Your Complete Application Checklist
A digital nomad visa application rejected due to a missing document costs you $300+ in fees and 2-3 months of time. This universal checklist ensures you submit a complete application the first time.
While specific requirements vary by country, 90% of digital nomad visas require the same core documents. Use this guide to prepare everything you need.
📋 Pro Tip
Create a "Visa Documents" folder (digital and physical) with all documents listed here. Once you have these, you can apply to any digital nomad visa with minimal additional work.
Essential Documents (Required by 95%+ of Programs)
Start here. These documents are needed by virtually every digital nomad visa program.
Requirements:
- ✓ Valid for at least 6 months beyond intended stay (some require 12 months)
- ✓ At least 2-3 blank visa pages
- ✓ Not damaged or water-stained
- ✓ Copy of bio-data page (page with photo)
⚠️ Action needed: If your passport expires within 12 months, renew it NOW before applying. Processing can take 4-12 weeks.
Accepted documents (provide 2-3):
- ✓ Bank statements: Last 3-6 months showing consistent income
- ✓ Employment contract: If employed remotely, letter from employer
- ✓ Client contracts: If freelance, contracts with clients showing ongoing work
- ✓ Tax returns: Last 1-2 years showing income level
- ✓ Payslips: Last 3-6 months if employed
- ✓ Business registration: If you own a business
💡 Tip: Income must typically be $2,000-4,000/month minimum. Ensure your bank statements clearly show this amount coming in monthly, not just sitting in savings.
Requirements:
- ✓ Minimum coverage: €30,000-€100,000 depending on country
- ✓ Valid in destination country
- ✓ Covers entire visa period (typically 12 months minimum)
- ✓ Includes emergency medical treatment and repatriation
- ✓ Certificate in English or local language
🩺 Don't wait: Regular travel insurance won't work. You need visa-compliant international health insurance. Compare approved plans here.
Requirements:
- ✓ Issued within last 3-6 months (check specific country requirements)
- ✓ From your country of citizenship or primary residence
- ✓ Often requires apostille certification
- ✓ May need certified translation if not in English
- ✓ Obtain from FBI (USA), ACRO (UK), or equivalent government agency
⏱️ Start early: Background checks can take 4-12 weeks. Order this FIRST when starting your application process.
If employed:
- ✓ Letter from employer stating you work remotely
- ✓ Should include: job title, salary, remote work confirmation, employment dates
- ✓ On company letterhead, signed by HR or management
If self-employed/freelance:
- ✓ Business registration documents
- ✓ Contracts with clients
- ✓ Portfolio of work or website
- ✓ Tax returns showing self-employment income
Typical requirements:
- ✓ 2-4 recent photos (taken within last 6 months)
- ✓ Size varies by country: 35x45mm (EU standard) or 2x2 inches (US standard)
- ✓ White or light background
- ✓ No glasses, hats, or other head coverings (religious exceptions)
- ✓ Neutral facial expression
Check country-specific requirements before getting photos taken. Some countries have stricter specifications.
Additional Documents (Required by Some Programs)
These documents aren't always required, but many programs ask for them. Check your specific visa requirements.
- • Rental contract or lease agreement
- • Hotel booking for first month
- • Airbnb reservation confirmation
- • Letter of invitation if staying with someone
Required for Hague Convention countries. Often needed for:
- • Criminal background check
- • Birth certificate
- • Marriage certificate (if applicable)
- • Educational diplomas
Any documents not in English or the local language need certified translation:
- • Bank statements
- • Employment contracts
- • Background checks
- • Birth/marriage certificates
Cost: $30-80 per page from certified translators
- • Last 3-6 months statements
- • Must show minimum balance (varies by country)
- • Should demonstrate stable income
- • Sometimes requires bank certification/stamp
- • Updated professional CV
- • Highlights remote work experience
- • Shows relevant skills and qualifications
- • In English or local language
- • Why you want to live in the country
- • Your remote work situation
- • How long you plan to stay
- • Contribution to local economy
Usually 1 page, professional tone
Application Process Timeline
Follow this timeline to ensure you have everything ready on time.
- ✓ Research visa requirements for your destination
- ✓ Check passport expiration date (renew if needed)
- ✓ Order criminal background check (longest wait time)
- ✓ Start organizing income documentation
- ✓ Create a dedicated "Visa Documents" folder
- ✓ Follow up on background check if not received
- ✓ Gather last 6 months bank statements
- ✓ Request employment letter from employer
- ✓ If self-employed, compile client contracts
- ✓ Get passport photos taken
- ✓ Get apostille on required documents (2-3 week process)
- ✓ Purchase visa-compliant health insurance
- ✓ Get certified translations of non-English documents
- ✓ Write cover/motivation letter
- ✓ Book initial accommodation if required
- ✓ Complete visa application form
- ✓ Make copies of all documents (keep digital backups)
- ✓ Schedule embassy appointment if required
- ✓ Prepare payment (credit card, money order, etc.)
- ✓ Triple-check all documents against official checklist
- ✓ Submit online application or attend embassy appointment
- ✓ Pay application fees
- ✓ Biometrics if required (fingerprints, photo)
- ✓ Get receipt/tracking number
- ✓ Note processing timeline (typically 2-8 weeks)
Common Application Mistakes to Avoid
Expired Background Check
Background checks must be recent (typically 3-6 months). Don't order it too early or it will expire before you submit.
Wrong Insurance Coverage
Travel insurance ≠ visa-compliant health insurance. You need specific coverage minimums and the certificate must state this.
Missing Apostille
Forgetting to apostille documents that require it is the #1 rejection reason. Check which countries participate in the Hague Convention.
Insufficient Income Proof
Showing you have money in savings isn't enough. You need to prove ongoing monthly income from remote work.
Incomplete Application Form
Leaving fields blank or providing inconsistent information across documents. Everything must match exactly.
Wrong Photo Specifications
Each country has specific photo size/format requirements. Generic passport photos don't always work.
Frequently Asked Questions
Can I apply while already in the country on a tourist visa?▼
It depends on the country:
- Spain, Portugal, Italy: Usually must apply from your home country
- Estonia, Croatia: Can apply from within the country
- Thailand, Indonesia: Varies by consulate, check specific requirements
Check the official embassy website for your specific situation. Applying from the wrong location is a common rejection reason.
How long does the application process take?▼
Total timeline: 8-16 weeks from start to approval
- Document gathering: 4-8 weeks (especially waiting for background check)
- Application review: 2-8 weeks after submission (varies by country)
- Fastest programs: Estonia, Barbados (2-4 weeks processing)
- Slowest programs: Portugal, Germany (3-6 months processing)
Start your application at least 3-4 months before your intended move date to account for delays.
What if I don't have all the documents?▼
Do not submit an incomplete application. This almost always results in rejection, and you lose the non-refundable application fee.
Instead:
- Contact the embassy/consulate to ask if there's an alternative document you can provide
- Some embassies allow you to submit a "pending" status with a letter explaining when the document will arrive
- Consider applying for a different visa program with less stringent requirements
Do I need a lawyer to apply?▼
For most digital nomad visas, no. They're designed to be DIY-friendly. However, consider a lawyer if:
- You have a complex case (previous visa rejections, criminal record, complicated income)
- The visa process is particularly complex (Portugal D7, Germany Freelance Visa)
- You don't speak the local language and documents require translation/notarization
- You're applying with a large family
Cost: $500-2,000 for lawyer assistance. Weigh this against the $300+ application fee you'd lose if rejected.
What happens after I submit my application?▼
Typical process after submission:
- Initial review: Embassy checks if all documents are present (1-2 weeks)
- Request for additional documents: If anything is missing or unclear, they'll contact you
- Background verification: They verify your background check, employment, income
- Decision: Approval or rejection (you'll receive notification)
- Visa issuance: If approved, you get the visa sticker in your passport or a separate card
Check your email daily and respond to any requests immediately. Delayed responses can cause your application to be rejected.