Where can I get help for questions I have?
Its best to use resources like the Facebook group “South Africa Visa Forum”
Can your Visa Team guarantee an outcome to our visa applications?
We attempt to gather information based on our experience and research, but you will need to take full responsibility for this process.
If you would like further help from professionals in this area - many people hire professional immigration services, who you can contact through their website: Imcosa Immigration Consulting.
What is the contact information for the South African embassy or consulate services in South Africa?
+27 (0)12 425 3000
Email : info.dhasa@vfshelpline.com
What are do the different stages of tracking mean for my VFS Application?
You can track your application by signing up for SMS updates (which are unreliable) or by logging into the VFS website to see the latest status for your application. Here are what the various stages mean :
Submitted at VFS, Cape Town
Forwarded to DHA
Received at DHA
Forwarded to the Pretoria OC - make an appointment for collection now as it should arrive at VFS within 1-3 days
Received by Pretoria OC -
Forwarded to VFC -
Received at VFC - your outcome is ready for collection at VFS, so if you have not already, you should make an appointment
What if you had to renew a passport (either because it expired or because it is not valid for 30 days longer than the visa you are applying for) and the current visas are in the old passports?
You do not have to apply for a change of conditions on the current visa (to change it to the new passport number first)
Write a cover letter for that applicant stating that you had to renew the old passport (state the old passport number) and kindly request the renewed visa to be issued into the new passport (state new passport number).
Attach copies of the old passport and bring the original with you to the appointment
What if I cannot collect my Visa Application myself?
When you apply, you can choose whether you would prefer to collect your documents in person at the Visa Facilitation Centre or have a representative collect the decision on your behalf. Original passport is required to collect the decision. In case original passport is not available at the time of collection, VFS Global shall not handover the decision to the applicant or representative. A representative needs to carry an authorization letter with name of the applicant and his passport number followed by name and ID number of the representative collecting the application. The representative is requested to carry a copy of the ID along with authority letter which will be retained by VFS Global
What if my spouse or child receive an outcome to their visa application before I do?
There isn’t an urgency for you to collect your outcome, in fact you should delay until your whole families visas have their outcome ready to collect. The reason for this is that if any of your applications are rejected you only have ten days to appeal from the day you collected your outcome, or you will need to leave the country.
Can I edit or change the documents I’ve submitted for my visa application?
You will not be able to submit further documents once your application has been submitted at the Visa Facilitation Centre. The documents that you submitted at the time you made your application will be the only documents that are considered.
What is the process like to get our biometric information at VFS?
You will enroll your fingerprints and photograph at the Visa Facilitation Centre. This includes a digital finger scan (all 10 digits) and a digital photograph. The finger scan procedure uses an electronic scanner. No ink, liquid or chemical. You should ensure that your fingertips are free from any forms of decoration (for example, henna), cuts, abrasions or other markings as these may affect your ability to provide acceptable finger scans. Your digital photograph must be taken with full face and without sunglasses or tinted spectacles, or head covering unless it is worn for religious or medical reasons. Your face should be clearly visible with no hair across the eyes. We cannot process your visa if you do not submit your biometric information. All children and infants will also provide their biometric data as required by Department of Home Affairs.
What if I loose my passport as an expat (I am not South African)?
Step One : As soon as you are aware that your passport is missing, head to your nearest police station and open a case. You will be issued a case number.
Step Two : Find the nearest embassy or consulate for your passport nation - look up their website and find what paperwork you will need to gather and if you need to make an appointment. There are two options for getting travel documents:
Travel Document : this is if you are in urgent need to travel - this document allows you to return to your home country and it typically only has a limited amount of time that it is valid. You will not be allowed to travel any further with this document.
Permanent Passport : this may take several weeks to be completed and sent to your location, but is the best short term way to obtain a passport
Step Three : Gather the documents you need, often they will include:
Evidence of your citizenship (e.g. a birth certificate, identity document, certified copy of passport, if able)
Copy of the police report (the translation must be in English)
Two photographs (size 35x 45mm)
Paying a fee
Step Four : Make an appointment at the embassy or consulate (as needed)
To be prepared incase of losing your passport again:
Make at least one or two copies of your passport and keep these in various places
Leave a copy with a friend or family member at home
Make sure to keep a virtual copy of your passport that is always available, like on your Google Drive or Dropbox. This way, regardless of where you are, you’ll always have a copy, assuming you have access to an internet connection and a printer
To add a Visa to your new passport, follow these steps from VFS.
How do I make an electronic signature?
This doesn’t necessarily come up for visa applications as its best practice to physically print and sign papers for your application, but often for official documents, our staff want to add their signature electronically, so here’s how you do that!
Step One : On a white piece of paper, write your signature in black ink
Step Two : Take a photo of your signature on a phone
Step Three : Upload the photo you’ve taken to this website
This will make take the white background, and make it “transparent”, so you can take this jpeg and drag it into documents to add your signature electronically!
I need a US FBI Background Check, what are my options ?
In South Africa :
To expedite this — hire an Approved FBI Channeler (typically around $65 - with this option, you wont need to pay $18 to the FBI as its included in the cost for the FBI Channeler), here is a list of approved FBI Channelers. Basically they are private companies verified by the FBI to handle your background check - this can move along the process significantly. We used this service in 2025 and after mailing, it took 2-3 business days to be processed. Note - you will need a US mailing address for this option.
Fill out an application with the FBI Channeler you choose - in your application options, select for them to send the results to you electronically and then you wont need to rush the physical copy (as you may not need it).
Print multiple copies of a fingerprint card (FD-1164) on white non-glossy card stock paper (3 copies at least)
Take the fingerprint cards with your passport to the police station and explain why you need to be fingerprinted and they will do your prints - make sure the prints are perfect
Package your fingerprints and application (we placed between two pieces of cardboard) - address to the FBI Channeler who will submit on your behalf
Ship with DHL - they are quicker & more reliable than other couriers (it will be around R1200). Include your completed fingerprint card, along with your printed confirmation email
If you dont need to expedite the process —
Apply on the CJIS website - follow the steps under the "Obtaining Your Identity History Summary" section
Pay - your request will continue to be processed as an electronic submission once the completed fingerprint card is received
Print the receipt they send to your email
Print multiple copies of a fingerprint card (FD-1164) on white non-glossy card stock paper (3 copies at least)
Take the fingerprint cards with your passport to the police station and explain why you need to be fingerprinted and they will do your prints - make sure the prints are perfect
You will need to make a plan for your payment method, as listed here
Package your fingerprints, application and payment method (we placed between two pieces of cardboard) - address to FBI CJIS Division – Summary Request 1000 Custer Hollow Road Clarksburg, WV 26306
Ship with DHL - they are quicker & more reliable than other couriers (it will be around R1200)
Wait for the results - it often gets held up at the border - this step alone can take at least a month in addition to the FBI takes several weeks to process
If you have a way to mail it within the US (like sending with a friend that is headed to the US) :
To expedite this — hire an Approved FBI Channeler (typically around $65 - with this option, you wont need to pay $18 to the FBI as its included in the cost for the FBI Channeler), here is a list of approved FBI Channelers. Basically they are private companies verified by the FBI to handle your background check - this can move along the process significantly. We used this service in 2025 and after mailing, it took 2-3 business days to be processed.
Fill out an application with the FBI Channeler you choose - in your application options, select for them to send the results to you electronically and then you wont need to rush the physical copy (as you may not need it).
Print multiple copies of a fingerprint card (FD-1164) on white non-glossy card stock paper (3 copies at least)
Take the fingerprint cards with your passport to the police station and explain why you need to be fingerprinted and they will do your prints - make sure the prints are perfect
Package your fingerprints and application (we placed between two pieces of cardboard) - address to the FBI Channeler who will submit on your behalf
Hand off to your contact who will mail it for you
If you dont need to expedite the process —
Apply on the CJIS website - follow the steps under the "Obtaining Your Identity History Summary" section
Pay - your request will continue to be processed as an electronic submission once the completed fingerprint card is received
Print the receipt they send to your email
Print multiple copies of a fingerprint card (FD-1164) on white non-glossy card stock paper (3 copies at least)
Take the fingerprint cards with your passport to the police station and explain why you need to be fingerprinted and they will do your prints - make sure the prints are perfect
You will need to make a plan for your payment method, as listed here
Package your fingerprints, application and payment method (we placed between two pieces of cardboard) - address to FBI CJIS Division – Summary Request 1000 Custer Hollow Road Clarksburg, WV 26306
Hand off to your contact who will mail it for you
If you are in the US :
To expedite this — hire an Approved FBI Channeler (typically around $65 - with this option, you wont need to pay $18 to the FBI as its included in the cost for the FBI Channeler), here is a list of approved FBI Channelers. Basically they are private companies verified by the FBI to handle your background check - this can move along the process significantly.
Submitting electronically is the second fastest way - click here for all the steps
How can I expedite a South African police clearance if I am in South Africa already ?
The PostNet Pretoria CBD has a specific program to help streamline processing police clearances (as you will want a reliable carrier to get your documents to and from the SAPS Criminal Record Centre in Pretoria), you can find the step by step in this PDF :