Bringing Family Home, Part 2: Your Step-by-Step Guide to an Austrian Visitor Visa (for Indians)
Bringing Family Home, Part 2: Your Step-by-Step Guide to an Austrian Visitor Visa (for Indians)
In our previous post, we discussed the emotional aspect of missing family and dived into the specifics of the Elektronische Verpflichtungserklärung (EVE), that crucial document you, as the host in Austria, need to provide. If you missed Part 1 and want to understand the EVE process from Austria, you can find it here: [
Once the EVE process is in motion or completed and you're ready to move forward with the formal invitation, what comes next? This post will guide you and your family in India through the typical steps involved in applying for their Austrian visitor visa and finally making the journey here.
Here are the key stages you'll likely navigate:
Step 1: Booking Airline Tickets
This might feel like putting the cart before the horse since the visa isn't guaranteed yet, but having confirmed travel dates is required for the Schengen visa application. While some applicants explore options like reserved tickets or using agents who provide booking confirmations without immediate payment (I haven't personally tried this), I've always felt most secure buying the tickets outright once we're confident about the planned travel window. It locks in the dates, simplifies the application, and provides solid proof.
Step 2: Applying for the EVE (Your Role in Austria)
As covered in detail in Part 1, obtaining the Elektronische Verpflichtungserklärung is your critical step here in Austria. This involves making an appointment at your local Polizeidirektion and submitting various documents to officially sponsor your family's visit. A successful EVE is a fundamental requirement for their visa application in India, so ensure you complete this step thoroughly.
Step 3: Scheduling the VFS Appointment & Navigating the Centre
Once you have successfully submitted your EVE application (or have the confirmation details), your family members in India can proceed with their visa application process. The next practical step for them is usually to schedule an appointment at the VFS Global application center. VFS Global manages the logistics of visa submissions for Austria (and many other countries) across India.
You'll typically book the appointment online. When doing so, pay close attention to selecting the correct visa category. You'll likely need to choose between "Visiting Family and Friends (upto 90 days)" or potentially "Visitor VISA Long stay (upto 180 days)", if applicable for your family's plans and the type of visa they are seeking. The visa fees also vary based on the category selected.
In the past, booking was sometimes limited to one person per slot, resulting in multiple appointments spread across days. Thankfully, nowadays, you can often book appointments for more than one person together, which makes it much easier for families applying concurrently.
Crucial Timing Coordination: It's vital to coordinate timings between Austria and India. Ensure there is at least a 48-hour gap between your EVE appointment here in Austria and your family's VFS appointment in India. This timeframe is generally recommended to allow the information about your submitted EVE to be electronically transmitted and accessible to the visa processing authorities in New Delhi before the visa interview.
Tips for the VFS Appointment:
Based on my experience, the VFS team often tries to upsell various value-added services. These can include services like Premium Lounge access, SMS notifications, or courier assurance. It's entirely up to you whether you deem these services necessary or worth the cost (e.g., the Premium Lounge can be quite expensive, costing around INR 4971 per person, if not more).
It's important to prepare your visiting family members, especially if they are visiting such an office for the first time and might feel overwhelmed or unaware of the difference between standard and optional services. Advise them in advance on which services you are willing to pay for. I've found that despite trying to opt out of everything extra, services like Courier Assurance and SMS Service were still sometimes added. Let me know in the comments if you've had success in avoiding these!
Step 4: Preparing Visa Documents (Both Sides)
This step requires meticulous attention to detail from both you in Austria and your family in India. While the VFS Global website provides the official list of required documents, based on my experience, here's a breakdown and some tips.
Depending on the support system you have back home, you can choose how to manage the document preparation. In my case, I always download all the necessary forms from the VFS Global website, pre-fill them electronically as much as possible, and then share these PDFs with my family. This way, they only need to print, review, and sign the forms (sometimes even signing can be done at the VFS office itself, though confirming this beforehand is wise).
Apart from the forms, there's a significant list of supporting documents needed. The exact requirements can vary, but here's a comprehensive list covering documents from both the applicant (in India) and the sponsor (in Austria):
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From the Applicant (India):
- Passport (must be valid with sufficient blank pages)
- Completed and signed Schengen visa application form
- Passport-sized photographs (EU standard)
- Proof of occupation (e.g., leave letter from employer, business registration) or ties to India (e.g., Pension certificate/statement, property documents like Index 2). This is crucial for demonstrating intent to return.
- Proof of sufficient funds (e.g., Bank Statements for the last 3 months).
- Last 3 years Income tax Returns (ITR).
- Operational email address, mobile number, and potentially a business card for contact details.
- Valid permit to return (usually implicit in the passport for Indian citizens, but listed as a requirement sometimes).
- Request letter (completely Optional)
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From the Sponsor (Austria):
- Proof of VISA Appointment (from VFS Global website)
- visa-application-number (from VFS Global website)
- Signed consent-form-mar-2022 (from VFS Global website)
- Signed disclaimer (from VFS Global website)
- Signed guarantee form (from VFS Global website)
- Signed visa-declaration-2024 (from VFS Global website)
- Round-trip flight reservations / travel itinerary
- EVE confirmation (including the ID: DELxxxxxx)
- Travel medical insurance valid for the entire Schengen area (make sure it meets the coverage requirements!)
- Proof of accommodation (your Meldezettel and potentially a formal invitation letter from you outlining accommodation details at your address).
- Your RWR Plus permit (or other relevant residence permit)
- Your Passport
- Invitation letter from you
- Your 3 most recent salary slips (optional, but can strengthen the application).
- Your Rent agreement (e.g., in Vienna).
I have prepared a sample invitation letter that you can adapt, which is available here.
Tips on Document Preparation:
- Sending pre-filled forms or a template for the invitation letter can significantly simplify the process for your family.
- Sometimes gathering specific documents proving ties to India (like pension statements or property documents or ITRs) can be tricky. Start this process early.
- Organizing the documents in the order requested by the VFS checklist can help ensure a smooth submission.
- If you don't share the documents which are available on VFS Global website your parents will be required to fill them in at VFS Center.
Step 5: Responding to Queries (Email Communication)
After submitting the application, sometimes the embassy or consulate may have follow-up questions or request additional documentation. These queries are typically sent via email, either to the applicant in India or occasionally to you, the sponsor, in Austria. It is crucial for your family to monitor their email inbox diligently and respond promptly and clearly to any requests.
Based on my experience, and learning from a mistake: if asked for additional proof of funds or ties to India for a dependent like a housewife, providing formal bank statements obtained directly from the bank with their stamp is the correct procedure. Simply sending photos of a passbook, as I once did based on online advice, is generally not the right way and can potentially complicate things. Always get a formal bank statement.
Here’s an example of an email I sent when asked for additional documents for my parents, highlighting the importance of clear communication (note: while this email worked for me, always aim for formal documents like stamped bank statements when requested for financial proof):
Respected Sir and Madam,
I am writing on behalf of my mother Mrs. [Her Name], whom I have invited to visit us in Austria with my father from [from date] to [to date].
My mother has been a homemaker for her entire life, hence unfortunately she does not have ITR.
Please find attached bank statements for my mother.
Going ahead I have attached a bank statement for my father (Fathers Name, VFS Tracking id [Tracking ID]). In the case of my father's bank statement, I have highlighted his Pension deposits in Green in the attached PDF. My father is a retired Assistant Sub-Inspector from Maharashtra Police and in his case as well we don't have ITR.
As informed in the sponsorship letter provided along the VISA application, all expenses pertaining to their stay, all travel (inward, in-between & return), medical & any other within Austria, in Europe/ Schengen Area will be borne by me. For your perusal I have attached EVE (ID: DELxxxxxx) to this email.
My daughter is really looking forward to meeting her grandparents and showing them around the life we are building in the beautiful city of Vienna. I will be grateful if you approve their VISA application and make her wish true.
Thanks in anticipation.
Warm Regards, [My Name] on Behalf of [My Mom (VFS Tracking id)] [My father (VFS Tracking id)]
Responding comprehensively and politely, providing the requested information as accurately as possible (ideally with formal documents), is key if you receive such queries.
Quick Hint:
While tracking your application on VFS portal when you see a message like this Processed application reference number AUT/BKC/xxxxxx/yyyy/zz has being dispatched via courier on dd/mm/yyyy, and still dont see the AWB from Bluedart use application reference number on Bluedart site as Ref No to track your passport delivery.
Step 6: Getting Ready to Welcome Them!
Once the visa is approved and the passport with the shiny visa sticker is back with your family in India, the final exciting step is their journey to Austria! All the planning and effort come together now. Get ready to receive your loved ones at the airport. Prepare your home, plan some activities and outings (show them the beautiful city of Vienna!), and most importantly, get ready to cherish every moment of the time you'll spend together after all the effort of navigating this process.
Bringing family here involves significant coordination between Austria and India, meticulous document preparation, and a degree of patience. It can feel like a complex process with many moving parts. However, the immense joy and comfort of finally reuniting with your loved ones, sharing your life in Austria with them, makes every single step of this journey absolutely worthwhile.
I would really love to read your experience if you share it in comments and that will be beneficial for others who are in planning phase now to bring their parents home.
Disclaimer
The information provided in this blog post is based on personal experiences and is intended as a general guide. Please note that bureaucratic processes can vary significantly from case to case, much like snowflakes—no two experiences are exactly alike. While we strive to offer accurate and helpful information, we cannot guarantee that your experience will be identical to what's described here.
This guide is meant to provide you with a framework to navigate the process, but it's essential to understand that you may encounter variations or additional requirements specific to your situation. We encourage you to use this information as a starting point and to always verify current procedures with official sources.
We do not assume any liability for actions taken based on this information. Your journey through this process will be unique, and we hope this guide helps you face your own "bureaucratic snowflake" with more confidence and preparedness.
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