Which permit is needed, which documents are required and how long the process takes depend on the hosting country. Participants in European Solidarity Corps (ESC) projects may need to obtain a visa for staying abroad in the EU Member States and third countries not associated to the Programme hosting the activity. Participants in Erasmus+ projects may need to obtain a visa for staying abroad in the EU Member States and third countries associated to the Programme or third countries not associated to the Programme hosting the activity. The authorisations required are short or long-term stay visas or residence permits. A visa is a personal procedure: the volunteer applies personally; the organisations provide the documents. Our guide on what the European Solidarity Corps is introduces the programme, what Erasmus+ is does the same for Erasmus+, and which countries can take part shows where you can apply from.
Last updated: October 2026.
Do you need a visa or a residence permit?
Which permit is needed, which documents are required and how long the process takes depend on the hosting country; the organisations know the procedure and volunteers can ask them. Participants in ESC projects may need to obtain a visa for staying abroad in the EU Member States and third countries not associated to the Programme hosting the activity. Participants in Erasmus+ projects may need to obtain a visa for staying abroad in the EU Member States and third countries associated to the Programme or third countries not associated to the Programme hosting the activity. The authorisations required are short or long-term stay visas or residence permits. Residence permit and residence card fees apply to stays over 90 days.
Our guide on which countries can take part lists the eligible countries, opportunities for young people outside the EU covers participants from countries not associated to the programme, and who can apply to Erasmus+ and the European Solidarity Corps goes through the conditions case by case.
Who arranges the visa, you or the organisation?
The volunteer applies for the visa personally; the organisations provide the documents. The participating organisations ensure that the authorisations required are in order before the planned activity takes place. The volunteer researches which documents the consulate of the hosting country requires and asks the organisation for them.
If the sending organisation asks the National Agency, a volunteer accepted to an ESC project can receive an official letter that makes the visa application easier; the visa decision itself is outside the National Agency and depends on the country.
Our guide on the organisation that prepares you at home explains what a supporting organisation does, and the agreement you sign before starting covers what the organisations commit to.
Which documents do you need?
The documents for the visa in an ESC project are the following:
📨 Support letter: For the visa, the sending organisation gives a support letter confirming that you take part in an ESC project and that your costs are covered; ask for it at least 5 working days in advance.
🏠 Invitation letter: For the visa, the host organisation gives an invitation letter with the accommodation and project details.
📝 Volunteering agreement: For the visa, you need the activity (volunteering) agreement signed by the host and sending organisations; it answers most of the consulate's questions.
🔑 Rental contract: Many European countries ask for the rental contract or title deed of the address where you will live.
📄 Project contract: Most European countries require the project contract from the host organisation, but not all.
🏛️ National Agency letter: Some countries require a support letter from the National Agency for the visa; for Italy it is mandatory.
Henner's Client Service Team is at your disposal to answer any of your requests regarding coverage, payment of your medical expenses, or letters of guarantee for hospitalisations. The organisation registers the volunteer in the ESC system and the system sends the volunteer an invitation; after the volunteer accepts it, Henner emails the insurance within 5 to 7 working days. Download the Henner Pass policy from the link in that email, because it is needed for the visa application, and send a copy to your sending organisation. If the policy has not arrived by your visa appointment, email clientservice-ESC@henner.com and ask for your insurance certificate.
Clearance requirements are usually not asked for at all, but they can be asked for projects working with children or other vulnerable people under special protection. Our guide on the agreement you sign before starting goes through the volunteering agreement, and insurance for ESC volunteers explains how the cover is arranged.
When should you start the visa process?
It is strongly recommended that the authorisations are requested from the competent authorities well in advance, since the process may take several weeks. Applying late rarely works: if a project starts in June, applying in May is almost useless, because the host organisation has to allow for your visa process, which can take weeks. Apply to the project at least four months before the project starts; for long-term projects, six months is better.
Never buy your plane ticket before the visa is issued. Our guide on the full timeline from application to departure puts the visa step next to the other deadlines, and preparing before you go collects the rest of the paperwork.
Who can help you with the visa?
The organisations know the procedure and volunteers can ask them. National Agencies may give further advice and support concerning visas, residence permits, social security.
Every country has its own visa procedure, so get information from the consulate. Some consulates ask for the original documents, and some countries ask for additional documents, so check with the consulate before you apply. Keep the receipts of all expenses.
The EU Immigration Portal contains general information on visa and residence permits, for both short-term and long-term stays. Our guide on what National Agencies are explains who runs the programme in each country.
Who pays for the visa?
🛂 European Solidarity Corps Volunteering Projects: visa and visa-related costs, residence permits, vaccinations, medical certifications and clearance requirements costs are exceptional costs at 100 % of eligible costs, and the request for financial support for exceptional costs must be motivated and approved by the National Agency.
🧾 Erasmus+ Youth Exchanges, mobility projects for youth workers and Youth participation activities: visa and visa-related costs, residence permits, vaccinations and medical certifications are exceptional costs at 100% of eligible costs, and the request must be justified and approved.
In ESC, the volunteer first pays all official fees and keeps every bank receipt and official receipt, including those of visa service providers; the host organisation then reimburses them by bank transfer, in cash with a receipt, or together with the pocket money. The official fees are short-stay Schengen or long-stay national visa fees, official appointment fees, residence permit and residence card fees for stays over 90 days, biometrics, card delivery and government fees, and mandatory registration fees. Some organisations pay these costs in advance, but this is their own choice. Visa and vaccination costs are usually paid first by the volunteer and reimbursed later, but this must always be confirmed with the organisation in advance. The volunteer does not receive money directly from the National Agency.
Visa and residence permit fees are reimbursed at their actual amount: 100% of the eligible cost, as long as you hand in the receipts. Not covered: VIP or fast-track processing, premium lounges, courier or other optional service fees, fees of consultancy offices or visa agencies, and private health insurance, because ESC volunteers already have the free Henner insurance.
Our guide on what Erasmus+ covers sets out the funding rules for Youth Exchanges, mobility projects for youth workers and youth participation activities, what being fully funded means explains the European Solidarity Corps side, and how much money you actually need adds up what you still pay yourself.
What happens if the visa is refused?
If the visa is refused, the volunteer cannot take part; they can talk to the organisation and apply again, or apply to a new project. Our guide on how to find Erasmus+ and ESC projects shows where open calls are published, and what happens if you leave a project early covers the situation if your plans change after you arrive.
What is different in Humanitarian Aid Volunteering?
In Humanitarian Aid Volunteering, you might need either a visa and/or a residence permit to take part in your volunteering activity. In Humanitarian Aid Volunteering, you are strongly recommended to make your request for any such travel or residence permits well in advance, as the process may take several weeks or months. In Humanitarian Aid Volunteering, you can request and should receive help from the participating organisations in obtaining a visa, for example by providing you a supporting letter. Our guide on what Humanitarian Aid Volunteering is explains where those projects run.
Frequently asked questions
Who decides whether you get a visa?
The visa decision itself is outside the National Agency and depends on the country. If the sending organisation asks the National Agency, a volunteer accepted to an ESC project can receive an official letter that makes the visa application easier. Our guide on preparing before you go walks through the visa paperwork and the help you can ask for.
Do you need a residence permit as well as a visa?
The authorisations required are short or long-term stay visas or residence permits. Residence permit and residence card fees apply to stays over 90 days. Our guide on your first steps as an ESC volunteer puts the visa and residence permit next to the other first tasks.
How early should you apply?
It is strongly recommended that the authorisations are requested from the competent authorities well in advance, since the process may take several weeks. Apply to the project at least four months before the project starts; for long-term projects, six months is better. Our guide on the full timeline from application to departure helps you count back from your start date.
Can you buy your plane ticket before the visa is issued?
Never buy your plane ticket before the visa is issued. Keep the receipts of all expenses. Our guide on how flights are booked and reimbursed covers the journey itself.
How are visa costs funded?
In ESC, the volunteer first pays all official fees and keeps every bank receipt and official receipt, including those of visa service providers; the host organisation then reimburses them by bank transfer, in cash with a receipt, or together with the pocket money. In Erasmus+ Youth Exchanges, mobility projects for youth workers and Youth participation activities, visa and visa-related costs, residence permits, vaccinations and medical certifications are exceptional costs at 100% of eligible costs, and the request must be justified and approved. Our guide on what being fully funded means lists the exceptional costs on the European Solidarity Corps side.
Start the paperwork early
On Youth Works Hub, the Match page finds projects suited to you: Match asks 8 questions and shows the results as a swipeable deck of cards. Using Match requires creating an account on the site; signing up with Google is available but not required. Our guide on the full timeline from application to departure shows where the visa step sits between your offer and your departure.
Related pages: which countries can take part · opportunities for young people outside the EU · preparing before you go · the agreement you sign before starting · the full timeline from application to departure
👉 ESC projects: youthworkshub.org/?tab=esc-projects
👉 Erasmus+ projects: youthworkshub.org/?tab=erasmus-projects
