VFS will refund your appointment fee if you cancel before your scheduled date, but the amount depends on how much notice you give and which visa service you're using.
VFS Global processes visa appointments for dozens of countries and embassies. When you book an appointment through them, you pay a service fee on top of the visa fee itself. If your circumstances change and you need to cancel, VFS has a cancellation policy that determines whether you get money back and how much.
The refund you receive is almost always the VFS service fee, not the visa process fee. Those are two separate charges. The visa fee goes to the government and is almost never refunded, regardless of when you cancel. The VFS fee is what they charge for processing your appointment and handling your documents.
Key Takeaways
- VFS refunds the service fee (not the visa fee) if you cancel, but the amount depends on how many days before your appointment you request the cancellation.
- Most VFS locations refund the full service fee if you cancel at least 7 to 14 days before your appointment, though this varies by country and visa type.
- If you cancel with less notice—typically fewer than 7 days—you may lose part or all of the VFS service fee.
- You must request the cancellation through your VFS account or by contacting the specific VFS center handling your case; cancelling through your bank or payment provider does not trigger a refund.
- Processing a refund takes 15 to 30 days after VFS approves your cancellation request, and the money returns to the payment method you used.
How VFS cancellation policies work by notice period
VFS structures refunds around how much advance notice you provide. The longer before your appointment you cancel, the more of your service fee you keep. This is standard across most VFS locations, though specific timelines and percentages vary by country.
If you cancel 7 to 14 days or more before your appointment (the exact threshold depends on your location), you typically receive a full refund of the VFS service fee. Some locations are more generous and offer full refunds with even shorter notice. If you cancel fewer than 7 days before, you may receive a partial refund—often 50 percent of the service fee—or no refund at all. A few locations have a 3-day window where you lose the entire fee.
The reason for this structure is that VFS allocates appointment slots based on expected volume. When you cancel close to your date, they have less time to fill that slot with another applicant, so they keep part of the fee as a no-show penalty.
Where to find your specific cancellation terms
Your cancellation policy depends on which country's visa you're explore for and which VFS center is processing it. A UK visa cancellation policy is not the same as a Schengen visa policy, and a VFS center in New York operates under different rules than one in Los Angeles.
The clearest place to find this information is in the confirmation email VFS sent you when you booked your appointment. That email should include a link to the terms and conditions or a cancellation policy document specific to your case. You can also log into your VFS account, find your appointment, and look for a "cancellation policy" or "terms" section on that appointment's details page.
If you cannot find it there, contact the VFS center directly using the phone number or email listed on your appointment confirmation. Have your appointment reference number ready. They can tell you when ready whether you'll receive a full refund, a partial refund, or no refund based on your cancellation date.
How to request a cancellation and get your refund
You must cancel through VFS's official channels, not through your bank or credit card company. If you dispute the charge or request a chargeback without cancelling through VFS first, you may damage your visa process status or be flagged as a problem applicant.
Log into your VFS account using the email and password you created when you booked. Find your appointment in the dashboard and look for a "cancel appointment" button or link. Click it and follow the prompts. VFS will ask you to confirm the cancellation and may ask for a reason. Complete this process and you should receive a confirmation email within a few hours.
If you cannot access your account or the cancellation button is not visible, email or call the VFS center directly. Provide your appointment reference number, full name, and date of birth. Ask them to cancel your appointment and confirm in writing what refund amount you will receive and when.
Refund timing and how the money reaches you
After VFS approves your cancellation, the refund does not appear when ready. Processing typically takes 15 to 30 days, though some locations are faster. The money returns to the original payment method you used when you booked—your credit card, debit card, or bank account, depending on how you paid.
If you paid by credit card, the refund appears as a credit on your next statement. If you paid by debit card or bank transfer, the money returns to that account. Check your bank's transaction history rather than your available balance, because some banks take a few extra days to post refunds even after VFS has sent them.
If 30 days have passed and you have not seen the refund, contact VFS again with your cancellation confirmation number. Ask them to verify the refund was processed and confirm the payment method they sent it to. If there was an error in the payment details, they may need to reissue it.
What happens if you miss your appointment without cancelling
If you do not show up for your appointment and do not cancel beforehand, you lose the entire VFS service fee. The appointment slot is treated as a no-show, and VFS keeps the full amount. You will also need to book a new appointment and pay the service fee again if you want to reschedule.
Missing an appointment can also affect how the embassy views your process. Some embassies flag no-shows as a sign of unreliability or lack of serious intent. If you know you cannot make your appointment, cancel as soon as possible rather than straightforward not showing up.
Visa fees versus VFS service fees: which one is refundable
When you book a VFS appointment, you pay two separate charges. The visa fee is set by the government and goes directly to the embassy or consulate. The VFS service fee is what VFS charges for processing your appointment, collecting your documents, and handling the logistics.
Only the VFS service fee is refundable under their cancellation policy. The visa fee is almost never refunded, even if you cancel before your appointment. This is because the government has already allocated resources to your case. Some countries have exceptions—a few embassies will refund the visa fee if you cancel within a specific window—but this is rare and depends entirely on that country's rules, not VFS's policy.
When you request a cancellation, ask VFS to clarify exactly which portion of your payment will be refunded. They should be able to break down the visa fee and the service fee on your receipt or in their response to your cancellation request.
Frequently Asked Questions
Can I cancel my VFS appointment online or do I have to call?
You can cancel online through your VFS account if the cancellation button is available. If it is not visible or your account is not working, contact the VFS center by phone or email. Online cancellation is faster and gives you an when ready confirmation, so try that first.
What if I cancel but then want to reschedule for a later date?
Cancelling and rescheduling are separate transactions. When you cancel, you receive a refund (or partial refund) of the service fee. To reschedule, you must book a new appointment and pay the service fee again. Some VFS locations offer a small discount if you reschedule within a certain timeframe, so ask when you cancel.
Will cancelling my VFS appointment hurt my visa process?
Cancelling a scheduled appointment does not automatically hurt your process. However, if you cancel and then do not reschedule for a long time, the embassy may close your file or assume you are no longer interested. Reschedule as soon as your circumstances allow.
What if VFS charged me but I never actually booked an appointment?
Contact VFS when ready with your payment confirmation. If you were charged without booking, this is a billing error and they should refund the full amount. Provide your receipt or transaction ID and ask them to investigate.
Can I get a refund if I cancel after my appointment date has passed?
No. Once your appointment date has passed, VFS will not refund the service fee, even if you did not attend. You must cancel before the appointment date to be considered for a refund.