The embassy appointment is not the hurdle - the preparation beforehand is the hurdle. Anyone who brings complete documents and conducts the interview calmly and clearly and knows what comes after the conversation, has no reason to be nervous. This page describes what really happens on appointment day and how to deal with each outcome.
Expiry on the day of the appointment
The exact process varies depending on the embassy and country - the basic structure is always the same.
Be there 15 minutes before the appointment – not sooner, not later. Many embassies have waiting rooms but no queues for early arrivals. Bring all documents complete and organized in a folder. Copies and originals separated - originals on top. turn off cell phones or put them on silent; are in some embassies Cameras and electronic devices not allowed.
→ Appointment missed or too late: new appointment can take monthsShow your passport and appointment confirmation. Security check like at the airport. You then wait in the waiting room until your name is called. Waiting times of 30-90 minutes are normal – even if you show up on time. Stay calm, go through the documents again.
In many embassies the documents are first presented at a counter received and checked for formal completeness – before the actual conversation. If a document is missing here, the appointment can be cancelled and a new appointment will be requested. Therefore: double check beforehand. The fee (€75) is due regardless of the result.
→ Missing originals or missing translations = immediate rejectionThe main point of the appointment. The consular officer asks questions about the purpose of your stay, personal circumstances, plans in Germany and intention to return. Answer clearly, calmly and honestly. No long-winded answers – precise and to the point. If you have problems understanding, ask to repeat. Don't speculate or give unclear answers.
Usually after the conversation or before: Fingerprinting (digital scanner) and biometric photo – even if you brought your own photos. Applies to all Schengen visa and national visa applications. Children under 12 are exempt from the fingerprint requirement.
The decision is usually made not on the day of the appointment. The passport will be retained and the visa will be entered after checking. Duration: 1-6 weeks, depending on visa type, country and embassy workload. In rare cases, a notification will be given directly at the appointment. Wait for notification by email or letter – don’t ask every day.
→ Passport is at the embassy while it is being processed - no travel is possiblePreparation
IVWhat you need to know before the interview
The embassy interview is not a test – it is a conversation about Determination of eligibility to apply. The consular officer does not check whether you are intelligent or qualified, but whether the information in the Application is credible and complete. Anyone who answers honestly and has the documents under control has no reason to be nervous.
What the embassy asks
These questions come up in the majority of conversations – in this or a similar form.
Universal basic questions – always come
These questions are standard – answer them calmly and without hesitation.
Questions about the study visa
Know your acceptance letter, university name and course of study by heart.
Questions about the training visa
Know the company name, profession, remuneration and duration of training.
Questions about work visas
Know the employment contract, company, salary and recognition status.
Questions about family visas
Have the story of how you met, wedding dates and A1 certificate ready.
Questions about the opportunity card
Have proof of financing and qualification documents with you in full.
The three possible exits
The decision is not made on the day of the appointment. What comes next depends on what result the message conveys.
Visa is granted
The embassy enters the visa into the passport and sends it back – by post or for collection. Duration: 1-6 weeks after the appointment, depending on the visa type and workload.
Visa is refused
The notice states the reason(s) for rejection. Read the decision carefully - the reasons determine the next step. Missing documents, unclear financing or doubts about the intention to return are common reasons.
Further documents required
The embassy requests additional documents or clarifications – without a final decision. This is not a rejection, but a delay. Respond quickly and completely.
What goes wrong
Most problems at the embassy appointment are avoidable. They don't arise in the conversation - they arise in the preparation beforehand.
Missing originals - only copies included
Copies are not enough. The embassy requires originals of references, documents and certificates – in addition to certified translations. If you only bring copies, you will not be able to complete the appointment. New appointment required.
Contradictions between form and conversation
The consular officer has the application form in front of him and compares. Anyone who gives different numbers, dates or plans in conversation than in the form, immediately arouses suspicion. Read your form again completely before the appointment.
Incorrect or uncertain answers about the main document
Anyone who hesitates or gives incorrect figures when asked about salary, course of study or training company immediately loses trust. Know all relevant facts and figures from the main document by heart.
Unprofessional demeanor or nervousness that seems like insecurity
Nervousness is normal - but if you can't answer simple questions, avoid eye contact or search frantically, seems unprepared or unbelievable. Preparation and role play at home help significantly.
Showed up late - missed the appointment
Embassy appointments are strict. If you arrive 5 minutes late, you will lose your appointment. The next appointment may be weeks or months away. The fee is non-refundable. Always plan 15-20 minutes early.
Didn't act immediately after the rejection - missed the objection deadline
In the event of a rejection, there is usually a short period for objection or complaint - often just 1-4 weeks. Anyone who misses the deadline loses the right to object. Read the notice immediately, note the deadline and, if necessary, contact a lawyer.
You know what happens at the embassy appointment.
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As of: May 2026. Lalmano checks content editorially and is based on official information, including from Foreign Office, BAMF and Make it in Germany. The content does not replace individual legal advice.