For applying for a visa to Germany, a personal appointment at the competent German diplomatic mission is required. During this on-site appointment, the documents are reviewed and an interview is conducted in which the purpose of stay and personal situation are clarified.

Appointment scheduling

The on-site appointment must be scheduled at the German embassy or German consulate in the home country. If there is no German diplomatic mission in one's own country, the competent mission in a neighboring country must be contacted. The competent diplomatic mission can be determined via the Federal Foreign Office's website.

Booking the appointment

Appointment booking is done online via the website of the competent embassy or through an external service provider. Which system is used is indicated on the embassy's website. When booking, personal information such as name, date of birth, and contact information must be entered. After booking, a confirmation is sent by email. In some cases, the appointment must still be confirmed in this email through a click.

Appointment changes

In most cases, already booked appointments cannot be rescheduled. Those who nevertheless need a different appointment must cancel the existing appointment and book a new one. Some embassies show flexibility and allow appointment rescheduling if all documents are already completely available.
For couples: In many cases, international professionals who wish to enter together with their spouse can book separate appointments for both persons and subsequently request by email to the competent embassy to combine them. This way, both applications are processed simultaneously and the visas are issued at the same time. However, there is no guaranteed claim to it.

Waiting times

The waiting time until an available appointment varies greatly depending on the country and embassy. Factors such as staff shortage or a high number of applications can extend the waiting time. Some embassies provide an estimate of current waiting times on their website. It is advisable to check regularly or inquire directly with the embassy. Those who cannot attend an already booked appointment should inform the embassy in advance by email.

Preparation for the appointment

Before the appointment, all required documents must be prepared completely. The specific requirements depend on the visa type applied for. All documents should be available both as originals and as copies. The completeness of the documents should be carefully checked before the appointment to avoid delays.

Process of the on-site appointment

The appointment serves not only for the formal review of documents but also for clarifying motivation and substantiating the undertaking. An embassy staff member reviews the submitted documents and conducts a conversation with the applicant. The interview is conducted in the national language or in English at many embassies. If the purpose of entry requires specific proof of language proficiency, the interview is typically conducted in German.

Typical questions in the conversation

In the conversation questions are asked on the following topics:

• Personal background and education
• Reasons for the planned stay in Germany
• Concrete planning of the undertaking (e.g., the recognition process)
  
• Family connections in Germany
• Explanation for gaps in the curriculum vitae
• If applicable: Return intentions after completion of the stay

The embassy examines whether the person meets the requirements of the chosen visa category and comprehensibly explains how the stay in Germany is concretely planned.

After the appointment

After the appointment, the embassy reviews the application. Processing time varies depending on the visa type and can take several weeks to months. Further information on processing time can be found here.
Embassies and immigration offices reserve the right to request additional documents at any time – both during processing and shortly before visa issuance. It is therefore important to be reachable for follow-up questions.

Important notes and practical tips

For the on-site appointment, it is important to have a clear plan: What is the goal of entry into Germany and why? This plan should be credibly explained and substantiated by corresponding evidence. During the interview, it is helpful to respond calmly and precisely to the questions asked. Possible gaps in the curriculum vitae should also be comprehensibly explained. All required documents for the individual purpose should be completely available.

Since the requirements for the on-site appointment can change depending on the embassy and legal situation, it is strongly recommended to check the current requirements on the website of the competent diplomatic mission before booking the appointment. When booking the appointment, the correct visa purpose must be selected.
In many countries, German embassies and consulates work together with external service centers that provide support throughout the entire visa application process. These centers often handle appointment scheduling, acceptance of application documents, and initial completeness checks. They can also assist with questions about the application form or required documents. The exact services and fees vary by location. Information on whether such a service center is available in the respective country and which services it offers can be found on the website of the responsible German mission abroad.