How to cancel your VFS appointment and get your money back
VFS Global handles visa appointments for dozens of countries and consulates. If you need to cancel, the refund depends on how far ahead you cancel, which country's visa you were applying for, and whether VFS or the consulate sets the cancellation policy. Most cancellations made more than a week before your appointment date result in a partial or full refund, but some countries charge a non-refundable service fee that VFS keeps regardless.
The cancellation process itself is straightforward: you log into your VFS account, find your appointment, and request cancellation through the portal. The refund then goes back to the payment method you used, though the timeline varies by country and payment type. If you paid by credit card, expect the money to appear within 5 to 10 business days after VFS processes the cancellation. Bank transfers take longer—sometimes 2 to 3 weeks.
Key Takeaways
- Cancel through your VFS account portal by logging in, finding your appointment, and selecting the cancellation option—do not call or email unless the portal is unavailable.
- Refund amounts depend on the country's visa rules and how close you are to your appointment date; some countries refund the full visa fee but keep VFS's service charge, while others refund nothing if you cancel within 7 days.
- Refunds return to your original payment method: credit cards process in 5 to 10 business days, bank transfers in 2 to 3 weeks, and some payment services may take longer.
- If your cancellation does not appear in your account after 48 hours, or if the refund does not arrive within the stated timeframe, contact VFS support with your application reference number and proof of cancellation.
Steps to cancel through the VFS portal
Log into your VFS account using the email address and password you registered with. Navigate to "My Applications" or "Appointments"—the exact label depends on which country's visa portal you are using. Find the appointment you want to cancel and look for a "Cancel Appointment" or "Withdraw Application" button. Click it and confirm the cancellation when prompted.
VFS will show you the refund amount you can expect before you confirm. Read this carefully, because it tells you whether the visa fee itself is refundable or whether VFS is keeping a service charge. Once you confirm, you should see a cancellation confirmation number on screen and receive an email with the same number. Save both. The refund does not process immediately—VFS typically takes 5 to 7 business days to send the money back to your bank or card issuer, and then your financial institution takes another few days to post it.
Refund amounts by country and cancellation timing
The refund you receive depends on two things: the country whose visa you were applying for, and how many days before your appointment you cancel. Some countries' consulates set strict refund policies that VFS must follow. Others give VFS more flexibility. There is no single rule across all countries.
| Cancellation timing | What usually happens | What VFS keeps |
|---|---|---|
| More than 14 days before appointment | Full visa fee refunded; VFS service charge may be refunded or kept depending on country | Varies by country—check your confirmation email |
| 7 to 14 days before appointment | Partial refund of visa fee; VFS service charge kept | VFS service charge (typically 10–20% of total) |
| Less than 7 days before appointment | No refund in most countries; some allow cancellation but keep all fees | Full amount in most cases |
Before you cancel, check your original appointment confirmation email. It should state the refund policy for your specific country and visa type. If you cannot find it, log into your VFS account and look for "Terms and Conditions" or "Refund Policy" linked to your application. The policy there is the one that applies to you.
What happens if the portal cancellation does not work
If you click "Cancel Appointment" and nothing happens, or if you get an error message, try logging out and back in. Clear your browser cache and try again. If the button still does not appear or respond, the portal may be temporarily down or your appointment may have already been cancelled.
If the portal remains broken after two attempts, contact VFS support directly. Find the contact number for your country's VFS center on the VFS website—do not use a general VFS number, because each country has its own support line. When you call or email, have your application reference number ready. Explain that the portal cancellation button is not working and ask them to cancel on your behalf. They will process it manually and send you a cancellation confirmation number by email. Request that they also confirm the refund amount and timeline in writing.
Tracking your refund after cancellation
After VFS processes your cancellation, the refund goes back to the payment method you used to book the appointment. If you paid by credit or debit card, log into your card issuer's app or website and look for the refund as a credit or reversal. It should appear within 5 to 10 business days of the cancellation date, though some card issuers take up to 2 weeks. If you paid by bank transfer or wire, the refund will appear in your bank account, but this can take 2 to 3 weeks because the money has to travel between financial institutions.
If you paid through a payment service like PayPal, Wise, or Google Pay, the refund goes back to that service first, and then you may need to transfer it to your bank account yourself. Check your payment service account for the refund credit, which usually appears within 5 to 7 business days.
What to do if your refund does not arrive on time
If more than 10 business days have passed since your cancellation and you do not see the refund on a credit card, or more than 3 weeks have passed for a bank transfer, contact VFS support again. Provide your application reference number, the date you cancelled, and the cancellation confirmation number VFS sent you. Ask them to confirm that the refund was processed and to provide the date it was sent. They should be able to tell you whether the money left their system and where it is now.
If VFS confirms the refund was sent but your bank has not received it, contact your bank or card issuer directly. Give them the refund date VFS provided and ask them to trace the transaction. Banks can usually locate a missing refund within 24 hours. If your bank says it never received the money, ask them for a reference number and then report this back to VFS with proof. VFS may need to resend the refund or investigate further with their payment processor.
Cancellations when you have already paid for a visa
If you have already paid the visa fee to the consulate (not just the VFS service fee), cancelling your VFS appointment does not automatically refund the visa fee itself. The visa fee belongs to the consulate, not to VFS. Cancelling your appointment with VFS simply means you will not use the appointment slot.
To recover a visa fee you have already paid, you must contact the consulate directly, not VFS. The consulate's refund policy is separate from VFS's policy. Some consulates refund visa fees if you cancel before a certain date; others do not refund them at all. Check the consulate's website or call their visa section to learn their specific policy. If you are may have access to to a refund from the consulate, they will process it directly—VFS has no role in that transaction.
Frequently Asked Questions
Can I cancel my VFS appointment the day before or day of my appointment?
You can request a cancellation at any time through the portal, but most countries do not refund fees if you cancel within 7 days of your appointment. Some countries refund nothing if you cancel within 24 hours. Check your refund policy in your confirmation email before you cancel, because you may lose the entire fee.
I cancelled my appointment but I do not see a cancellation confirmation number. How do I know it went through?
Log back into your VFS account and check your application status. It should say "Cancelled" or "Withdrawn." If it still shows "Appointment Scheduled," the cancellation did not process. Try cancelling again, or contact VFS support with your application reference number if the portal is not responding.
My refund went back to a credit card I no longer use. Can VFS send it to a different card or my bank account instead?
No. Refunds must go back to the original payment method for security reasons. If the card is closed or inactive, contact your card issuer and ask them to accept the refund anyway—most will, and the credit will appear on your account. If the card issuer refuses, ask them to forward the refund to your current bank account. You may also contact VFS to confirm the refund was sent, and then work with your old card issuer to retrieve it.
I cancelled my appointment but VFS says I still owe money. Why?
This usually means VFS kept a service fee or administrative charge as part of their cancellation policy for your country. Check your cancellation confirmation email—it should itemize what was refunded and what VFS kept. If the email does not explain it clearly, contact VFS support and ask them to break down the charges. Some countries' policies allow VFS to retain a percentage of the fee even on cancellations made well in advance.
Can I reschedule my appointment instead of cancelling it?
Yes. In most cases, rescheduling through the VFS portal is free or costs a small fee, and you do not lose your visa fee. Log into your account, find your appointment, and look for a "Reschedule" or "Change Date" option. This is usually faster and cheaper than cancelling and rebooking from scratch.