Complete Document Checklist for Sponsored Applicants
Applying for a Germany Schengen Visit Visa can feel overwhelming, especially if it is your first international trip. We recently completed the process ourselves, and in this guide, we are sharing our personal experience—from preparing the sponsor’s documents in Germany to gathering all the required documents in the Philippines and submitting it to the visa processing center.
DISCLAIMER: This guide is based on our personal experience. Visa requirements may vary depending on your personal circumstances, and the German Embassy or visa center may request additional documents. We do not earn any commission or payments from the links included in this guide. These links are shared only for reference.
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OUR PROFILE
Sponsor Profile
Our sponsor was:
- A relative/family member of my boyfriend
- Single
- Employed full-time in Germany
- Owner of a flat in Germany
My boyfriend’s current employment contract will be ending soon during our intended application, we believe his profile may not be strong enough for a Formal Obligation (Verpflichtungserklärung) application. Therefore, we decided to ask a family member to sponsor my visit.
Since the sponsor agreed to financially support my visit, the first step was obtaining a Formal Obligation (Verpflichtungserklärung) from the local Foreigners’ Office (Ausländerbehörde).
Applicant Profile
- Virtual Assistant (Freelancer)
- BIR Registered with ITR
- Single
- Motorcycle owner
To strengthen my visa application, I prepared documents showing my professional, financial, and personal ties to the Philippines.
My profile included:
- BIR Registered Virtual Assistant
- Motorcycle Certificate or Registration
- Ongoing condominium property refund
- Senior parent living in the Philippines
These documents helped demonstrate that I had strong reasons to return to the Philippines after my visit.
STEP 1: Sponsor Side (Germany)
Applying for the Formal Obligation (Verpflichtungserklärung)
The Verpflichtungserklärung is one of the most important documents for a sponsored Germany visit visa application.
It confirms that the sponsor will financially support the visitor during their stay in Germany, including possible accommodation and living expenses.
In our case, the sponsor completed the application online before receiving an appointment for document verification and signature.
Documents Required from the Sponsor for Formal Obligation (Verpflichtungserklärung)
During the online application, our sponsor was required to upload the following supporting documents:
The underlined documents were provided by our sponsor.
-
Proof of Accommodation
Examples:
- Rental agreement or
- Proof of home ownership
-
Proof of Income
Examples:
- Salary slips from the last three (3) months
- Pension statements
- For self-employed sponsors:
- Certificate from a tax advisor showing profits for the last three months
-
Valid Identification
Examples:
- German identity card
- Residence permit
- Passport
Depending on the local Ausländerbehörde, additional documents may also be requested, such as:
- Residence registration certificate (Meldebescheinigung)
- Employment contract
- Recent bank statements
Our Personal Experience
Avoid depositing an unusually large amount of money into your bank account shortly before your application. In our case, this was one of the reasons mentioned for the refusal of our first application.
- Other documents proving financial capacity
Processing Time
After all required documents were successfully uploaded, the processing time in our case was approximately:
10 business days
To avoid delays, make sure all uploaded documents are:
- Complete
- Clear and readable
- Up to date
Collection Appointment
After the Formal Obligation was approved, our sponsor received an email containing the appointment date and time for collection.
During the appointment:
- The sponsor personally appeared at the Foreigners’ Office.
- Required signatures were completed.
- The signature was officially certified.
- An administrative fee of €29 was paid.
- The original Verpflichtungserklärung was issued.
Important Reminder
- A personal appearance is mandatory.
- The sponsor must sign the declaration personally because the signature needs to be certified by the issuing authority.
- A representative cannot complete this step on behalf of the sponsor.
- Carefully check that all the details on the issued document are correct. In our case, the birth date was incorrect, so we had to wait for another appointment just to have it corrected.
Helpful Links
- Your local Ausländerbehörde website (requirements depend on the sponsor’s city)
Example:
Iserlohn Foreigners’ Office – Verpflichtungserklärungen
https://www.iserlohn.de/rathaus-politik/rathaus/alle-dienstleistungen/verpflichtungserklaerungen-fuer-besucher-aus-drittstaaten
Invitation Letter
Aside from the Formal Obligation, our sponsor also prepared an Invitation Letter to be sent in the Philippines explaining:
- Purpose of the visit
- Relationship with the applicant
- Duration of stay
- Accommodation details
- Statement of financial support
An emailed copy is generally acceptable. In our case, my boyfriend included a printed and signed copy of the letter, which was mailed to the Philippines together with the rest of the documents.
Download our sample Invitation Letter here (German version)
STEP 2: Applicant Side (Philippines)
After receiving the documents from Germany, I started preparing my visa application.
Applicant Requirements
-
Valid Passport
Your passport must meet the Schengen visa validity requirements.
-
Schengen Visa Application Form
Complete and sign the application form carefully.
Application Form:
https://videx.diplo.de/videx/visum-erfassung/de/videx-kurzfristiger-aufenthalt
-
Two Biometric Passport Photos
Prepare two recent biometric passport photos.
- One photo is attached to the application form.
- The second photo will be returned to you.
My Personal Experience
I wore earrings in my passport photo, and unfortunately, it was not accepted because it did not meet the biometric photo requirements.
There is a photobooth available at the visa center, but it can be quite expensive. I recommend following the biometric photo guidelines carefully and preparing your photo in advance to avoid additional costs or delays.
-
Visa Fee
Prepare the applicable visa fee according to the latest rates published by the visa application center. To be paid in VFS center.
-
Declaration of Willingness to Return / Cover Letter
This document explains why you intend to return to your home country after your visit.
Include strong evidence of your ties, such as:
- Employment
- Business ownership
- Family responsibilities
- Financial commitments
- Properties or assets
I submitted a personal cover letter explaining:
- Purpose of travel
- Travel itinerary (A brief explanation is usually sufficient for a three-month stay.)
- Relationship with the sponsor
- Financial arrangements
- Reasons for returning to the Philippines
I also submitted Affidavit of Return Home as supporting document.
Download my sample Cover Letter with Checklist (English version)
-
Proof of Relationship with Sponsor
Depending on your situation, prepare documents showing your connection with the sponsor.
Examples:
- Photos together
- Chat history
- Video call screenshots
- Flight bookings from previous visits
- Family photos (if applicable)
For this section, I attached only the two pages in a collage of photos and screenshots. In my case, I also attached a copy of the sponsor’s birth certificate to prove our family relationship.
-
Formal Obligation (Verpflichtungserklärung)
Submit the original Formal Obligation received from the sponsor in Germany. This will be returned together with your passport.
In this section, I also included the copy of the first two pages of my Affidavit of Support and Guarantee as an additional supporting document.
-
Evidence of Rootedness in the Philippines
This is one of the most important parts of the application because it demonstrates your intention to return home after your visit.
Examples:
Employment / Business Documents
- BIR Registration (for self-employed applicants/freelancers)
- Business registration
- Certificate of Employment
- Income Tax Return (ITR), if available
Financial Documents
- Bank certificate
- Bank statements
- Other proof of financial commitments
Property and Personal Responsibilities
- Motorcycle OR/CR
- Condominium documents or refund records
- Affidavits or supporting financial documents
- Documents showing responsibility for senior parents or dependents
-
Travel History
Include copies of:
- Previous visas
- Entry and exit stamps
- Previous international trips
A positive travel history can help demonstrate that you have followed immigration rules during previous travels.
-
Travel Health Insurance
We used Pioneer Travel Insurance for our Schengen visa application:
Make sure your insurance:
- Covers all Schengen countries
- Meets the required minimum medical coverage
- Covers your entire travel period
Helpful Links
German Embassy Manila – Schengen Visa Information
https://manila.diplo.de/ph-en/service/visa/2543948-2543948?openAccordionId=item-2439838-1-panel
Recommended Travel Insurance Companies
STEP 3: Visa Application Submission (VFS Global Philippines)
After completing all my documents, I proceeded with submitting my Germany Schengen Visit Visa application through VFS Global Philippines, the official visa application partner of the German Embassy.
-
Book a VFS Appointment Online
I booked my visa appointment online through the VFS Global website:
https://visa.vfsglobal.com/phl/en/deu/book-an-appointment
Make sure to choose an appointment date and time that gives you enough preparation time before submission.
-
Attend the Scheduled Appointment
On my appointment day, I went to the VFS Global visa center to submit my application.
My Personal Experience
I arrived 15 minutes late for my appointment.
Thankfully, the staff were nice enough and they still accepted my application that time.
- I selected one of the last available appointment slots of the day.
- There were already fewer applicants inside.
- The visa center was not as busy anymore.
However, I do not recommend arriving late.
Please plan to arrive at least 15 minutes before your scheduled appointment to avoid unnecessary stress or the possibility of missing your appointment.
-
Document Submission
During my appointment, the VFS staff checked my documents and accepted my application for processing.
My Personal Experience
My flight date and insurance coverage doesn’t match but the staff amend the application accordingly. So please make sure your documents match.
-
Biometric Data Collection
After document submission, I provided my biometric information:
- Fingerprints
- Photograph (if required)
Biometric collection is part of the Schengen visa application process and must be completed personally by the applicant.
My Personal Experience
I wore earrings in my passport photo, and unfortunately, it was not accepted because it did not meet the biometric photo requirements.
There is a photobooth available at the visa center, but it can be quite expensive. I recommend following the biometric photo guidelines carefully and preparing your photo in advance to avoid additional costs or delays.
-
Waiting for the Visa Decision
After submitting my application, I waited for the result.
My Processing Time (2026)
18-May | Booked my slot for 22-May. You can also book your slot more early if you are confident that you will gather all the documents before your selected appointment date. In our case, we wait that we have everything ready.
22-May | Appointment Date – In transit from VFS to German Embassy
23-24 May | Weekend
25-May | Holiday in Germany
26-May | No Update
27-May | Holiday in Philippines
28-May | In transit from German Embassy to VFS – Received in VFS – Dispatch via Courier
29-May | Received my passport via LBC
However, please remember that this was only my personal experience.
The general processing time for Germany Schengen visa applications is approximately 15 calendar days from the day of application, although some applications may take longer if additional checks or documents are required.
To avoid problems:
- Apply early before your planned travel date.
- Submit complete and organized documents.
- Be prepared that processing times may vary depending on the embassy’s workload and your individual case.
Additional Helpful Link/s
Schengen Visa Tips for Filipino Facebook Group community
https://www.facebook.com/share/g/1D3gExyTzt/
Visa Approved!
After the long preparation—from the sponsor obtaining the Verpflichtungserklärung in Germany to completing my documents in the Philippines—the moment finally came.
My passport arrived with the approved Schengen visa.
Our Personal Tips
✅ Do not deposit an unusually large amount of money into your bank account before your application.
✅ Prepare your documents early.
✅ Organize your documents clearly. Paper clips are enough to keep documents together. The visa center will rearrange the documents according to their own process during submission.
✅ Submit only truthful and accurate information.
✅ Make sure every document supports your intention to return to the Philippines.
✅ Follow the German Embassy checklist carefully.
✅ Ensure every statement or claim mentioned in your cover letter is supported by valid supporting documents.
The entire process required patience, organization, and attention to detail, but seeing the approved visa made all the preparation worthwhile.