Need A Schengen Visa Appointment Urgently? What Counts As An Emergency
Need A Schengen Visa Appointment Urgently? What Counts As An Emergency
Getting a Schengen visa appointment at the last minute is difficult, and an urgent trip does not always qualify for an emergency slot.
In general, Schengen visa applications should be submitted at least 15 days before travel and no earlier than 6 months before the trip. The normal processing time is usually 15 days, but it can be extended up to 45 days if more checks or documents are needed.
Still, some embassies or visa centres may allow urgent appointments in limited cases. These are usually reserved for documented medical, humanitarian, family emergency, or specific urgent business situations. A holiday, missed appointment, or late planning usually does not count as an emergency.
If you are still preparing your documents, start with our Schengen Visa Requirements guide first so your urgent request is not delayed by a weak or incomplete file.
What Is An Emergency Schengen Visa Appointment?
An emergency Schengen visa appointment is a special appointment request for applicants who need to travel sooner than the normal appointment system allows.
It is not the same as guaranteed fast visa approval.
This is important because some applicants think an emergency appointment means the embassy will automatically process the visa faster. That is not always true. For example, German Missions in India explain that their “urgent business” and “urgent trade fair” categories help facilitate appointment access for short-notice business or trade fair travel, but they do not create a fast-track visa procedure. The average processing time can still take up to 15 days or longer if documents are incomplete.
So the appointment may be faster, but the visa decision still depends on the embassy, your documents, and any required checks.
What Usually Qualifies As An Emergency?
Embassies decide emergency requests case by case, and the rules vary by Schengen country and application location.
However, urgent Schengen appointment requests are usually strongest when the reason is serious, time-sensitive, and supported by documents.
Common qualifying reasons may include:
Urgent Medical Treatment
Serious Accident Or Critical Illness Of A Close Family Member
Death Of A Close Family Member
Humanitarian Reasons
Short-Notice Business Travel, If The Embassy Has A Specific Urgent Business Category
Trade Fair Or Conference Travel, If The Embassy Offers A Specific Urgent Category
Switzerland’s official visa pages explain that appointment scheduling and checking can be expedited for humanitarian or medical reasons, including urgent medical treatment, serious accident, or loss in the family. The Swiss representation then evaluates the situation and informs the applicant about the next steps.
The Netherlands gives a narrower official example: an urgent visa may be possible for visiting first- or second-degree family because of death, visiting a terminally ill first- or second-degree family member, or undergoing necessary medical treatment in the Netherlands.
What Usually Does Not Qualify?
Many urgent-feeling situations are not treated as official emergencies.
A request may be refused if the reason is:
A Normal Holiday
Cheap Flight Tickets Already Booked
A Missed Appointment
Forgetting To Apply Early
Wanting To Travel Before A Visa Expires
No Appointment Slots Available For A Non-Urgent Trip
A General Tourism Trip With No Documented Emergency
A Business Trip Without A Strong Invitation Or Time-Sensitive Reason
This does not mean your trip is unimportant. It means the embassy may still ask you to book through the standard appointment system.
If your main problem is that VFS shows no slots, read our No Appointment Slots Are Available On VFS guide before trying an emergency request.
Medical Emergency: What Documents Should You Prepare?
If the emergency is medical, your request should clearly show why travel is urgent.
Useful documents may include:
Hospital Letter
Doctor’s Certificate
Medical Report
Appointment Letter From The Medical Facility
Proof Of Treatment Date
Proof Of Relationship, If Visiting Or Accompanying A Family Member
Proof Of Payment Or Cost Coverage, If Required
Travel Insurance
Flight Reservation Or Intended Travel Dates
For Germany medical treatment applications in Jakarta, the official checklist asks for documents such as an appointment letter from the German hospital or doctor, details of how costs will be paid, expected treatment duration, and a recent medical report.
A short message saying “my relative is sick” is usually not enough. The stronger request explains the medical situation and attaches proof.
Family Emergency: What Documents Should You Prepare?
For a death, funeral, or critical illness of a close family member, prepare documents that prove both the emergency and the relationship.
Useful documents may include:
Death Certificate
Funeral Notice Or Burial Letter
Hospital Report
Doctor’s Letter Confirming Critical Illness
Proof Of Relationship
Family Registration Document
Birth Certificate Or Marriage Certificate
Invitation Or Letter From Family In The Schengen Country
Flight Reservation Or Intended Travel Dates
Keep the explanation clear. The embassy needs to understand who is involved, what happened, why your travel is urgent, and when you need to arrive.
Urgent Business Travel: When It May Work
Urgent business travel is more complicated because not every embassy treats business urgency as an emergency.
Some embassies may have a specific urgent business category. Germany in India, for example, has an “urgent business” category for short-notice business travel when normal Schengen business appointments are not available. It is limited to business purposes such as meetings, training, conferences, guest scientist travel, work, or paper presentation, and applicants must begin travel within four weeks of the booked appointment.
If you are requesting an urgent business appointment, prepare:
Business Invitation Letter
Employer Justification Letter
Proof Of Business Relationship
Event Or Conference Registration
Meeting Agenda
Proof That The Trip Is Time-Sensitive
Travel Dates
Company Documents, If Relevant
Do not use a business urgent category for tourism. Some official guidance clearly states that other purposes such as tourism, visit, or student travel will not be accepted under urgent business or urgent trade fair appointment categories.
How To Request An Emergency Schengen Visa Appointment
The process depends on the country and where you apply. Some embassies use VFS Global, TLScontact, BLS, or another visa centre. Others require email or an online emergency request form.
A practical process looks like this:
1. Check The Correct Schengen Country
Apply through the country that is responsible for your trip.
The European Commission says you must apply at the consulate of the country you intend to visit. If visiting more than one Schengen country, apply through the country where you will spend the longest time. If the stays are equal, apply through the country of first entry.
Do not choose another Schengen country only because it appears to have faster appointments.
2. Check The Official Appointment Instructions
Go to the official embassy, consulate, VFS, TLScontact, or BLS page for your country of application.
Look for wording like:
Emergency Appointment
Urgent Appointment
Fast-Track Medical
Humanitarian Request
Urgent Business
Special Appointment Request
Appointment procedures can differ by location, so always verify through the official embassy or visa centre website before sending documents.
3. Prepare A Short Justification Letter
Your request should be clear and factual.
Include:
Full Name
Passport Number
Nationality
Country Where You Are Applying
Destination Country
Purpose Of Travel
Reason The Trip Is Urgent
Requested Travel Date
Current Appointment Situation
Documents Attached
Phone Number And Email
Do not make the letter emotional or too long. The goal is to help the embassy assess the urgency quickly.
4. Attach Evidence
Emergency requests need proof.
Depending on the case, attach:
Hospital Or Doctor Letter
Death Certificate
Funeral Notice
Business Invitation
Employer Letter
Conference Registration
Proof Of Relationship
Flight Reservation
Standard Schengen Documents, If Already Ready
If your file is incomplete, the appointment may still not help. Switzerland’s Jordan/Iraq information sheet notes that incomplete visa applications will not be taken in or processed, and that the 15-day processing period starts once a complete file is submitted.
5. Send The Request Through The Correct Channel
Depending on the embassy, this could be:
Official Online Form
Embassy Email
VFS / TLS / BLS Contact Form
Specific Urgent Appointment Category
Phone Follow-Up, If Officially Allowed
For Switzerland in Indonesia, the official urgent medical fast-track page asks applicants to submit an online form so the Swiss representation can evaluate the situation and inform them of the procedure.
6. Wait For Confirmation Before Attending
Do not show up at the visa centre unless the official instructions allow walk-ins or you have been given an appointment.
Most Schengen visa applications still require a scheduled appointment, biometrics, passport submission, and a complete document file.
What To Write In An Emergency Appointment Request
Here is the style of wording that usually works best:
I am requesting an urgent Schengen visa appointment because I need to travel to [country] on [date] due to [medical / family / business emergency]. I have attached documents supporting the urgency, including [list documents]. My intended travel date is [date], and I am applying through [embassy / visa centre] because [country] is my main destination.
Then list your attachments clearly.
Avoid wording like:
I already bought my ticket, so please give me a slot.
A purchased ticket alone is usually not an emergency reason.
Can An Emergency Appointment Speed Up The Visa Decision?
Sometimes, but not always.
An emergency appointment can help you submit sooner, but the visa decision still follows Schengen assessment rules. France-Visas states that the decision-making time is usually 15 days and may be extended up to 45 days in special cases if the examination requires it.
The Swiss Embassy in Jordan also warns that the Schengen consultation period cannot be accelerated or shortened, and that processing can take at least 15 days to 4 weeks depending on the application and nationality.
So if your travel is extremely close, be realistic. An emergency appointment improves your chance of submitting the file, but it does not guarantee a same-day visa.
What If Your Emergency Request Is Denied?
If the request is denied, you may still have options.
You can:
Book The Earliest Standard Appointment
Check For Official Cancellations
Strengthen Your Evidence And Ask Again, If The Embassy Allows
Adjust Your Travel Date
Ask Whether Another Official Application Centre Is Allowed
Avoid Unofficial Slot Sellers
Avoid Applying Through The Wrong Schengen Country
Do not create a fake itinerary or apply through a country that is not your true main destination. That can create a new credibility issue.
If your travel is not an emergency but you are struggling with appointment availability, use our Schengen Visa Appointment Tips guide.
Common Mistakes To Avoid
One of the biggest mistakes is treating a personal deadline as an emergency. A paid hotel booking, cheap flight, or planned holiday may feel urgent, but it usually does not meet the standard for an emergency appointment.
Another mistake is sending a request without documents. A short email with no hospital letter, invitation, death certificate, or proof of relationship is much weaker.
Avoid these mistakes:
Requesting Emergency Appointment For Normal Tourism
Sending A Long Emotional Email Without Evidence
Using The Wrong Embassy
Applying Through A Country That Is Not Your Main Destination
Submitting Incomplete Documents
Using A Business Emergency Category For A Holiday
Paying Unofficial Agents For Slots
Assuming Emergency Appointment Means Guaranteed Approval
Booking Non-Refundable Travel Before Confirmation
If you need to organize your documents quickly, use Outbound Visa’s Free Visa Tools. If your photo needs formatting before submission, use the Free Passport Photo Converter.
When Extra Review May Help
Emergency cases often fail because the applicant sends too little proof or applies through the wrong channel.
You may want extra review if:
Your Travel Date Is Very Close
You Are Unsure Whether Your Reason Qualifies
You Need To Explain A Medical Or Family Emergency Clearly
Your Business Trip Is Urgent But Not Obviously Emergency-Level
You Have No Standard Appointment Available
Your Documents Are In Different Languages
You Have A Previous Schengen Refusal
You Are Applying From A Country Where You Are Not A Citizen
For simpler cases, Smart VisaAssist can help you check whether your document list is ready. For more complex urgent cases, Visa Concierge can help review whether your request letter, evidence, itinerary, and application country make sense together.
You can also compare similar urgent appointment cases in the Outbound Visa Forum.
FAQ
Can I Get An Emergency Schengen Visa Appointment?
Possibly, but only if your reason qualifies and you can prove it. Medical emergencies, death or critical illness of close family, humanitarian reasons, and some urgent business cases may be considered, depending on the embassy.
Does A Holiday Count As An Emergency?
Usually no. A normal holiday, missed appointment, or late planning normally does not qualify for an emergency Schengen appointment.
What Documents Do I Need For An Emergency Appointment?
You need proof of the urgency, such as a hospital letter, death certificate, funeral notice, medical report, business invitation, employer letter, or proof of relationship, depending on the case.
Can I Request An Emergency Appointment Through VFS?
Sometimes. It depends on the country and application location. Some emergency requests go through VFS, while others must be sent directly to the embassy or through a special online form.
Does An Emergency Appointment Mean Faster Visa Approval?
Not always. It may help you submit earlier, but the visa decision still depends on the embassy, document completeness, and any required checks.
How Fast Can A Schengen Visa Be Processed In An Emergency?
There is no universal timeline. Normal processing is usually 15 days and can be extended up to 45 days. Some urgent cases may move faster, but this depends on the embassy and the case.
Can I Apply Through Another Schengen Country With Faster Appointments?
Only if that country is genuinely responsible for your trip. You should apply through your main destination, or first-entry country if stays are equal.
What If My Emergency Request Is Rejected?
You may need to book a standard appointment, provide stronger evidence, adjust travel dates, or ask the embassy whether another official route is available.
Sources
European Commission — Applying For A Schengen Visa
https://home-affairs.ec.europa.eu/policies/schengen/visa-policy/applying-schengen-visa_en
France-Visas — The Visa Application Process
https://france-visas.gouv.fr/en/la-demarche
France-Visas — Frequently Asked Questions
https://france-visas.gouv.fr/en/faq
Embassy Of Switzerland In Indonesia — Application Procedure For Urgent Medical Purposes
https://www.eda.admin.ch/countries/indonesia/en/home/visa/entry-ch/up-90-days/fast-track.html
Government Of The Netherlands — Can I Get An Urgent Visa For The Netherlands?
https://www.netherlandsworldwide.nl/visa-the-netherlands/urgent-visa/apply
German Missions In India — Schengen Visa FAQs, Urgent Business And Trade Fair Categories
https://india.diplo.de/in-en/service/schengen-visa-faq-2610538
Embassy Of Switzerland In Jordan — General Information For Visa Applicants Residing In Jordan Or Iraq
https://www.eda.admin.ch/content/dam/countries/countries-content/jordan/en/General-information-for-visa-applicants-residing-in-jordan-or-Iraq_EN.pdf
