VFS refunds cancelled appointment fees, but the amount depends on when you cancel

VFS Global (the visa application processing company) does refund fees for cancelled appointments, but you will not get all your money back if you cancel close to your appointment date. The refund amount depends on how much notice you give — typically 7 to 14 days before your scheduled time. If you cancel with less notice, VFS keeps a portion as a cancellation fee. The exact refund percentage and cancellation deadlines vary by country and visa type, so you need to check the terms for your specific VFS location.

The refund itself takes time to process. Most refunds appear in your original payment method within 5 to 10 business days after VFS processes your cancellation request, though some countries take longer. You will need to submit a cancellation request through your VFS account or contact the centre directly — simply not showing up does not trigger a refund.

Key Takeaways

  • VFS refunds appointment fees only if you formally request cancellation; missing an appointment without notice forfeits the fee entirely.
  • The refund amount depends on how many days before your appointment you cancel, with most locations offering full or partial refunds for cancellations made 7 to 14 days in advance.
  • Refunds typically take 5 to 10 business days to reach your original payment method after VFS processes the cancellation.
  • Cancellation policies and refund percentages vary by country and visa category, so check the terms posted on your VFS centre's website.

How VFS cancellation fees work

VFS charges a service fee on top of the government visa fee when you book an appointment. This service fee covers VFS's processing, document handling, and appointment slot reservation. When you cancel, VFS refunds the government portion of your fee in full, but keeps part or all of the VFS service fee as a cancellation charge.

The cancellation fee structure usually works like this: if you cancel more than 7 to 14 days before your appointment (the exact number varies by location), you lose 10 to 25 percent of the VFS service fee. If you cancel with less notice — say, 3 to 7 days before — you lose 50 percent or more. Cancellations made fewer than 3 days before the appointment often result in no refund at all.

Some VFS locations offer a grace period for medical emergencies or documented hardship, but you must contact them directly and provide proof. A standard cancellation request does not may have access to for an exception.

Where to find your specific cancellation policy

Your VFS centre's website lists the exact cancellation terms for your country and visa type. Log into your VFS account and look for the appointment details or terms and conditions section. The policy will state the cancellation deadline and the refund percentage you will receive.

If you cannot find the policy online, contact your VFS centre by phone or email before you cancel. Ask them to confirm in writing what percentage of your fee you will receive back and how long the refund will take. This prevents surprises when the money arrives.

Do not rely on general VFS information — policies differ significantly between countries. A UK VFS centre may have different terms than a US or India VFS centre, even though they are all part of the same company.

How to request a cancellation and track your refund

Log into your VFS account and look for a cancellation or withdrawal option. Most VFS portals let you cancel directly from your appointment details page. Select the appointment, choose "cancel" or "withdraw", and confirm. VFS will send you a cancellation confirmation email with a reference number.

If your VFS centre does not offer online cancellation, call or email them with your appointment reference number and full name. Ask them to confirm the cancellation in writing and specify the refund amount and timeline. Keep this confirmation — you will need it if the refund does not arrive on time.

After cancellation is processed, the refund enters the queue. Check your original payment method (credit card, debit card, or bank account) after 5 to 10 business days. If you paid by credit card, the refund may appear as a credit rather than a deposit. If you do not see it within 15 business days, contact VFS with your cancellation reference number and ask for a refund status update.

What happens if you miss your appointment without cancelling

If you do not show up to your appointment and do not cancel beforehand, VFS keeps the entire fee — both the government portion and the VFS service fee. There is no refund for a no-show. The only exception is if VFS itself cancels your appointment due to a centre closure or system error, in which case they will offer you a rebooking or refund.

If you realize you cannot make your appointment, cancel as soon as possible, even if it is the day before or the morning of. A last-minute cancellation will result in a smaller refund than no cancellation at all, but you will recover something.

Refunds for rescheduled appointments

If you reschedule rather than cancel, you typically do not receive a refund. Instead, VFS transfers your fee to the new appointment date. If the new appointment requires a higher fee (for example, if visa fees increased between your original and new date), you pay the difference. If the new appointment costs less, some centres credit the difference to your account, but this varies by location.

Check your VFS centre's policy on rescheduling before you book a new date. Some centres allow one free reschedule; others charge a rescheduling fee on top of your original fee. If rescheduling will cost you more money, cancelling and rebooking fresh may be cheaper, depending on your centre's terms.

Frequently Asked Questions

Can I get a refund if I cancel the day before my appointment?

You will receive a partial refund, but not the full amount. Most VFS centres refund 50 percent or less of the service fee for cancellations made fewer than 7 days before the appointment. The exact percentage depends on your centre's policy. Contact VFS to confirm what you will receive back before you cancel.

How long does it take for a VFS refund to show up in my bank account?

Most refunds appear within 5 to 10 business days after VFS processes your cancellation. If you paid by credit card, it may take longer because the refund has to go through the card issuer. If you do not see the refund after 15 business days, contact VFS with your cancellation reference number and ask for a status update.

What if I cancel but the refund never arrives?

Contact your VFS centre with your cancellation reference number and the date you cancelled. Ask them to confirm the refund was processed and provide a transaction reference. If VFS says the refund was sent, contact your bank or credit card company and ask them to trace the payment. Keep your VFS cancellation confirmation email — you will need it as proof.

Do I lose my entire fee if I do not show up to my appointment?

Yes. If you miss your appointment without cancelling beforehand, VFS keeps the full fee with no refund. This includes both the government visa fee and the VFS service fee. The only way to recover any money is to cancel formally before your appointment date.

Can I get a refund if VFS cancels my appointment?

If VFS cancels your appointment due to a centre closure, system failure, or other error on their part, you are may have access to to a full refund or a free reschedule. Contact VFS immediately with proof of the cancellation (email, notification, or centre closure notice) and request either option.