VISA APPLICATION FAQs :

• +27 (0)12 425 3000

• Email : info.dhasa@vfshelpline.com

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. 

On your receipt from VFS there will be a number under your name- enter that along with your surname to check status

Here are what the various stages mean :

• Submitted at VFS, Cape Town

• Application has been forwarded to Department of Home Affairs for adjudication.

• 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  

• Finalized Outcome has been recieved at VFS of Submission and is ready for collection, so if you have not already, you should make an appointment

• 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

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

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.

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.

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.

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.

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!

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 : HERE

If you arent ready to finalize a roudtrip ticket due to unpredictable dates once you land in Cape Town, you’ll be looking to purchase an “Onward Ticket”. 

An onward ticket is a temporary, real flight reservation (usually valid for 48 hours to 14 days) used to satisfy immigration or airline requirements for proof of exit from a country when traveling on a one-way ticket. 

www.onwardticket.com

An example can be found here