VFS Refund Policy in USA (Passport, OCI, Visa Services)

VFS refund policy allows returning consular fee, shipping charges, ICWF Fee, service provider application Fee, Convenience Charges, SMS Services, Other VAS.

Anil Gupta
  By Anil Gupta    Updated  14 Jan, 21


The VFS application cancellation and refund process is as difficult as it can get.

First, there is no online option to cancel your application. There are cases where you have entered the wrong information or want to edit the shipping address, but there is no such option.

So, the only way to correct things is to cancel the whole application and then claim a refund if you have already paid for the shipping and passport renewal on the VFS site.

The VFS refund policy page cites vague information and has no clarity about what amount will be refunded.

VFS Refund Process

There are two ways to start the refund process:

Mention the reason for the refund or why you are opting to cancel your application.

Sample refund reason for passport renewal application:

Canceled the application due to an error in the USA home address. Created a new application as guided by your service center and paid for it again.We want to cancel this application as a new one has already been created.

You will receive a reply from VFS in about 24 hours with a new PDF file which will need your Debit/Credit card information to process the refund. This form and how to fill has been shown in the image above.

Till this point, there is no clarity as to what amount will be refunded. We spoke to VFS customer care and they told us that FedEx shipping label fee will also be refunded but we are still waiting for it.

We are working with VFS to understand and complete a transaction to know what gets refunded and what not. This page will be updated with real information soon.

How to Cancel Application

There is no way to cancel your application online or by calling VFS customer care. You will simply waste your time and money by calling VFS.

Just send an email to request a cancellation and start the refund process. That’s the only way we found apart from filling this online refund application PDF form.

We have tried filling the online application PDF form it again resulted in the same email from VFS which asked us to fill a second PDF refund application.

How Much Will Refunded?

We read the whole VFS refund policy page and here is our understanding of what all can be refunded.

If you have filled the VFS form online, made the payment, and have not yet shipped the application to the VFS, then your cancellation request is eligible for a refund:

Fee TypeRefundable Status
Consular FeeRefundable
ICWF FeeRefundable
CKGS FeeRefundable
Convenience ChargesNon-Refundable
ShippingConditional
SMS ServicesRefundable
Other VASN / A

There are no concrete answers to these situations as to what exactly will be refunded.

The old policy that was active with old service provider CKGS had clear indication of what will be refunded as:

#1 Received application but has NOT yet sent to Indian Embassy

Fee TypeRefund Status
Consular FeeRefundable
ICWF FeeRefundable
Service Provider FeeNon-Refundable
Convenience ChargesNon-Refundable
ShippingConditional
SMS ServicesNon-Refundable
Other VASNon-Refundable

#2 Passport application to Indian Consulate

Fee TypeRefund Status
Consular FeeNon Refundable
ICWF FeeNon Refundable
Service Provider FeeNon Refundable
Convenience ChargesNon-Refundable
ShippingConditional**
SMS ServicesNon Refundable
Other VASNon Refundable

#3 Refund for Erroneous / Ineligible Applications sent back to Applicant

Fee TypeRefund Status
Consular FeeRefundable
ICWF FeeRefundable
Service Provider FeeNon-Refundable
Convenience ChargesNon-Refundable
ShippingConditional
SMS ServicesRefundable
Other VASRefundable

#4 “Abandoned” due to “Incomplete Documentation”

Fee TypeRefund Status
Consular FeeRefundable
ICWF FeeRefundable
Service Provider FeeNon-Refundable
Convenience ChargesNon-Refundable
ShippingConditional
SMS ServicesNon-Refundable
Other VASNon-Refundable

#5 Application “Abandoned” after submission to Indian Consulate

Fee TypeRefund Status
Consular FeeNon Refundable
ICWF FeeNon-Refundable
Service Provider FeeNon-Refundable
Convenience Charges*Non-Refundable
ShippingConditional
SMS ServicesNon-Refundable
Other VASNon-Refundable
  • Convenience Charges are applicable only for Credit Card payments and are non-refundable.
  • Check /Cheque Payment Refund Charges – Additional charge of 1.90 $ will be levied in case of refunds done through Check / Check payment.
  • Stop Bank Payment – Personal Bank Check – VFS will not be responsible for any penalty charges levied by the bank in case the Applicant attempts to stop check payment. They cannot refund those charges if charged by your Bank.
  • Shipping Charges – Conditional Refund.

Processing Time – 15 to 45 Days

Refund processing time will be approximately 15 business days for all except shipping services.

Consular fee – Non Refundable

Consular fees are non-refundable if your application has been sent to the Indian Embassy for processing. It does not matter if your Passport is issued or denied or delayed due to any reason whatsoever.

VFS will NOT refund any fees in these circumstances:

  • Rejection of Passport application by the Mission.
  • Request for Reapplication Passport by Mission.
  • Delay in processing Passport application by Mission.
  • Non-receipt of Passport on or before the travel date.
  • The loss to Employer / Self due to delay in receipt of Passport due to nonattendance.
  • Loss due to Deportation and repatriation for any reason at the Port of Entry in India.
  • Delay in the shipping of Passport by the shipping company.
  • Loss or Damage of Passport in transit by the shipping company.
  • Change in Passport fee by the Mission.
  • Air tickets, Hotel booking, and other related cancellations due to delay or rejection of Passport application.
  • All expenses related to travel to IPAC to collect Passport including but not limited to local/interstate travel expenses, purchase of Food / Beverages, hotel accommodation, boarding/ lodging expenses.
  • Opportunity loss for time spent on the Passport application.



Author

Anil Gupta
  By Anil Gupta           

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