How to Book and Prepare for a VFS Appointment

What a VFS appointment is and who needs one

VFS Global is a private company that processes visa applications and biometric data on behalf of many governments. When you need a visa for countries like the UK, Canada, Australia, or India, you often book a VFS appointment to submit your documents in person, provide fingerprints and a photograph, or collect your passport after a decision has been made.

Not every country uses VFS — some embassies and consulates handle applications directly. But for the countries that do use VFS, booking an appointment is usually required before you can submit anything. Walk-ins are rarely accepted, and showing up without a slot wastes your time and may mean you cannot submit your process that day.

The VFS appointment is separate from your visa process itself. You explore online through the country's official visa portal, pay the visa fee, and then book a VFS appointment to hand over your documents and biometrics. The two steps happen in different places and at different times.

Key Takeaways

• VFS appointments must be booked online through the VFS website for your specific country and visa type — there is no single global booking system.
• You typically need your visa process reference number and a valid passport before you can book a time slot.
• Appointment slots fill quickly in busy locations, so booking as soon as slots open (usually 60 to 90 days in advance) increases your chances of getting a convenient time.
• Bring all original documents listed in your appointment confirmation, as incomplete submissions often result in rejection or delays.
• Processing times after your appointment vary by country and visa type, ranging from a few days to several weeks.

How to find and book your VFS appointment online

Start by going to the VFS website for the specific country whose visa you need. VFS operates separate portals for each country — the UK VFS site is different from the Canada VFS site, for example. Search "VFS [country name]" to find the right portal, or look for the link on the official embassy or consulate website.

Once you are on the correct VFS site, you will see options for different visa types (tourist, work, student, family). Select the visa category that matches your process. You will then choose your location — the city or region where you want to attend your appointment.

The system will ask for your visa process reference number (also called a case ID or process ID). This is a code you receive when you submit your visa process through the country's official online portal. Without this number, you cannot book. If you have not yet applied, complete that step first on the government's visa website.

After entering your reference number, the system shows available dates and times at your chosen location. Slots are usually released in batches 60 to 90 days ahead. In busy cities, popular times fill within hours or days. Select a slot that gives you enough time to gather all required documents — at least one to two weeks is typical.

Documents and information you need before booking

Have your passport in front of you when you book. The VFS system will ask for your passport number and expiry date. Your passport must be valid for the entire duration of your intended stay in the country, and some countries require it to be valid for six months beyond your travel dates.

You will also need your visa process reference number, which you receive by email when you submit your process through the official government portal. This is not the same as your passport number or any other ID.

Some VFS portals ask for your email address and phone number during booking so they can send you a confirmation and any updates. Use contact details you check regularly, because VFS may notify you of appointment changes or ask you to reschedule if your slot is cancelled.

Do not book your appointment until you have completed your online visa process and paid the visa fee. Booking before that step is complete wastes your appointment slot and may result in your process being rejected if you do not submit documents within the required timeframe.

What happens at your VFS appointment

Arrive 10 to 15 minutes early with all original documents listed in your appointment confirmation. VFS staff will check that your documents match what you submitted online, take your fingerprints and photograph (if required for your visa type), and scan or photocopy your papers. The process usually takes 15 to 45 minutes depending on the visa type and how busy the centre is.

You will receive a receipt showing what was submitted. Keep this receipt — it proves you attended and handed over your documents. Some countries use this receipt as proof of submission if you need to contact the embassy later.

After your appointment, VFS sends your documents to the embassy or consulate for a visa officer to review. You do not meet the visa officer at your VFS appointment. The decision is made later, and you are notified by email or asked to return to VFS to collect your passport.

Processing times and collecting your passport

How long the visa decision takes depends on the country and visa type. UK visitor visas often take 3 to 5 working days; Canadian work permits may take 2 to 4 weeks; Australian skilled migration visas can take several months. The VFS website for your country lists standard processing times, though individual cases vary.

You will be told at your appointment whether to return to VFS to collect your passport or whether it will be posted to you. Some countries return passports by courier automatically; others require you to book a collection appointment. If you must return to VFS, you usually receive an email notification when your passport is ready, and you have a limited window (often 30 days) to pick it up.

If you paid for expedited processing or courier delivery, those services cost extra and are added to your visa fee. Standard processing includes return by regular post or collection at the VFS centre.

Rescheduling or cancelling your appointment

Most VFS portals allow you to reschedule your appointment online up to a certain number of days before your slot. Log back into the booking system using your reference number and email address, select your current appointment, and choose a new date and time if slots are available.

If you need to cancel entirely, you can usually do so through the same portal. Cancelling does not refund your visa fee — that is a separate payment to the government — but it frees up your appointment slot for someone else. Some countries charge a small cancellation fee to VFS.

If you miss your appointment without cancelling, VFS may mark your process as abandoned, and the embassy could reject it. If you cannot attend, cancel or reschedule as soon as you know, rather than straightforward not showing up.

Common reasons appointments are delayed or cancelled

VFS centres sometimes close for public holidays, staff shortages, or system maintenance. If your appointment is cancelled by VFS, you receive an email notification and are offered alternative dates. You do not lose your place in the queue — you are rebooked automatically or given priority for the next available slot.

If your visa process is incomplete or missing required documents, VFS may ask you to reschedule and resubmit. This happens if you did not upload all papers to the online portal before your appointment, or if the embassy requests additional information after reviewing your case.

Some countries temporarily close VFS services due to visa policy changes or diplomatic issues. If this happens, the VFS website displays a notice, and existing appointments are rescheduled. Check your email and the VFS portal regularly if you have an upcoming appointment.

Frequently Asked Questions

Can I book a VFS appointment without completing my online visa process first?

No. You must submit your visa process through the official government portal, receive your process reference number, and pay the visa fee before you can book a VFS appointment. The reference number is required to access the booking system.

What if there are no available appointment slots in my city?

Check the VFS portal daily, as slots are released regularly and cancelled appointments free up space. If your city is fully booked, you may be able to book in a nearby city if one exists. Some countries allow you to travel to a different VFS centre for your appointment.

Do I need to bring my printed visa process to my VFS appointment?

Check your appointment confirmation letter — it lists exactly which documents to bring. Most countries require original documents (passport, birth certificate, employment letters) rather than printed process forms. Bring what the confirmation specifies, not what you assume.

How do I know if my visa was approved after my VFS appointment?

The embassy sends a decision notification to the email address on your process. Some countries also let you check your status online using your process reference number. VFS does not make the visa decision — they only collect your documents and send them to the embassy.

What if I need to change my appointment date but the portal will not let me reschedule?

Contact VFS customer support through the website for your country. They can sometimes reschedule appointments manually if the online system is not working or if your situation is urgent. Response times vary, so contact them as soon as you know you need to change your date.