How to cancel your VFS appointment
VFS (Visa Facilitation Services) handles visa appointments for many countries' embassies and consulates. To cancel your appointment, you need to contact the VFS center where you booked it — not the embassy directly. The fastest way is usually through the VFS website for your country and visa type, where you can log into your account and request cancellation online.
If you cannot cancel online, call the VFS contact center for your location. You will need your process reference number, which appears on your appointment confirmation email. Have this ready before you call, as the agent will ask for it to pull up your booking.
The timing of your cancellation matters for your refund. Most VFS centers have a cancellation window — usually 24 to 48 hours before your appointment — after which they may not refund the appointment fee. Check your confirmation email or the VFS website for your specific center's policy, as it varies by country and visa type.
Key Takeaways
- Cancel through the VFS website for your country's visa program if the option is available, or call the VFS contact center with your process reference number.
- Most VFS centers require cancellation at least 24 to 48 hours before your appointment to process a refund of the appointment fee.
- The appointment fee and any visa processing fees are handled separately — canceling the appointment does not automatically refund the visa fee paid to the embassy.
- Keep your cancellation confirmation email, as you will need it to track your refund status or dispute a charge if the refund does not appear.
What fees VFS will and will not refund
VFS charges a separate appointment or service fee on top of the visa fee itself. When you cancel your appointment, VFS will refund the appointment fee if you meet their cancellation important date. This is the fee you paid directly to VFS for booking the appointment slot.
The visa processing fee — the amount paid to the embassy or consulate for the visa itself — is handled differently. If you cancel before your appointment, that fee typically stays with the embassy. Some countries' visa programs allow you to reschedule to a future date without losing the visa fee, but others do not. Check the specific rules for the country whose visa you are seeking, as this varies widely.
If you paid for additional services through VFS — such as courier delivery, SMS notifications, or document scanning — those fees may or may not be refundable depending on whether those services were already provided. Ask VFS specifically which charges are included in your refund when you cancel.
How long the refund takes to appear
VFS typically processes refunds to your original payment method within 5 to 10 business days after they approve your cancellation. If you paid by credit card or debit card, the refund will show as a credit on that card's statement. If you paid by bank transfer, the money returns to the bank account you transferred from.
The refund timeline can be longer during busy periods or if there are issues with your payment method. If your bank account or card has closed since you made the payment, the refund may be delayed while VFS tries to return the money. In that case, contact VFS with your new payment details so they can reissue the refund.
Check your cancellation confirmation email for an estimated refund date. If the refund does not appear by that date, contact VFS again with your confirmation number and ask for a status update.
What to do if VFS denies your refund request
VFS may deny a refund if you cancel after their important date — usually less than 24 to 48 hours before your appointment. They may also deny a refund if your appointment was already marked as completed or no-show in their system. If this happens, ask VFS in writing why the refund was denied and request a review of your specific case.
Send your request to the VFS center's email address listed on your confirmation. Include your process reference number, the date and time of your appointment, and the date you requested cancellation. Keep copies of all emails and confirmations you receive.
If VFS continues to refuse the refund and you believe the denial is incorrect, you can file a dispute with your credit card company or bank. Provide them with your cancellation request confirmation and VFS's denial. Your bank or card issuer can investigate and may reverse the charge if they find the denial was not justified.
Rescheduling instead of canceling
If you want to keep your visa process moving forward but cannot make your current appointment, ask VFS whether you can reschedule to a different date instead of canceling. Rescheduling usually costs less than canceling and rebooking, and you may not lose your visa fee.
To reschedule, log into your VFS account online or call the contact center and request a new appointment date. You will typically pay a rescheduling fee, which is smaller than a full new appointment fee. The visa fee itself usually transfers to your new appointment without additional charge, though this depends on the country's program rules.
Ask VFS to confirm in writing that your visa fee will carry over to the new date before you reschedule. This protects you if there is a dispute later about whether you owe the fee twice.
Keeping records of your cancellation
Save every email from VFS related to your cancellation and refund. This includes your cancellation request confirmation, any refund status updates, and the final confirmation that the refund was processed. If a problem arises — the refund does not appear, or VFS claims you never canceled — these emails are your proof.
Take a screenshot of your VFS account showing the canceled appointment status. Write down the date and time you called to cancel, the name of the agent if they provided it, and any confirmation number they gave you. If you canceled online, note the exact time and date you submitted the cancellation request.
If you paid by card or bank transfer, keep the statement showing the original charge and the refund credit. This documentation is essential if you need to dispute the charge with your bank or card company later.
Frequently Asked Questions
Can I cancel my VFS appointment the day before and still get a refund?
Most VFS centers require 24 to 48 hours' notice for a refund. Canceling the day before may fall within that window, but it depends on the exact time of your appointment and when you submit the cancellation. Check your confirmation email for your specific center's important date, or call VFS to confirm whether your timing qualifies.
Will I lose my visa fee if I cancel my appointment?
The visa fee paid to the embassy is separate from the VFS appointment fee. In most cases, canceling your appointment does not refund the visa fee — that money stays with the embassy. Some countries allow you to reschedule without losing the visa fee, but others do not. Contact VFS or the embassy to learn the policy for your specific visa type.
What if I cancel but VFS says they already processed my visa process?
If your process was already submitted to the embassy before you canceled, the embassy may continue processing it even after you cancel your appointment. Contact the embassy directly to withdraw your process if you no longer want to pursue the visa. VFS can only cancel the appointment slot, not the process itself.
How do I track my refund after I cancel?
Log into your VFS account online to check the cancellation and refund status. You can also call the VFS contact center with your process reference number and ask for a refund status update. Keep your cancellation confirmation email, which usually includes an estimated refund date and instructions for checking the status.
Can I get a refund if I missed my appointment?
If you did not show up for your appointment, VFS typically marks it as a no-show and does not refund the appointment fee. Some centers may make exceptions if you contact them when ready after missing the appointment and provide a valid reason. Call VFS as soon as possible to explain and ask whether they will consider a refund in your situation.