How to book a VFS Global appointment: all you need to know

NAME: Axel Strauss
DATE: 31/05/2024 

If you’ve ever traveled abroad, there’s a good chance that you’ve needed to apply for one sort of visa or another. For example, a big chunk of Europe consists of what’s known as the Schengen Zone. So if you’ve ever traveled to Europe as a foreigner, you’ve likely at least heard of the Schengen Visa. And Schengen visas happen to be one of AXA’s many specialties. 

Visas in general, meanwhile? Well, that’s the main specialty of the company VFS Global. And if you do need a visa, Schengen or other, AXA can help in all sorts of ways. One of which is by telling you all about VFS Global — and how they can help — below. 

• What is VFS Global?
• Who does VFS Global concern?
• How do I book an appointment with VFS Global?
• How much does an appointment with VFS Global cost?
• What to expect during your VFS Global appointment
• How can AXA help?

What is VFS Global?

​VFS Global is a commercial company partnering with numerous governments to manage their visa application procedures. As such, they operate authorized "visa application centers" (aka VACs) in various locations worldwide. These centers act on behalf of hundreds of embassies and consulates to streamline the visa application process for both applicants and government authorities. 

According to VFS Global themselves, they are “the world's largest outsourcing and technology services specialist for governments and diplomatic missions worldwide.” 

And while the “Global” bit is thus self-explanatory, the acronym/letters “VFS” themselves don’t really seem to stand for anything in particular. Unless, of course, you know something we don’t.

Who does VFS Global concern?

VFS Global offers services to anyone applying for a visa from a country that partners with them. This could include individuals seeking tourist visas, business visas, student visas, work visas, and more. So if you need any type of Schengen visa for Europe, for example, they got you covered. 

PRO-TIP: And AXA can tell you more about the different types of Schengen visas you might need. 

But it’s also important to note that VFS Global does not exclusively handle Schengen visas. Schengen visas might, of course, be a significant portion of their business — due to their high demand, Europe being a top travel destination and all, and the large number of Schengen member countries. 

However, VFS Global basically acts as a middleman for many other visa types too. It all comes down to their specific partnerships with the various governments of the world. 

In other words, if you need a visa of any type —Schengen or other — chances are VFS Global can help.

How do I book an appointment with VFS Global?

To schedule your visa appointment via VFS Global, the first step is — you guessed it — to visit their website. 

Then, on their homepage, select the country you're applying for a visa from. It’s actually very straightforward — that is, “I’m applying from” and “I’m going to” options are displayed immediately as you enter the site. 

Each country page will then provide you with specific comprehensive details — often in a number of different language options (at the top right) — about visa types, eligibility requirements, and the application process in general. 

This step will obviously also tell you whether VFS Global manages the visa application process for your chosen country — and whether they have centers in your home country (and/or where the nearest one is). 

If VFS Global does indeed handle visa applications for your desired country (and, fingers crossed, near you), you'll next find an easy-to-navigate section for appointments. 

Typically though, the next (and final) steps do involve:

• creating an account with VFS Global;
• registering your visa application;
• selecting a convenient date and time for your appointment at a nearby VFS Global visa application center. 

But, of course, the specifics will vary from country to country (and will depend on your particular situation) — so click around and explore. 

Like most big company websites, there are also “FAQ” and “Contact” sections (at the bottom of the page) — in case you run into any issues.

How much does an appointment with VFS Global cost?

And the same applies when it comes to costs. Because, while Schengen visa costs are universal (minus administrative fees that individual Schengen embassies and consulates around the world may charge, that is), VFS Global fees are not. 

That is, the service fee for scheduling a VFS Global appointment varies depending on the embassy or consulate you're applying to — as well as the type of visa you're seeking. 

Here are a few random examples of VFS Global service fees to give you a general idea though:

• India to Portugal: 
  The VFS Global service fee for a Portugal visa application from India can range from ₹2,200 (approx. €27) to ₹4,000 (approx. €50) depending on the visa type (e.g., tourist visa vs. business visa).
• China to USA: 
  Meanwhile, for a U.S. visa application from China submitted through VFS Global, the service fee can vary between ¥480 (approx. €68) and ¥1,000 (approx. €142) depending on the visa category (e.g., non-immigrant visa vs. student visa).
• Angol​a to France: 
  And visa fees tend to be lower when traveling from Europe to Africa, the service fee for a French visa application from Angola via VFS Global can range from approximately 13,710 Angolan kwanza (approx. €17) to 21,165 Angolan kwanza (approx. €27). 

In short, the specific fee will be displayed during your online appointment booking process. 

IMPORTANT NOTE: And keep in mind that — in addition to the VFS Global service fee — you'll also likely need to pay the visa application fee directly to the embassy or consulate you're applying to. Moreover, the above Remember are just examples, and the actual fees can vary depending on the specific countries, visa types, exchange rates, and so on. 

PRO-TIP: It's always best to check the VFS Global website for the latest information on service fees for your desired visa application. And, of course — — in case you run into any issues — like most big company websites, there are also “FAQ” and “Contact” sections (at the bottom of the page).

What to expect during your VFS Global appointment

Once you book your actual appointment, here’s a general idea of what comes next. But, again — we say ‘general’ because the specifics may vary greatly on a case-by-case basis.

Have the proper paperwork

First and foremost, ensure that you have all the required documents.* These will typically be listed on the embassy or consulate's website for your specific visa application. And most of VFS Global’s sites will also include a “Documents Checklist” section (at the bottom of the page). But, generally, what you’ll need is:

• your passport;
• a completed application form;
• photographs; -proof of travel and accommodation (if applicable);
• and any supporting documents as required (as applicable). 

Plus your appointment confirmation — which VFS Global will issue before your appointment (most likely via email). 

*PRO-TIP: If applying for a Schengen country, AXA can tell you more about what documents are required for a Schengen visa application. 

IMPORTANT NOTE: You will also be required to submit your passport to VFS (and/or the corresponding embassy or consulate) for processing, which might require a prior appointment. So AXA recommends that — when exploring the VFS Global site for your specific countries — browse the “Passport Submission” options at the top of the page. Or reach out to them for further assistance.

Payment

Also be prepared to pay the VFS Global service fee (usually by credit card or debit card) discussed above. And keep in mind that you may also need to pay the visa application fee at the time of the appointment (depending on the specific embassy or consulate's procedures).

The appointment process

During the actual appointment, a VFS Global representative will review your application documents, collect your biometric information (fingerprints and photograph) if required, and answer any questions you may have.

After the appointment

Once all that is taken care of, VFS Global will submit your application package — including any collected documents and biometric information — to the embassy or consulate you're applying to. 

The embassy or consulate will then review* your application materials to ensure they meet all eligibility requirements. 

*IMPORTANT NOTE: This review process can take anywhere from a few days to several weeks — depending on the complexity of your application, the workload of the embassy or consulate, and so on. 

The embassy or consulate might also contact you if they require any additional information or documents from you.

And, finally, they will also inform you of their decision on your visa — via email, phone, and/or through the VFS Global website (depending on their specific procedures).

Visa collection

If all goes well and your visa application is approved, you can typically collect your passport — with the visa affixed — from the VFS Global visa application center where you attended your appointment. 

Again, VFS Global will inform you of the collection process (and any associated fees for this service). Alternatively, some embassies or consulates might allow passport collection directly from their office.

Some additional things to keep in mind

• VFS Global may offer an online tracking system where you can check the status of your application after submission. But, again, this will vary depending on which countries you’re applying to and from (the link above, for example, is for India).
• It's also crucial to check the estimated processing times for your specific visa type on the appropriate embassy or consulate's website. Don't rely solely on information from VFS Global — as the actual processing happens with the embassy or consulate.
• In some cases, the embassy or consulate might request an in-person interview (outside of VFS Global) as part of the application process. Be prepared for this possibility and ensure you have all necessary documents readily available. 

And then all that’s left to do is hope for the best. But by understanding the steps above, you can better anticipate the timeline and overall process after your VFS Global appointment.

How can AXA help?

While VFS Global simplifies the appointment scheduling process, the actual visa application process can involve a lot of complexities in terms of documentation, eligibility requirements, potential delays, and so on. 

AXA, meanwhile, understands many of these challenges — especially when it comes to Schengen visas. And while AXA can't necessarily expedite the visa application process itself, our plans can bring you one big step closer to your visa being approved. Not to mention offer valuable, top-quality, 24/ medical and other support in case of unexpected situations during your travels. 

For example, all three AXA travel insurance plans (Low-Cost, Europe Travel, and Multi-Trip) meet the requirements for being granted a Schengen visa. 

Moreover, in most circumstances, AXA will refund your travel insurance fees if your Schengen visa application is rejected. We’ll only ask that you provide official documentation explaining why your visa was refused (from the relevant embassy, consulate, or visa application center). 

Furthermore:

• Our plans can be purchased online in a matter of minutes.
• They have no age restrictions.
• Our travel insurance certificates — accepted by all Schengen embassies, consulates, and VFS Global centers worldwide — can be downloaded (and printed) online instantly too.
• And our plans cover you in all 29 Schengen territories (and beyond). 

So as you’re browsing your options with VFS Global, compare and learn more about our 3 comprehensive plans too. Because by choosing AXA alongside your VFS Global appointment, you can navigate the visa application process with more confidence. And — most importantly — ensure a smoother, more protected, and overall more worry-free travel experience once your visa is approved!

RELATED ARTICLES: 

• How to fill out a Schengen visa application form 
• How to track your Schengen visa application 
• How to extend a Schengen Visa 
• Easiest countries to apply for a Schengen Visa 
• How to choose the best Schengen travel insurance 
• How safe is Europe to visit?

FAQ

How long does VFS take to process visa applications?

Processing usually takes 15 business days from receipt by the Embassy of a complete application. But it may take longer during peak times and in exceptional circumstances. Also, this estimate excludes the shipping of applications to the embassy and the return of passports to applicants.

Can I cancel a VFS Global appointment?

Unfortunately, no — canceling a VFS Global appointment directly through their website isn't currently possible. However, you can reschedule your appointment up to 48 hours before the scheduled date and time (and/or try to contact the VFS Global center directly).

What should I do if my Schengen visa is refused?

If your visa is rejected, you usually have two options — apply again, or write a letter of appeal. You can learn more in the EU’s Article 32(3) of the Visa Code of the Schengen Agreement. The outcome of your appeal will ultimately depend on the authorities of the Schengen country for which you applied.