What proof of a business relationship does Sweden want?

Beyond the invitation, Sweden's checklist asks for documents that prove the purpose of the visit — and for a business trip it gives examples: invoices, business correspondence or orders proving that a business relationship exists.

I am attending a conference in Stockholm. What do I need?

Confirmation of your enrolment and, if there is a fee, proof that it has been paid — together with the invitation, your employer's document certifying the travel, and a hotel booking for the whole stay.

Who should sign my employer's letter?

An authorised signatory. Sweden asks for a document from the employer certifying your travel to Sweden, signed by someone with authority to sign for the company.

The Swedish company is paying my costs. How is that shown?

In the invitation itself — Sweden asks it to include a guarantee for expenses where they are borne by the host.

Do I need to submit old passports?

Yes — all previous passports that are available, irrespective of their condition, and a note if one was lost. Handwritten Indian passports are not accepted.

Sweden · Visa guide

Sweden Business Visa

A short-stay Schengen visa for business meetings, conferences and training in Sweden.

ProcessingUsually about 15 calendar days from submission
Visa categoryBusiness Visa
Your guideOne consultant

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A business visitor visa is refused when the purpose looks like work. Call us with the invitation and your company details. We tell you if the purpose reads right.

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Sweden Business Visa — overview

A Swedish business or conference visa is a short-stay Schengen visa (Type C): up to 90 days in any 180-day period, decided by the Embassy of Sweden in New Delhi on application form 119031.

Sweden asks the inviting company for more than a letter. The invitation should come with documents that prove the purpose — for a business trip, invoices, business correspondence or orders showing that the two companies really do trade. For a conference or training, Sweden wants confirmation of your enrolment and, where there is a fee, proof that it has been paid.

Earliest slot we saw

Checked by hand · 26 September

New Delhi: 28 Sept

Tourist / short-stay appointments only. A snapshot from the portal on the date above, not a live feed. Slots move hour to hour and we never hold or sell them. All Sweden centres & earliest dates

Sweden wants to see the trade, not just hear about it

Most business visa files rest on two letters saying a relationship exists. Sweden asks for the evidence underneath. Alongside the invitation, the checklist calls for "any other documents that may prove the purpose of the visit", and for a business trip it names them: invoices, business correspondence or orders proving the existence of a business relationship.

This is easy to supply and easy to forget. A purchase order from last quarter, a few e-mails arranging the visit, a commercial invoice between the two companies — three or four pages that turn a claimed relationship into a documented one. We ask your accounts team for them at the start.

What the invitation must carry

A personal invitation from the company or organiser, stating:

the purpose of the trip;
the period and place of intended stay;
a guarantee for expenses, if the host is bearing them.

Conferences and training are their own case

If you are going to a conference, a course or a training programme, Sweden asks for confirmation of your enrolment and, if applicable, proof that the enrolment fee has been paid. A speaker invitation or a registration confirmation e-mail, with the payment receipt, does this.

An authorised signatory

The employer's document certifying your travel must be signed by an authorised signatory — not simply by your line manager. In practice that means HR, a director or the company secretary, on letterhead, with name and designation.

Hotel for the whole trip, passports for your whole life

Lodging must be shown for the entire duration of the stay in the Schengen area.
All previous passports, whatever their condition, with a note if one is lost.
No handwritten passports, and none with a manual change to the biographical data made after 1 April 2010.

Source: Embassy of Sweden, New Delhi — Business and Conference visa checklist, as issued through VFS Global and held in our knowledge base. Requirements change; confirm against the current checklist before you submit.

12 items

Documents you need

Application for Schengen Visa — form 119031
With one photograph not older than six months, white background, 3.5 cm × 4.5 cm.
Passport — original and copy
If the passport has been extended, enclose a copy of that page and of the observation page. Handwritten Indian passports, and passports with a manual entry made after 1 April 2010 changing the biographical data, are not accepted.
All previous passports
Whatever their condition. If one has been lost, a note is required.
Invitation from the company or organiser
A personal invitation from the company, commercial organisation or event that has invited you, giving the purpose of the trip, the period and place of stay, and a guarantee for expenses if the host is bearing them.
Documents proving the purpose
Any other documents that prove the purpose of the visit — for a business trip, invoices, business correspondence or orders proving the existence of a business relationship.
For conferences or training
Confirmation of your enrolment and, if applicable, proof of payment of the enrolment fees.
Employer's document certifying the travel
Certifying your travel to Sweden, signed by an authorised signatory.
Proof of lodging
Hotel booking for the entire duration of the planned stay in the Schengen area.
Flight reservation
A return reservation, plus intra-Schengen travel if you are visiting several states.
Travel medical insurance
Valid for all Schengen countries, at least EUR 30,000, dated to cover the whole trip including arrival and departure days.
Evidence of your occupation
Employees: payslips for the last three months, employment contract and the employer's approval of leave.
Civil servants on mission
The original travel order; for official or service passports, the original Note Verbale from the Ministry of Foreign Affairs.

5 steps

How the process works

Typical processing: Usually about 15 calendar days from submission — may extend up to 45 calendar days. Apply at least 2-3 weeks before travel.

Step 1
Free eligibility review
We assess your profile and build a document checklist matched to the embassy's requirements.
Step 2
Build the file & cover letter
Every document — finances, bookings, insurance and the cover letter — is prepared and verified.
Step 3
Book the VFS Global appointment
Applications in India are submitted through VFS Global — we schedule your slot.
Step 4
Submit & give biometrics
You attend the VFS centre to submit the file and provide fingerprints and a photograph.
Step 5
Decision & passport return
The embassy decides the application and your passport is returned through VFS.

Transparent

Costs & fees

Item

Amount

Schengen visa fee (adult)

EUR 45 for children aged 6 to 11; under 6 exempt. Payable in INR.

EUR 90

VFS Global service charge

Plus optional add-ons such as courier.

Confirmed at booking

Government and third-party fees change often — we confirm the exact current amounts for your case before you pay anything.

5 answers

Frequently asked questions

Beyond the invitation, Sweden's checklist asks for documents that prove the purpose of the visit — and for a business trip it gives examples: invoices, business correspondence or orders proving that a business relationship exists.
Confirmation of your enrolment and, if there is a fee, proof that it has been paid — together with the invitation, your employer's document certifying the travel, and a hotel booking for the whole stay.
An authorised signatory. Sweden asks for a document from the employer certifying your travel to Sweden, signed by someone with authority to sign for the company.
In the invitation itself — Sweden asks it to include a guarantee for expenses where they are borne by the host.
Yes — all previous passports that are available, irrespective of their condition, and a note if one was lost. Handwritten Indian passports are not accepted.

Why it matters

Going it alone vs filing with us

On your own

Guessing the document list — one missing or wrongly formatted paper triggers a refusal.
Generic cover letters copied from the internet that officers recognise and flag.
No read on peak rejection windows or what this visa post is strict about.
Government and VFS fees are non-refundable — money lost if you are refused.
A refusal stamp follows you and weakens every future visa application.

With Lifeset Overseas

An honest case assessment before you spend a rupee on government fees.
A file built to the embassy's exact checklist and in the exact order.
Weak finances, ties or purpose identified and fixed before submission.
Previously refused? We can rescue and rebuild the file.
Every case handled by one consultant, end to end.

Refused before?

A refusal isn't the end

A refusal is not a permanent bar — but it only improves if the actual reason is found and answered, and nobody can tell you a second application will succeed. If a Sweden visa has been refused, we: