Hotel Reservation and Accommodation Proof for Schengen Visa (Examples Included)

When applying for a Schengen visa, there are some documents that are a required part of your application. Proof of accommodation is one of these important document requirements.

Not including it can result your Schengen visa application being rejected.

If you’re planning to any type of Schengen visa, this article will walk you through everything you should know about providing accommodation proof and hotel bookings for your application. I also share a real sample of the invitation letter I use for friends and families applications.

Do you need a hotel booking for Schengen visa and why?

Yes, you need proof of accommodation for your Schengen visa – it is key for a successful application. Hotel booking is just one common form of proving accommodation plans.

When evaluating your visa application, consulates are looking to ensure that all your documents jointly justify the purpose for your stay. The accommodation proof directly ties into proving your travel intent; it evidences where you’ll travel to, for how long, and the general structure of your trip.

For the embassy, accommodation proof shows that you have secured housing for your stay in the Schengen area and will not be a financial burden on the state.

How to get hotel reservation for Schengen visa application

There is a common misconception that you must prepay for your hotel when applying for visa. This is not true. You don’t need to pay for the hotel upfront, and you really shouldn’t!

Many travellers choose to make reservations that can be refunded or easily cancelled in case of visa rejection. In fact, most hotels do offer full refund if you cancel early enough.

You should utilize booking platforms like booking.com and Expedia to reserve your hotel or apartment. When reserving, you can choose options that:

• Do not require prepayment
• Are fully refundable
• Can be cancelled for free if plans change or visa is refused

If you reserve on booking.com, you will be able to download a booking confirmation that you can add to your visa application. The confirmation looks like this:

Your hotel booking should include:

• Full name
  • If needed, of everyone travelling
• Name and address of the hotel, apartment etc
• Check in and check out dates, showing duration of stay

5 ways to show proof of accommodation for your Schengen visa

You have different ways of showing proof of accommodation. The choice of document depends on the visa being applied for and your purpose of stay.

Typically, proof of accommodation can be shown by the following:

Hotel booking confirmation (Fully refundable or free cancellation)

A document you generate after your booking to prove you have reserved the hotel room. It should include your details (name), and the name and address of establishment, kind of rooms booked, and dates of stay (check in and check out dates).

Hostel booking confirmation

If booking a hostel e.g. via hostelworld, you will get a document showing you have reserved a spot for the chosen stay. The document should have your name, name and address of hostel and both check in and check out dates.

Tour package reservation

If you have booked a full tour including accommodation, then your tour company should provide a confirmed tour reservation or a document mentioning that your package covers accommodation.

VRBO and Airbnb reservation

I have previously successfully used Airbnb reservations for visa applications. On the Airbnb platform, you can generate a document confirmation specifically for visas. The confirmation mentions the same details as a hotel booking would: your name, address of the place, and dates of stay.

For Airbnb, I recommend double-checking that the place you are booking looks genuine – honest reviews and some history on the platform.

Similarly, confirm how flexible your cancellation policy is before booking as policies differ by host.

Invitation letter from host (friend or family)

If you will be staying with a friend or family, they can usually write a formal invitation letter to confirm that they will host you. Keep reading to see the real template I use to prepare invitation letters.

The letter should include some details like:

• Host’s full name and address
• Applicant’s name, passport number and planned travel dates
• Confirmation that they are providing accommodation for travel dates
• Declaration of relationship between host and applicant
• Host’s signature
• Attached copy of the host’s passport or residence permit

For instance, when I lived in Denmark and invited family, I was required to use my CPR (like a citizen number/social security number) to process an invitation on the government’s registration system. I generated a code that the visa applicant had to include in their application. This meant that the consulate could look up the invitation code and get all information about the visit.

Campus or dorm housing confirmation

For student visas, or when travelling for study purposes e.g. summer courses, you should include a confirmation of your dorm reservation or campus housing.

Rental agreement or lease contract

When travelling long-term or if you have rented a property for your stay, then you should provide a copy of the rental agreement or lease contract. The agreement should include your name, address of the property and duration of rental.

Letter of sponsorship from company

If travelling for business, a conference or an event where you are being sponsored by a company or organisation, then the organization can provide a letterheaded letter declaring details of your stay and planned accommodation.

Requirements and Tips for Schengen visa accommodation proof

There are some small details that matter a lot and influence how credible your application looks. These are:

1. Dates aligned
   Matching dates across flights, itinerary, travel insurance and accommodation. Inconsistent dates is one of the easiest contributors to a rejected application.
   
2. Multi-destination trips
   If you will be travelling to multiple countries, provide proof for your entire stay. It is okay to book a hotel for only part of your trip, but you should explain where you will be staying the other nights.e.g. hotel reservation for other nights
   
3. Fake hotel bookings
   Your booking needs to be verifiable. Do NOT under any circumstance use a fake booking. It is too risky and can cause bans. Instead, book a cancellable or refundable hotel on booking.com
   
4. Cancelled hotel bookings
   A cancelled hotel booking is a big red flag. Your hotel reservation should be valid during the visa application process
   
5. Accommodation choice does not match applicant profile
   You want to ensure that your application makes sense. The kind of hotel you are booking should match your financial profile. Remember your entire visa application is being evaluated – it should be clear that your finances can comfortably cover your chosen hotel.

Example of Real Schengen Visa Invitation letter for proof of accommodation

When staying with a friend or family member, you are typically required to provide an invitation letter as proof of accommodation. I have included the actual template I use for visa invitation letters.

Date

Host Name
Host Street Address
Host City, country

Name of embassy
Embassy Street Address
City, Country

Dear Visa Officer,

RE: INVITATION FOR APPLICANT NAME (Nationality, Passport Number)

I am writing to confirm that I wish to invite my family member/friend name, of passport no x to visit me in y from 10^th June 2026 to 17^th June 2026. The applicant x is my relative/ close friend for over x years. The main purpose of their visit is tourism.

I, host name, am a citizen/resident of x. My current occupation is as a role at organization.  I plan to host the applicant at my residence, address: host address.

The applicant will be presenting this letter to you, together with other evidence to show her home ties and that she can cover her travel expenses. I have enclosed the following supporting documents: a copy of my passport, a copy of my Residence permit (if necessary), planned itinerary and an employment/student verification letter (if you would like to).

I kindly request your issuance of a tourist visa to enable applicant name travel to country for the intended dates. Your positive consideration will be highly appreciated.

Yours Faithfully,
Name
Signature

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