If you’re planning to travel abroad in 2025 for study, work, tourism, or any other purpose, chances are you’ll come across the term VFS. Many embassies and consulates now rely on VFS Global to handle visa application submissions and certain pre-processing steps.

 

What is VFS and Why Do Embassies Use It?

VFS Global is an outsourcing and technology services company that works with governments worldwide to manage visa and passport issuance-related administrative tasks. Instead of visiting an embassy directly, applicants often go to a VFS Visa Application Centre to submit documents, provide biometrics, and sometimes attend an interview.

Governments partner with VFS to streamline operations, reduce wait times, and ensure security in handling sensitive applicant data. This also helps embassies focus on the decision-making process, while VFS manages the application intake.

 

How the VFS Visa Application Process Works

 

Once you applied for your visa and have been granted an appointment date, you go to the embassy of the country you are applying to submit your documents. You are expected to take along some required documents to support your application. There are some documents that are fixed, while some are dependent on the reason for your travel.

Although requirements vary by country, here’s a general step-by-step process:

Check Requirements – Visit the VFS website to confirm your visa category, required documents, and fees.

Fill Out Application Forms – Complete your visa form online through the embassy’s portal.

Book an Appointment – Schedule your visit to the nearest VFS centre for document submission and biometrics.

Pay the Visa & Service Fees – Payment may be made online or in person, depending on the country.

Attend Your Appointment – Bring all required documents, passport photos, and proof of payment.

Track Your Application – VFS provides an online tracking system so you can monitor your application’s status.

Collect Your Passport – Once processed, you’ll be notified to collect your passport or have it delivered to you.

 

Common Documents Required

 

While each embassy has its own rules, most visa applications will require:

A valid passport with blank pages

Completed visa application form

Passport-size photographs

Proof of travel (flight bookings, itinerary)

Proof of accommodation

Financial evidence (bank statements, sponsorship letters)

Purpose-related documents (invitation letters, work permits, admission letters)

Being well-prepared with accurate documentation reduces the risk of rejection due to incomplete or incorrect submissions.

 

Fees and Payment Methods

 

Applying through VFS means you’ll pay two types of fees:

Visa Fee – Set by the embassy or consulate.

Service Fee – Charged by VFS for handling your application.

 

 

Some centres allow payment online before your appointment, while others require payment at the centre. It’s important to confirm payment methods in advance to avoid issues.

 

Countries That Use VFS

VFS operates in over 140 countries and processes visas for more than 60 governments, including:

United Kingdom

Canada

Australia

Schengen countries (France, Germany, Spain, etc.)

New Zealand

United Arab Emirates

South Africa

Knowing whether your destination country uses VFS is important because it determines where you’ll submit your documents and what procedures you’ll follow.

 

Tips for Faster Processing

Book your appointment well in advance, especially during peak travel seasons.

Double-check document requirements before submission.

Make photocopies of all documents for your records.

Avoid mistakes by carefully reviewing your application before submission.

After Submission – What’s Next?

Once your application is submitted, VFS forwards it to the relevant embassy for review. They do not make visa decisions but serve as a secure channel between you and the embassy. Processing times vary, so tracking your application online is key.

When a decision is made, you will be notified to collect your passport or have it delivered. If approved, you’re ready to travel! If refused, review the reasons for refusal and prepare a stronger reapplication. It’s important to note that VFS Global does not issue visas, they are only an agency that facilitates visa processing.