Company Trip to Europe? No Worries, This Visa Checklist Got You Covered, Boss! 🔥
Planning a company getaway to Europe this year? 🇪🇺 Glife's here with a checklist to make visa applications for your team smooth sailing! This 2025-ready guide will help all you HR pros prepare the necessary documents!
📌 1. Documents from the Company (the Organizer):
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Letter of Introduction/Authorization for the trip, signed by the company director (clearly stating: list of staff members, dates, purpose of the trip as recreation/tourism, and who's covering the costs)
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Company Registration Certificate (Borang 9, etc.)
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Latest 3 months' tax statements
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Latest 3 months' company bank statements
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Flight booking (return tickets) & Hotel reservations in Europe (confirmed booking for application purposes)
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Detailed itinerary of the trip (daily schedule - where to stay - activities)
📌 2. Individual Employee Documents:
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Passport (valid for at least 6 months, with at least 2 blank pages)
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Photo (3.5 x 4.5 cm, white background, taken within the last 6 months)
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Employment Contract or Appointment Letter
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Salary slips or bank statements showing salary deposits for the latest 3 months
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Family Register (photocopy & certified translated copy if requested by the Embassy/Consulate)
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Leave Approval Letter confirmed by the company
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Visa application form (completed online or according to the embassy/consulate's form)
IMPORTANT NOTES:
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Group visa application is possible, but each individual still needs to submit their personal documents at the application center (VFS or TLS depending on the country).
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If the group has 10 or more people, you can request a group appointment for simultaneous submission.
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The country where you'll be staying the longest, or the first country of entry, is where you need to apply for the visa (example: France – if you're staying there the longest).
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All documents need to be translated into English or the official language of the country you're applying to (depending on the embassy/consulate's requirements).
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Schengen visas are issued for tourism purposes; the visa validity depends on the strength of the documents and presented travel plans.
If your company lacks experience with visa application, don't fret! Glife can assist with itinerary planning, document preparation for the group, scheduling group appointments, form filling guidance, and document translation...
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