Instructions on how to fill out an online visa application form to Germany

Providing accurate and complete information in the German visa application form will help limit risks during the application review process. Although the current form supports Vietnamese during the online application process, many people still encounter difficulties due to the large number of information fields and detailed declaration requirements. Even small errors can affect the review results. In this article, SHD Academy will guide you through filling out German visa application form in a detailed, easy-to-understand and accurate manner, helping you confidently complete your Schengen visa application.

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General information about German visa application form 

The application form for a visa to Germany is a mandatory document that clearly states the applicant's wishes and purpose of entry. This is an important basis for the German authorities to consider and issue a visa appropriate to each specific case. All accompanying documents are only for supplementary purposes, to verify the accuracy of the information declared in the application. 

The Schengen visa application form includes 6 sections, specifically:

• Personal Details: Includes full name, date of birth, gender, nationality, marital status, etc.
• Contact Data: Residential address and contact information in Vietnam, as well as in Germany (if applicable).
• Identification Papers: Required attachments such as passport, travel insurance, invitation letter, etc.
• Travel Data (Trip Information): Purpose of entry (study, work, learn German, etc.), expected length of stay and place of residence in Germany.
• Reference (Guarantor or organization): Information about the sponsoring School/Company/Organization.
• Means of Support and Details Regarding the Stay (Finances and stay plan): Financial resources for the trip, health insurance and accommodation in Germany.

Providing correct and complete information in the German visa application form will help increase the chances of approval and reduce the risk of visa rejection due to errors or ambiguity.

>> Reference:

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Information and documents to prepare

Before you start filling out German visa application form, you need to prepare full personal information and documents appropriate to the purpose of the trip. Below are the contents you need to note to complete the German visa application in the most accurate way.

Necessary information

When filling out German visa application form, you need to prepare the following information in advance:

• Passport information: Passport number, date of issue, expiration date, place of issue.
• Purpose of trip: Vocational study abroad, work, visit relatives, travel, etc.
• Estimated time: Date of entry and date of departure from Germany.
• Desired number of entries: Single, double or multiple.
• Other Schengen countries planned to visit if any.
• Accommodation in Germany: Specific address of hotel, dormitory, relative's house, etc.
• Information of inviter or sponsor: Full name, address, phone number, relationship, etc.
• Travel medical insurance: Name of insurance company, validity period, minimum coverage of 30,000 Euro, valid throughout the Schengen area.
• Financial information: Who is paying for the trip, proof of finances, source of income or collateral.

>> Reference: Should international students choose dormitories or rent houses in Germany?

Documents to prepare according to purpose

Depending on the purpose of entry, you need to prepare additional specialized documents as follows:

For vocational study abroad:

• Notice of admission or vocational training contract (Ausbildungsvertrag)
• Proof of financial resources (blocked account or guarantee commitment)
• Transcript, high school diploma, German certificate (minimum B1)

For business purposes:

• Business invitation letter from partner in Germany
• Decision to send on business trip from company in Vietnam
• Proof of cooperation between the two parties (if any)

For visiting purposes:

• Invitation letter from relatives in Germany
• Documents proving relationship: birth certificate, family register, family photos
• Copy of the inviter's residence permit/passport in Germany

>> Reference: Does studying in Germany need financial proof?

Detailed instructions on how to fill out a German visa application form online

Below are detailed instructions on how to fill out the online German visa application form. long-term stay:

Step 1: Prepare the necessary information in advance

Before starting to fill out the German visa application form (VIDEX), you should prepare the relevant information and documents in advance so that the application process is quick and accurate:

• Valid passport: Passport number, date of issue, expiration date, country and issuing authority.
• Personal information: Full name, birth name (if any), date of birth, place of birth, country of birth, gender, marital status, current and previous nationality (if any), information about children (if any).
• Parental Information: Full name, date of birth, place of birth, nationality, current place of residence.
• Qualifications and occupation: Information about major studied or current job (if any).
• Residential address and contact information: Current address, postal code, country, phone number, email.
• Duration and purpose of stay in GermanyExpected date of entry and departure, main purpose (study, internship, visiting relatives, etc.), work plan in Germany (if any).
• Information about the organization in Germany or abroad sponsoring the trip: Organization name, address, contact person, field of activity.
• Financial resources and residence in Germany: financial plan (scholarship, blocked account, guarantee…), expected residence address, type of accommodation.
• History of stay in Germany (if any): information about previous entries (date, purpose).
  Health information and criminal record (if any): Declare truthfully as required by the system.

Step 2: Access the VIDEX system

Visit the official German visa application form page of the VIDEX system at: https://videx.diplo.de/videx/visum-erfassung/videx-langfristiger-aufenthalt 

Note: You can choose Vietnamese language for more convenience in filling in information.

Step 3: Instructions for filling out the German visa application form for each item

Below are the details of the main fields to be filled in the VIDEX system:

Section 1. Personal Information

Part 1. Applicant's personal data:

• Surname: Enter the applicant's surname exactly as it appears on the passport or travel document. Special characters such as: ({A..Z, ÄÖÜß, ' / – + . ? and space})* are allowed. Numbers are strictly prohibited.
• Previous birth name/surname (If any): If different from current name/surname, fill in the birth name/surname exactly as in the passport. Special characters such as: ({A..Z, ÄÖÜß, ' / – + . ? and space})* are allowed. Absolutely do not use numbers.
• Full Name: Enter the applicant's full name, exactly as it appears on the passport. Use only the permitted characters as stated, no numbers allowed.
• Date of Birth: Enter your date of birth in the format dd.mm.yyyy. If the day or month is unknown, 00.00 can be used instead. However, the year of birth is required.
• Place of Birth: Enter the name of the place (city/province) where the applicant was born, exactly as it appears on the passport.
• Country of Birth: Enter the name of the country of birth, matching the information on your identity document.
• Gender: Select the applicant's gender according to the information on the passport.
• Marital status: Clearly state the applicant's current marital status (single, married, divorced, widowed, etc.) as per identification documents.
• Current Nationality: Select the nationality currently stated on your valid travel document.
• Previous Nationality (if any): If the applicant has previously held another nationality, list that nationality here.

Note: If you have children, please tick the “yes” box and fill in the information. If you do not have children, you can skip this.

Part 2. Applicant's parents: Fill in full name; date of birth, place of birth; current nationality and current residence according to the information on your identification documents.

Part 3. Occupation: 

• Occupation studied: Specify the major or job for which you received formal training.
• Current Occupation (if applicable): Enter your current occupation or job. If you are not employed, you can leave it blank.
• Additional boxes: if you need further clarification about your previous or current occupation, you can fill in the information in the adjacent lines.

Section 2. Contact Information

• Street & House Number: Clearly state the street name and house number where you live.
• Postal Code: Enter the postal code (ZIP/postal code) of your residential area.
• Location: Enter the name of a specific city, town, or area.
• Country: Select the country where you currently reside.
• Other address details: If you have a secondary address (e.g. a mailing address different from your residential address), please state it here.
• Phone/Mobile Number: Enter the correct contact number so that the visa authority can contact you when needed.
• Email: Provide current email address (if any).

Question about residence: Tick “True” if you are living in a country other than the one listed on your nationality.

Section 3. Identity documents 

• Document type: Choose the appropriate document type, usually a passport.
• Document number: Enter your passport number exactly as it appears on your document.
• Issue Date & Expiration Date: Enter the correct issue date and expiration date in the format day/month/year (DD.MM.YYYY).
• Issuing State: Select the country that issued the passport.
• Issued by: Enter the agency or organization that issued the passport (e.g., Immigration Department).
• Displayed at: Where you present this document (can usually be left blank if not required).

Section 4. Date of departure and purpose of stay

• Purpose of stay: Select the reason for your visa application (study, travel, visit relatives, work, etc.).
• Intended employment (if applicable): Enter the name of the organization, company or activity you will be involved in in Germany if you intend to work.
• Duration of stay: Specify the dates you intend to enter Germany (start date to end date), in the format (dd.mm.yyyy).
• Confirmation option: If you are applying for a short-term visa (less than 90 days), tick the final confirmation box to commit to not exceeding the specified period of stay.

Section 5. Guarantor or organization

This section is intended to provide information about the school, company or organization in Germany or abroad where you will work, study or cooperate during your stay.

Part 1. Organization/Company/School Information

• Reference Type: Select the appropriate entity type such as School, Company, or Organization.
• Unit Name: Enter the full name of the university, business or organization involved.
• Venue: Write the specific address where the organization is located.
• Organization headquarters, country: Select the country where the organization is headquartered.
• Organizational mission/scope: Describes the organization's primary area of operation or mission.
• Organization Registration Authority Name: Select the authority that registered this organization.
• Location and Registration Number: Enter your geographic location and registration number (if applicable).

Part 2. Organization contact information

• Full name: Write the full name of the representative or contact person.
• Date of Birth & Nationality: Enter the contact's date of birth (dd.mm.yyyy) and select their nationality.
• Gender: Select the gender of the person listed.
• Contact Address: Specify the street, house number, postal code, region and country where the contact person works.
• Phone/Mobile Number and Email: Enter a correct phone number and email address so we can contact you if needed.

Section 6. Cost of living and details of residence

Part 1. Cost of living and accommodation in Germany

• Means of livelihood in Germany: Enter information about the financial resources you will use to live in Germany such as: scholarships, blocked accounts, sponsorship from relatives, etc.
• Is there a commitment to pay the costs?
  • NO: If you are self-funding or have a scholarship.
  • YES: If you have a financial guarantor, select the appropriate option.
• Address of residence in Germany: Enter your expected address upon arrival in Germany including street name, house number, postal code, location.
• Accommodation upon arrival in Germany: Single room, apartment with private room, dormitory accommodation, or other (if other, please specify).
• Is it possible to maintain permanent residence outside Germany?
  Select Correct if you keep your residence abroad during your stay in Germany.
• Are family members coming along?
  Tick Correct If you have relatives traveling with you (wife/husband, children…)
• Do you have health insurance (or long-term stay) for your stay in Germany?
  Select Correct if you have purchased appropriate health insurance for a long-term visa (required).

Part 2. Information on previous stay in Germany

• Have you ever been to Germany?
  If Yes, fill in the most recent previous stay: From date – to date and provide the reason for stay (e.g. tourism, study, work,…)
• Other required explanations

Answer the following 3 questions by selecting “True” or “No”:

1. Do you have a criminal record?
   If you have ever been convicted of a crime, it must be disclosed clearly.
2. Have you ever been refused immigration or residence in Germany?
   Including being forced to leave the territory, being refused a visa or residence permit extension.
3. Do you have any serious infectious diseases?
   Such as tuberculosis, SARS, bird flu, dengue fever, or other dangerous infectious diseases

>> Reference:

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• Instructions for self -preparation of German vocational studies 2025

Some important notes when filling out the application form for a visa to Germany

To increase your visa approval rate and avoid the risk of having your application returned, you need to note some important points after filling out the German visa application form:

• Use the official VIDEX system of the German diplomatic mission: https://videx.diplo.de
• The information in the application form must match completely with the accompanying documents such as passport, invitation letter, training contract, etc.
• Do not handwrite or make corrections on printed forms, except for signatures.
• Printed on A4 paper, photo must meet ICAO standards and be pasted in the correct required position.
• Sign the passport with the correct signature, do not sign for someone else or with inconsistent signatures.

>> See more articles related to German visa:

• Instructions for preparing your own application for a German vocational study visa
• What is Schengen visa? What countries can the Schengen visa go?

Prepare complete information, choose the right visa type and fill in correctly. German visa application form is the first and most important step for you to be able to smoothly carry out your journey to study, work or reunite in Germany. Each type of visa will have its own requirements and accompanying documents, so be proactive in learning carefully and refer to official sources from the German consulate. If you have any questions about how to fill out the Schengen visa application online, do not hesitate to contact us. SHD Academy for detailed instructions and support!