Can I start the Schengen visa application for my domestic worker while my newborn’s passport is still being processed?

Schengen Visas
1

Greetings. I am currently organizing the documents for an upcoming family trip to Europe, and I require some precise advice regarding our Schengen visa applications. Our traveling party consists of myself, my husband, our two children, and our domestic helper who has been with us for three years.

Here is the issue regarding our schedule: Our second child is a newborn, and the passport application is currently processing with the immigration office. We do not have the physical passport or the number yet. I am concerned about the timeline for the domestic worker’s visa, as I know these can take longer to process. Can we proceed with submitting the application for the domestic worker and the rest of us now while waiting for the baby’s passport, or is it mandatory that we apply as a complete group? I want to ensure the balance of our documentation is correct and avoid a rejection due to an incomplete family file.

2

Realizing this is not just about a standard tourist entry, there are specific constraints you need to handle carefully. The domestic worker visa is technically a ‘derivative’ status—their reason for travel is dependent on your employment and travel. So, FYI, if the principal employer’s group (you and the baby) is incomplete or not ready, the consulate may hesitate to approve the worker’s visa. Further, you physically cannot fill out the Schengen form for the newborn without a valid passport number. This ultimately will be the law you hit up against. My advice: Wait. Applying with a partial group creates a discrepancy that implies uncertain travel plans. History lives here, and so do rules; embassies rarely make exceptions for missing critical identifiers like a passport number.

3

Short answer: you don’t need to apply as a complete group — you can split the applications.

In practice:

  • Schengen visas are assessed individually, even if you’re traveling as a family.

  • You can go ahead and submit for you, your husband, and your domestic helper now, and apply for the baby later once the passport is issued.

For the domestic helper (important):

  • Her application is evaluated more strictly (ties, employment, intent to return).

  • Include:

    • employment letter + leave approval

    • sponsorship letter from you

    • proof she has worked with your family long-term

    • full travel itinerary showing she’s accompanying you

How to handle the baby in your current applications:

  • Mention clearly in your cover letter that:

    one child’s passport is still under processing and will apply separately

  • Include proof if possible (passport application receipt).

What NOT to do:

  • Don’t delay everyone just to wait for one passport — unnecessary risk with appointment availability.

  • Don’t omit the baby entirely from the narrative — that creates inconsistency.

Reality check:
Embassies see split family applications all the time. As long as your story is consistent and documented, it won’t cause a refusal.

If anything, the domestic helper’s profile matters far more than whether the baby applies at the same time.