Travel Itinerary Visa: Submit Application

When applying for a visa, you will need to submit a travel itinerary, which is a detailed plan of your trip. This document is important as it helps embassy officials understand your travel plans and ensures that you will not overstay your visa. It also helps them decide on the length of your visa and whether you are applying at the correct embassy. A travel itinerary typically includes personal information, such as your name, date of birth, and passport number, as well as flight details, accommodation arrangements, and a daily schedule of activities. It is recommended to use a template to create your travel itinerary and ensure that it is accurate and complete before submitting it with your visa application.

Obtaining flight information

When it comes to obtaining flight information for your visa application, it's important to understand the requirements and your options. Here are some detailed instructions and tips to help you through the process:

Understanding the Requirement

Embassies and consulates typically require confirmed flight bookings or itineraries as part of the visa application process. This can be confusing, as they also advise against purchasing actual flight tickets before visa approval. The key document they are looking for is a flight itinerary, which confirms your scheduled flights and reserved seat without requiring you to buy a ticket.

A flight itinerary is a document that outlines your planned flights to and from your destination country. It includes essential details such as your name, flight numbers, arrival and departure dates, airport codes, and flight duration. It may also include the price of the ticket and any connecting flight information. This document serves as proof of your travel plans and helps embassies determine the validity of your visa application.

Obtaining a Flight Itinerary

There are several ways to obtain a flight itinerary without purchasing a ticket:

• Flight Reservation Websites: Websites like VisaReservation offer flight reservation packages. You can submit your flight details, make a payment, and receive a flight itinerary via email.
• Travel Agents: Local travel agents can assist in obtaining a flight itinerary. They may charge a small fee, typically around 10% of the ticket price, but they can hold reservations for up to seven days or more.
• Airlines and Booking Websites: Some airlines and booking websites offer reservation holds for a small fee, usually ranging from $10 to $30. These holds typically last for 2-7 days, allowing you to secure your flight details without purchasing a ticket.
• Refundable Tickets: If you choose to purchase a ticket, consider buying a refundable one. While more expensive, these tickets allow you to get a full refund if your visa is denied. However, be sure to read the cancellation policies, as some airlines may charge additional fees.
• Free Hold Options: Certain airlines and booking websites offer free hold options for a limited time, typically 24-48 hours. This can be useful if you need a quick reservation for your application.

Important Considerations

• Avoid Fake or Dummy Tickets: It is strongly advised against using fake flight generators or dummy tickets for your visa application. This is considered fraudulent and can lead to serious consequences, including visa rejection and future travel complications.
• Round-Trip Reservations: Embassies and consulates usually require round-trip flight reservations, as they want to ensure you will not overstay your visa. One-way reservations are typically not accepted.
• Plausibility: Ensure that your flight itinerary is consistent with your travel dates and activities. Inconsistencies may raise doubts about your application's credibility.
• Visa Application Timeline: Keep in mind the timeline for your visa application. Many flight reservations are only valid for a few days, while visa processing may take longer. Look for options that offer longer hold periods or consider extending the validity period with your travel agent.
• Honesty and Transparency: When submitting your flight itinerary, be honest and transparent. Declare that the itinerary is subject to ticketing upon visa approval. This demonstrates your good faith and reduces the risk of complications during the visa process.

Getting accommodation details

When submitting a travel itinerary for a visa application, you will need to include details of where you will be staying. This is a crucial part of your application, as it proves to the embassy or consulate that you have a place to sleep during your trip. Here are some tips for getting your accommodation details in order:

Host invitation

If you are planning to stay with friends or family, you will need to include this information in your travel itinerary. Be prepared to list your host's full address, as well as their name and surname. Some visa applications, such as the Schengen visa, also require a letter of invitation from your host. This letter should include information about your relationship with the host, as well as who will be responsible for covering the costs of your stay. The host may also need to show proof that they have enough room for you and may need to apply for a 'certificate of accommodation' from their local office.

Hotel confirmation

If you are planning to stay in a hotel, you will need to submit proof of your booking, usually in the form of a 'hotel confirmation letter' or 'hotel itinerary for visa application'. This letter should include your entry and exit dates, the hotel's contact details, and a valid hotel reservation code. It is recommended that you make a reservation at a hotel that will fully refund your expenses in case of visa rejection or delay. Alternatively, you can book a dummy hotel booking, which is a reservation made without paying the price before visa approval. This can be done through specialised companies such as VisaReservation.

Rental agreement or contract

If you are planning to rent a place, you should arrange this before applying for your visa. The contract should include the name and contact details of the landlord, the address of the rented place, and the period during which it has been rented. The agreement must be signed by both the landlord and the renter and registered with the competent authorities at your destination country.

Confirmation by an organised tour operator

If you are planning to go on a tour organised by a tour operator, you will need to submit a letter from them confirming the hotels/hostels/guest houses where the group will be staying. The letter must include the telephone number, email, date of entry and exit, and the name in which the reservations were made for each place. The tour operator must be legal for the issued documents to be valid.

Proof of means of subsistence

Some countries may require you to show that you have sufficient funds to financially maintain yourself during your trip, including the cost of your accommodation. This can be done through a document such as a bank statement. The amount of money required per day will vary depending on the country and the type of accommodation. For example, in Belgium, you must possess EUR 95 per day if staying in a hotel, and EUR 45 per day if using cheaper means of accommodation.

Creating a daily schedule

Step 1: Determine the Purpose of Your Trip

Start by clarifying the purpose of your trip. Are you travelling for business or leisure? This is an important distinction, especially for business travellers, as they will need to include relevant details from their company or the party inviting them. Knowing the purpose of your trip will also help you plan your daily activities accordingly.

Step 2: Choose a Suitable Template

Select a travel itinerary template that fits your requirements. You can find various templates online, such as on Template.net, which offers a range of layouts and designs. Look for a template that is editable in a word-processing application such as Microsoft Word, Google Docs, or Apple Pages.

Step 3: Start Editing the Template

Once you've downloaded the template, begin customizing it. Add a header at the top with "Travel Itinerary" and specify whether it's for business or leisure. Include your name or the name of the person who prepared the document, along with contact details.

Step 4: Fill in Flight Details

The next section should cover your flight details, including the date and time of departure and arrival, the country of origin and destination, the name of the airline, and the flight number. If available, you can also attach your flight reservation when submitting your visa application.

Step 5: Accommodation Information

Provide details about your accommodation. Mention the address, the name of the location (hotel, hostel, friend's house, etc.), and include contact information. If you have a confirmed hotel reservation, you can attach this as well.

Step 6: Create a Daily Schedule of Activities

This is the heart of your daily schedule. Create a table where you can input your daily activities, including the date, time, location, and a brief description of each activity. Be sure to keep your activities realistic and achievable.

Step 7: Add Additional Notes (Optional)

If there is any other important information you want the embassy or consulate to know, you can include it here. Keep these notes concise and relevant to your trip and visa application.

Step 8: Save and Review Your Document

Don't forget to save your work! Review your daily schedule to ensure all the information is accurate and up-to-date. You may also want to print a copy for your records and to submit with your visa application.

Formatting and submitting the itinerary

The travel itinerary is a crucial document that outlines your travel plans in detail and is one of the main requirements when applying for a visa. It is important to format and submit it correctly to ensure a smooth application process. Here are the steps to follow:

Step 1: Determine the Purpose of Your Travel

Firstly, clarify whether your trip is for business or leisure purposes, or a mix of both. This distinction is important, especially for business travellers, as they will need to include specific details in their itinerary, such as information from their company or the party inviting them. Regardless of the purpose, it is essential to research your destination country thoroughly to demonstrate to the embassy or consulate that you are well-informed about your trip.

Step 2: Choose a Template

Visit a website like Template.net to select a travel itinerary template that suits your needs. You will find a range of layouts and designs to choose from. Pick a template that you can easily edit using a word-processing application such as Microsoft Word, Google Docs, or Apple Pages. Remember to select the appropriate file format before downloading.

Step 3: Edit the Template

Once you have downloaded the template, start editing it by adding a header at the top. Include "Travel Itinerary" and specify whether it is for business or leisure. Don't forget to add your name and contact details, as well as the name of the person who prepared the document, if different.

Step 4: Include Flight Details

Provide comprehensive flight details, including the date and time of departure and arrival, the country of origin and destination, the name of the airline, and the flight number. If available, you can also attach your flight reservation to support your application. Remember that this information should correspond to any flight reservations or tickets you have already obtained.

Step 5: Accommodation Information

Another critical aspect of your travel itinerary is accommodation. Specify whether you will be staying in a hotel or with family or friends. Include the address, the name of the location, and relevant contact details. If you are staying in a hotel, attach any confirmed hotel reservations to your application.

Step 6: Daily Schedule of Activities

Create a table or list outlining your daily schedule, including the date, time, location, and planned activities for each day. This section is important as it gives visa officers an understanding of your travel plans and demonstrates that you intend to return to your home country.

Step 7: Additional Notes

If you have any further information that you believe is relevant for the embassy or consulate, include it in a concise and clear manner. Avoid adding unnecessary details that may detract from the key points of your application.

Step 8: Save and Review Your Document

Don't forget to save your document as you work on it, so you can make changes if needed. Before submitting, carefully review your itinerary to ensure all information is accurate and complete. Double-check that all dates, times, and other details are correct.

Step 9: Submit with Supporting Documents

Along with your visa application, provide your local consulate with copies of relevant documents, such as your flight reservation or dummy booking, hotel booking confirmations, or a letter from a host if you plan to stay with friends or family. Remember to include any additional documentation required by the specific visa type, such as an invitation letter or proof of accommodation.

Step 10: Wait for a Decision

Different consulates have varying processing times for visas, so be prepared to wait. If your application is denied, remember that many countries will inform you of the reasons for the rejection, and you will have the opportunity to appeal the decision.

Additional documents

The additional documents you need to submit alongside your travel itinerary and visa application will depend on your personal circumstances, as well as the requirements of the country you are applying to visit.

If you are applying for a UK student visa, you will need to provide the following:

• A current passport or other valid travel documentation
• A Confirmation of Acceptance for Studies (CAS) from your course provider
• Proof that you have enough money to support yourself and pay for your course
• A valid ATAS certificate (if your course and nationality require it)
• Proof of parental or other legal guardian consent if you’re under 18
• Proof of your relationship to your parent or guardian if you’re under 18
• Your tuberculosis test results
• Written consent for your application from your financial sponsor (if applicable)

If you are applying for a US B-1/B-2 travel visa, you will need to provide the following:

• A completed online nonimmigrant visa application (DS-160)
• A recent digital photograph that meets US government guidelines
• Proof of funds to cover the entire cost of travel (bank statements, proof of assets, etc)
• Proof of strong ties to your home country (employment verification, school enrollment, property ownership, etc)
• A national ID number issued by your home country (if applicable)

If you are applying for a Schengen visa, you will need to provide the following:

• A flight itinerary for the exact amount of days you request in your first application
• Proof of residence in a third country or a complete round-trip ticket starting and ending in your home country (if you are travelling from a third country)
• Proof of a visa to enter a third country (if your travel itinerary includes a third country for which you require a visa)

Additional considerations

It is important to note that the above lists may not be exhaustive, and you should always check the requirements for the specific visa you are applying for. In addition, some countries may require you to provide additional documents depending on your personal circumstances. For example, you may need to provide proof of parental or legal guardian consent and your birth certificate if you are under 18 and applying for a UK student visa.

Frequently asked questions