A reason for visa refusal…

PhD Visa Rejected for “Purpose Not Justified” – What It Really Means & What You Can Do

Applicant’s Situation

I submitted three key documents, including a scholarship letter and a cover letter, clearly stating that my purpose was to pursue a PhD at a Polish university for four years. I also stated that after completing my PhD, I would return to my home country.

Despite this, my visa was rejected under:

Reason No. 8: “You have not justified the purpose and conditions of the intended stay.”

This feels unfair and frustrating. What exactly were they expecting me to write?
Is there anything I can do now?
Has this happened to others?

What the Rejection Actually Means (Important Clarity)

This rejection does not mean:

• Your PhD admission is fake
• Your intention statement was useless
• The embassy is randomly rejecting students for money

Instead, Reason No. 8 usually means:

The embassy was not satisfied that ALL conditions of your stay were fully proven at the time of application, not just explained in writing.

Polish student visas are assessed on documents, not intentions alone.

Key Issues That Commonly Cause This Rejection

Based on similar cases, the most common problems are:

1. Financial Proof Must Match the Duration Applied For

If you applied for:

• 4 years → You must prove you can fund the required amount, or show confirmed scholarship coverage, not future or partial funding.

If you applied for:

• 1 year → You must show funds covering at least one full year, already available.

👉 Future income or “I will receive funds later” is usually not accepted.

2. Accommodation Must Be Confirmed and Proven

It is not enough to say:

• “I will arrange accommodation later”
• “University will help me find housing”

You must show:

• A confirmed place
• Preferably paid or officially reserved
• With documents included at application time

3. Immigration Tightening Is a Real Factor

This is not personal.

Poland has tightened student visa scrutiny because:

• Some students enter on study visas and later change to work status
• Others move onward to other EU countries

As a result:

• Applications are now assessed very strictly
• Even genuine students are affected

This is a policy issue, not an accusation against you.

Why Your Cover Letter Alone Was Not Enough

Your intention to:

• Study for 4 years
• Return home after completion

…is necessary, but not sufficient.

The embassy must see documentary proof that:

• You can financially sustain the full stay (or the period applied for)
• Your accommodation is secured
• Your plan is realistic and already arranged

What You Can Do Now (Practical Steps)

✅ 1. You Can Appeal

Yes, you have the right to appeal.

For a stronger appeal:

• Ask your university to support you
• Request the university to contact:
  • The consular section
  • Or the Ministry of Foreign Affairs

University backing carries more weight than a personal appeal alone.

✅ 2. Reapply With a Stronger File (Often More Effective)

Many applicants succeed on reapplication by:

• Applying for 1 year instead of 4
• Providing:
  • Clear bank statements or scholarship coverage
  • Confirmed accommodation documents
  • A more structured cover letter aligned with the documents

✅ 3. Adjust Strategy

Sometimes the issue is not eligibility, but presentation and scope.

A safer approach can be:

• Apply for 1-year student visa
• Extend in Poland after arrival (which is legally allowed)

Final Reassurance

You are not alone.
This has happened to many genuine PhD and Master’s students.
It does not mean your academic future in Poland is over.

This rejection is about documentation alignment, not your intelligence, honesty, or academic worth.

Bottom Line

• The embassy did not reject your PhD – they rejected how the stay was justified on paper
• You can appeal or reapply
• University involvement is key
• Tightened immigration rules are affecting many students

X

✅ 1) RESTRUCTURED COVER LETTER (STRONG & VISA-ORIENTED)

This version aligns intent + documents, which is what consular officers assess.

Sample Cover Letter (PhD – Poland)

Subject: Application for National Student Visa – PhD Studies

Dear Sir/Madam,

I am writing to apply for a National Student Visa for Poland in order to pursue a PhD programme at [University Name], where I have been officially admitted for the academic period [start date – end date].

The PhD programme has a standard duration of four years. For the purpose of this visa application, I am requesting a visa valid for [one year / the full period, depending on strategy], in line with Polish immigration regulations.

Financial Arrangements:
My stay in Poland will be fully supported through [scholarship / personal funds / combination]. I have attached:

• Official scholarship confirmation covering [exact period and amount], and/or
• Personal bank statements showing sufficient funds to cover tuition fees, accommodation, insurance, and living expenses for the requested visa period.

Accommodation:
I have secured accommodation at [address / dormitory name], valid from [date] to [date], and proof of reservation/payment is attached.

Purpose and Conditions of Stay:
My sole purpose of travel is to complete my doctoral studies. I do not intend to engage in any activities outside those permitted under a student visa. Upon completion of my PhD, I intend to return to my home country to pursue an academic or professional career, utilizing the qualifications gained in Poland.

I respectfully confirm that all documents submitted are genuine and reflect my true intentions.

Thank you for your consideration.

Yours faithfully,
[Full Name]
[Passport Number]

📌 Key difference from weak letters:

• Mentions duration requested vs duration of programme
• Matches funds exactly to the visa period
• Confirms secured accommodation
• Avoids emotional language or assumptions

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⚖️ 2) APPEAL VS REAPPLICATION – WHICH IS BETTER?

✅ APPEAL – Choose this IF:

• You submitted all required documents
• You believe the embassy misinterpreted your file
• Your university is willing to support and intervene
• You can act quickly (appeals have strict timelines)

Pros:

• Cheaper
• Preserves original application

Cons:

• Slow
• Low success rate without university support

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✅ REAPPLICATION – Choose this IF (Most Common & Practical):

• You applied for 4 years but only proved 1 year
• Accommodation was not fully confirmed
• Funds were partial, future, or unclear
• You want to adjust strategy (e.g. apply for 1 year)

Pros:

• Much higher success rate
• You fix weaknesses directly
• Faster in practice

Cons:

• New visa fee
• New appointment

🔑 Professional Advice

In most Reason No. 8 cases, reapplication with a corrected file is more successful than appeal.

🧾 3) CHECKLIST TO AVOID REASON NO. 8 (SAVE THIS)

📌 A. Purpose of Stay

✅ Admission letter from Polish university
✅ Clear programme duration
✅ Cover letter aligned with documents
❌ No vague or emotional explanations

📌 B. Financial Proof (MOST IMPORTANT)

If applying for 1 year:

• ✅ Funds/scholarship covering 1 full year

If applying for 4 years:

• ✅ Proof covering entire duration, OR
• ✅ Official scholarship explicitly stating multi-year coverage

❌ No “expected income”
❌ No future promises

📌 C. Accommodation

✅ Confirmed dormitory/lease
✅ Address stated
✅ Dates matching visa period
❌ “I will look for accommodation later”

📌 D. Visa Duration Strategy

✅ Apply for 1 year unless fully funded for more
✅ Extension can be done inside Poland
❌ Over-ambitious duration without proof

📌 E. Supporting Documents

✅ Health insurance covering visa period
✅ Tuition fee payment or confirmation
✅ Clean travel history explanation (if any gaps)

📌 F. Consistency Check

Everything must match:

• Cover letter
• Admission letter
• Bank statements
• Accommodation dates
• Visa duration requested

Any mismatch = Reason No. 8 risk.

🧠 FINAL GUIDANCE (IMPORTANT)

• This rejection is procedural, not personal
• Poland is tightening controls, especially for students
• Your academic profile is not the issue
• Documentation alignment is everything

You still have a very strong chance if you correct the structure.

Good Luck.

XXX