotel booking without payment, you can utilise the services of VisaReservation, a platform that offers this particular service for visa applicants.

Can one obtain a hotel itinerary booking without paying the full price?

Obtaining a hotel itinerary booking without paying the full price can be beneficial, especially considering that some hotels charge non-refundable fees for reservations. This poses a risk because visa approval is not guaranteed, and if your visa application is rejected, you may lose the non-refundable amount.

Fortunately, specialised companies like VisaReservation offer a solution. They provide a dummy hotel booking confirmation for a small fee, supporting your visa application without requiring you to pay the full hotel price upfront. This service is secure and cost-effective, making it a convenient option for handling hotel bookings before obtaining your visa. With such a service, you can avoid the hassle of non-refundable fees and secure your hotel itinerary for your visa application with peace of mind.

Host Invitation letter

When travelling abroad and planning to stay with friends or family relatives to save on expenses, you may need an Invitation Letter from your host. This letter serves as proof that your host is willing to accommodate you during your stay. 

The Invitation Letter should include the following details:

• Dates of your stay.
• Address of the place where you will be staying.
• Name and Surname of your host.
• Contact details of your host, such as email and telephone number.
• Signature of your host.
• The area of the place and the number of members living there.

While not every country requires this, your host may also need to provide proof of having enough room to accommodate you. This is important because if, for instance, your friends, who are a couple, have only one bed and no additional sleeping space like a sofa, the embassy may not approve your stay there.

 In such cases, the host is often required to apply for a 'certificate of accommodation' from the local office in their hometown. This certificate confirms the availability of sufficient room for another person. The local authorities will assess the available space and decide whether to issue the certificate to the host based on its suitability for accommodating an additional person.

Schengen letter of invitation

For Schengen visa applications within the European countries, the host invitation letter requirements vary for each member state. 

Here are some examples:

In France and Luxembourg, the host is required to submit an original "Declaration d'Accueil" (guarantee document) on behalf of the applicant.

In Austria, the host must request an "Elektronische Verpflichtungserklärung" (Electronic Obligation Letter) from the municipality in Austria. This document should be delivered to the Austrian authorities no earlier than 30 days before the applicant's visa appointment date.

In Belgium, the original "Engagement de Prise en Charge - Verbintenis tot Tenlasteneming 3 bis" must be stamped by the municipality and have the embossed stamp of the foreign office.

In the Netherlands, the host needs to provide the original "Bewijs van Garantstelling'' (Proof of Sponsorship), along with three salary sheets/reports and the work contract of the inviting person. If the host is self-employed, additional documents required include the registration in the trade register of the company, the decision of taxation called "down aanslag inkomstenbelastingen," an official document from the tax "Belastingdienst," and a copy of the profit and loss account.

It is essential for the host to be aware of and adhere to the specific requirements of the destination country when preparing the invitation letter for a Schengen visa application. This ensures a smooth visa application process and enhances the chances of a successful visa approval.

Do I need to provide a letter from the tour operator as part of my visa application?

When intending to participate in a tour organised by a tour operator, and travelling with a group of people, you will need to provide a letter from the tour operator as part of your visa application. This letter should outline the itinerary of the tour, including the details of the hotels, hostels, or guest houses where the group will be accommodated throughout the entire tour. 

The letter should contain the following detailed information for each place:

• Name of the place
• Address
• Telephone number and email contact
• Dates of entry and exit
• Name under which the reservations were made

To ensure the validity of the issued documents, it is essential that the tour operator is legally registered and recognized. Providing a comprehensive and accurate letter from the tour operator can enhance the credibility of your visa application and facilitate a smooth visa approval process for your tour.

Do I need to sign a rental contract or agreement?

If you plan to rent a place in your destination country, it is essential to arrange it before applying for your visa. You can search for rental options online, sign the contract electronically, and submit it along with the other required documents on the day of your interview at the embassy or consulate.

The rental agreement or contract should include the following information:

• Name and surname of the landlord.
• Contact details of the landlord, including email, telephone, and home address.
• Address of the rented place.
• The period for which the place has been rented by the applicant, including the entry and exit dates.

To ensure the validity of the rental agreement, it is vital that the house, apartment, or room is legally rented and registered with the competent authorities in your destination country. Both the landlord and the renter should sign the agreement to establish its authenticity and legality.

Having a legally registered and properly signed rental agreement provides credible proof of your accommodation arrangements, which strengthens your visa application and increases the likelihood of a successful visa approval.

Proof of accommodation for backpackers  

For backpackers planning to visit countries that require visas, the visa application process can be challenging,especially regarding the proof of accommodation. Embassies and consulates often demand concrete evidence of accommodation, making it difficult for backpackers who intend to camp, sleep in their cars, or use budget accommodation options.

However, there is a workaround for backpackers to handle this situation without altering their travel plans. They can book a hotel room with a free or inexpensive cancellation policy and use this booking as proof of accommodation for their visa application. Once the visa is obtained, the booking can be cancelled without any actual stay.

It's essential to exercise caution when following this approach, as some countries, like Belgium, may verify the hotel reservation upon arrival by contacting the hotel. If the booking has been cancelled, entry may be denied.

While some websites offer fake hotel reservations for a minimal cost, using such fake documents is strongly discouraged. Authorities can detect fake documents, leading to potential entry bans and damaging future visa applications, especially within the Schengen area.

To ensure a smooth and legitimate visa application process, backpackers should opt for the hotel reservation strategy with free or cheap cancellation, providing a temporary accommodation arrangement that meets visa requirements without compromising their travel plans.

Funded accommodation

Even if you are attending a professional activity such as training, seminar, or research, where the expenses will be covered by the organiser, you will still need to provide proof of accommodation for your visa application. In this case, you should obtain a letter from the organisers, signed and stamped by them. 

The letter should include essential details such as the address of the accommodation place, email, and telephone number. Additionally, the letter must clearly highlight that the organiser will be covering the expenses of the accommodation during your stay. 

This proof of sponsored accommodation is essential to demonstrate that your accommodation needs are taken care of by the event organisers, ensuring a smooth visa application process for your professional activity abroad.

Difference of Proof of Accommodation and Means of Subsistence documents

Proof of Means of Subsistence is a document, typically a bank statement, that demonstrates the possession of sufficient funds to cover expenses during the trip and stay in the destination country. Each country has specific requirements for the minimum amount of money that a traveller must possess per day of their intended stay.

The link between Proof of Accommodation and Means of Subsistence is closely connected, as the required funds may vary based on the type of accommodation planned. 

For example:

In Belgium, a traveller must have EUR 95 per day for hotel accommodation and EUR 45 per day for cheaper accommodations to meet the visa requirements.

In France, the required daily amount is EUR 120 without proof of prepaid accommodation, EUR 65 per day with a prepaid hotel reservation, and EUR 32.25 per day for cheaper accommodation options.

For obtaining a visa to Denmark, a traveller must possess EUR 67.24 per day for hotel stays, EUR 47.07 per day for cheaper accommodations like hostels, and a lower amount if accommodation is covered by a third party (e.g., staying with relatives or friends).

Both Proof of Accommodation and Means of Subsistence are essential factors in the visa application process, and meeting the specific financial requirements ensures that the traveller can adequately cover their expenses during their stay in the destination country.