VFS Global status messages decoded
VFS Global handles applications for the UK, Germany, Australia, the UAE, and ~50 other countries through hundreds of centres worldwide. Every status message on the VFS tracker has a precise meaning. Here is what each one tells you - and what to do about it.
| Status | What it means | What to do |
|---|---|---|
| Application received at visa centre | VFS has your passport + documents. Not yet sent to embassy. | Nothing - wait 1–3 business days |
| Application dispatched to embassy/consulate | VFS sent your documents to the embassy. Processing starts now. | Nothing - processing begins |
| Under process / In progress | Embassy is reviewing your application. This is normal. | Wait. Do NOT call the embassy. Average: 5–15 business days |
| Additional documents required | Embassy needs more from you. Check email for specifics. | Submit requested docs to VFS ASAP |
| Interview scheduled | Embassy wants to interview you (common for US, some Schengen). | Prepare and attend. See interview guide |
| Decision made / Processed | Embassy has decided. Passport being returned. Does NOT tell you approved or denied. | Wait for collection notification |
| Ready for collection | Passport is at VFS. Go collect it. | Go to VFS with receipt + ID within 30 days |
| Dispatched to applicant via courier | Passport sent by courier (if you paid for delivery). | Wait at home. Track courier separately |
| No records found | Reference number may be wrong, or too early (24–48hr delay). | Re-check number. Wait 48 hours. Try again. |
| Application on hold | Usually means fee issue or missing biometrics. | Contact VFS helpline |
TLS Contact status messages
TLS Contact handles visa applications for France, Belgium, Switzerland, and a handful of other countries. The status flow is similar to VFS but worded differently.
- Received - your file is at the TLS centre, similar to VFS "application received".
- In Transit to Consulate - file is being sent to the embassy.
- Under Review - equivalent of "under process" on VFS.
- Decision Received - the consulate has decided. Approval or refusal not yet revealed.
- Ready for Collection - passport is at TLS for pickup.
- Sent by Courier - passport is on its way to your home.
Embassy direct application statuses
Several countries - most notably the US and Japan - process applications directly without a third-party visa centre. Each uses its own status terminology.
- United States (CEAC): - "Issued" means approved and printing; "Refused" means denied (sometimes recoverable); "Administrative Processing" means extra background checks (can take weeks to months).
- United Kingdom: - "Application received" → "Awaiting decision" → "Decision made". UKVI does not reveal approval/refusal in the tracker - only at collection.
- Canada (IRCC): - "In progress" → "Decision made" → "Eligibility decision" → "Background check" - the IRCC tracker is the most detailed of any country and shows each underlying check.
How long should each status last?
| Status | Normal duration | Worry after |
|---|---|---|
| Received at VFS | 1–3 days | 1 week |
| Dispatched to embassy | 1–2 days | 3 days |
| Under process | 5–25 business days (varies) | 30+ days |
| Decision made | 1–3 days | 5 days |
| Ready for collection | Available immediately | 30 days (then it returns to the embassy) |
What to do if your status is stuck
- Wait the normal processing time. Status often jumps days at once - daily checking is futile.
- Check the VFS helpline or email after the normal window (usually 30 business days for routine visas).
- Contact the embassy directly only as a last resort, and only after 60+ days. Most embassies will not respond.
- If over 60 days with no movement, consider a formal complaint to the embassy or your country's consular ombudsman.
Do not show up at the embassy unannounced. Do not call every day - it will not speed anything up and many helplines log repeat callers as suspicious activity. Patience is, infuriatingly, the only effective tool here.
The Envelope Trick: Does It Work?
Community wisdom on Reddit and Facebook groups says: if the return envelope feels thick (extra paper inside), it may be a refusal letter; if it's just the passport, it's likely approved. This is not reliable. Many embassies return supporting paperwork regardless of decision, and some approval letters are themselves multi-page. Do not read into envelope thickness - open it calmly and look at the visa page.
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What does 'under process' mean on VFS?
It means your application has been forwarded to the embassy/consulate and a visa officer is reviewing it. This is the normal state for 5–25 business days depending on country. Nothing to do - just wait. Do not call the embassy.
How long does 'under process' take?
It varies widely: 5–10 business days for fast-track countries (Schengen, UAE), 15–25 days for the UK, Canada, and most Schengen embassies during peak season, and 3–8 weeks for the US. If you are past 30 business days with no movement, contact the VFS helpline.
Does 'decision made' mean my visa is approved?
No. 'Decision made' just means the embassy has finished reviewing your application - it could be approved or refused. You will only know once you collect your passport. Do not interpret the wording as a positive sign.
Why does VFS show 'no records found'?
Three possible reasons: (1) you entered the wrong reference number, (2) it's too early - VFS updates take 24–48 hours after submission, or (3) the application has been collected and removed from the live tracker. Recheck your reference and wait 48 hours before worrying.
Can I track my visa without a reference number?
No. The reference number on your VFS receipt is the only way to track your application. If you lost it, contact the VFS helpline with your full name, passport number, and submission date - they may be able to look it up.
What if my status hasn't changed in 3 weeks?
First, check whether the normal processing time for your country has elapsed (see the table above). If it has, contact the VFS helpline by email - they will check with the embassy. Avoid calling the embassy directly unless 60+ days have passed; embassies do not respond to applicants directly during processing.
Is VFS tracking the same as embassy tracking?
Not always. VFS shows the logistics status (received, dispatched, returned). The embassy may have a separate decision tracker (US has CEAC, UK has UKVI status). Always check both if available - they reflect different stages of the same application.
Does 'dispatched to embassy' mean it's being processed?
It means VFS has physically sent your documents to the embassy. Active processing usually starts within 1–2 business days of receipt. Until you see 'under process', the embassy has not yet started reviewing your file.