How to Track Your Visa Application Status?

You submitted your visa application. Now what?

The next few days – or weeks – can feel like the longest of your life. You have a trip to plan, flights to book, and accommodation to arrange. But until that visa comes through, everything stays on hold.

Visa application tracking is not just a convenience. It is a necessity. Knowing where your application stands helps you make smarter decisions, respond faster if something goes wrong, and stop refreshing your email every twenty minutes out of anxiety.

This guide covers everything you need to know about visa application tracking — country by country. Whether you are waiting on a Canada visa, a UK visa, a Japan visa, or a US visa, you will find clear, step-by-step instructions here.

What Is Visa Application Tracking?

Visa application tracking is the process of checking the current status of your submitted visa application. Each country uses a different system to update applicants on where their case stands.

Status updates typically move through stages such as:

• Application Received
• In Progress / Under Review
• Additional Documents Required
• Decision Made
• Approved / Refused / Issued

These labels differ slightly from country to country, but the logic is the same — they tell you how far your application has moved through the immigration system.

What You Need Before You Start Tracking?

Regardless of which country you applied to, you will generally need:

• Application Reference Number – This is assigned when you submit your application. It appears on your confirmation email or receipt.
• Passport Number – Your valid passport number as used in the application.
• Date of Birth – Exactly as entered in your application form.
• Email Address – The one you registered with your application.

Keep all of this information saved safely. You will use it multiple times throughout the tracking process.

Canada Visa Application Tracking

Canada is one of the most popular destinations for Indian travellers — whether for tourism, education, or work. The agency responsible for processing all Canadian immigration applications is Immigration, Refugees and Citizenship Canada (IRCC).

How to Track Your Canada Visa Application Online?

Canada offers two main ways to check your application status:

Option 1: IRCC Application Status Tracker

IRCC launched a real-time Visa Application Tracker System that allows you to check the status of select application types directly online.

1. Visit the IRCC Tracker at: https://ircc-tracker-suivi.apps.cic.gc.ca/en
2. Log in with your GCKey account or sign-in partner.
3. Select your application from the dashboard.
4.  View the current status and any messages from IRCC.

Option 2: Client Application Status (CAS) Tool

If you applied on paper, or your application type is not yet supported by the new tracker, the CAS tool is your go-to option. It is updated daily and shows your application status using your reference number and other personal details.

Canada Visa Application Tracking Status Labels Explained

• Application Received – IRCC has your application and it is under review.
•  In Progress – A decision has not been made yet. Processing is underway.
• Additional Documents Required – IRCC needs more information from you. You have 30 days to respond.
• Decision Made – A final decision has been issued. Check your account or email for details.

Canada Visa Processing Times

• Visitor Visa from India: approximately 2 to 8 weeks
• Student Permit: 4 to 8 weeks
• Work Permit: 2 to 12 weeks, depending on stream

Processing is generally faster if you submit online rather than by paper, provide biometrics promptly, and avoid inconsistencies across documents.

Tips for Smooth Canada Visa Application Tracking

• Apply online where possible – online submissions allow real-time status tracking and are processed faster.
• Book your biometrics appointment the moment you receive the request – delays here directly extend your processing time.
• Keep your contact information updated on your IRCC account at all times.
• Check your email’s spam folder regularly – important updates can land there.

Need help applying for your Canadian visa? SunRaj Travels offers expert visa assistance for Canada – from document preparation to final submission.

Track UK Visa Application

Unlike Canada, the United Kingdom does not offer a real-time online visa tracking portal. However, there are several ways to track a UK visa application status, depending on whether you applied from inside or outside the UK.

How to Track a UK Visa Application from Outside the UK?

Most Indian applicants submit their UK visa through Visa Application Centres (VACs) — either VFS Global or TLScontact. These centres provide limited milestone tracking:

5. Visit the VFS Global or TLScontact website for India.
6. Click on ‘Track your Application’ or ‘My Bookings’.
7. Enter your reference number (GWF number) and last name.
8. View the current milestone — typically whether the application has been received, transferred to UKVI, or returned.

The GWF number is your unique reference for UK visa applications. It follows a format like GWF0XXXXXXXXX and is found on all correspondence from UK Visas and Immigration (UKVI).

Contacting UKVI for UK Visa Status Updates

• By Phone: +44 (0)300 790 6268 — Monday to Thursday, 9:00 to 16:45; Friday, 9:00 to 16:30.
• By Email: Via the GOV.UK contact service. Note there is a £2.74 charge per email inquiry.

You will need your GWF number, passport number, application date, visa type, and biometric appointment details to identify your file.

UK Visa Application Status: What Each Label Means?

• Received – Your application has been submitted and is waiting for review.
• Processing – UKVI is reviewing your application. This can take several weeks.
• Decision Made – A decision has been reached. It does not tell you whether you have been approved or refused – that comes separately.
• Approved – A visa vignette will be issued and placed in your passport.
• Refused – You will receive a letter explaining the reasons for refusal.

UK Visa Processing Times

• Standard visa from outside the UK: 3 to 6 weeks
• Priority Service: decision within 5 working days (additional fee of approximately £500)
• Super Priority Service: decision within 24 hours (additional fee of approximately £1,000)

Planning to visit the United Kingdom? Check out our international tour packages and let our team handle the paperwork.

Japan Visa Application Tracking

Japan is a dream destination for millions of Indian travellers. The country offers a range of visa types – tourist, business, student, and work visas – and most applicants in India use VFS Global to submit their applications to the Japanese Embassy or Consulate.

How to Track Japan Visa Application Status Online?

If you applied through VFS Global, tracking is straightforward:

9. Go to the VFS Global India portal: https://visa.vfsglobal.com/ind/en/jpn/track-an-application
10. Enter your Application Reference Number and Date of Birth.
11. Enter the CAPTCHA and click ‘Submit’.
12. Your current status will appear on screen.

Japan does not have a single universal tracking portal. Tracking options depend on whether you applied via VFS Global, directly at the embassy, or through the Japan eVISA system.

Japan Visa Application Status Labels

• Under Process at Embassy/Consulate – Your documents have been forwarded and the review is in progress.
• Approved – Your visa has been approved. Follow the collection instructions from VFS.
• Rejected – Your application was not approved. You can reapply after addressing the reasons.
• Processed – The embassy has completed its review, and your passport is ready for pickup or delivery.

Japan Visa Processing Time

Standard tourist and business visas for Indian applicants are generally processed within 3 to 5 working days at VFS Japan centres. Student and work visas may take several weeks due to additional document verification.

Japan Visa Application Centres in India

• Mumbai: VFS Global, 2nd Floor, Shiv Sagar Estate, Dr. Annie Besant Road, Worli
• Delhi: VFS Global, B-1/D-1, Mohan Cooperative Industrial Estate, Mathura Road
• Bangalore: 8-14, 1st Floor, Prestige Nebula, Cubbon Road, Shivaji Nagar
• Chennai: VFS Global Centre — check the VFS website for the current address

Interested in travelling to Japan? Explore our Japan 7-Day Itinerary for Indian First-Timers and let SunRaj Travels plan your trip from start to finish.

US Visa Application Tracking

The United States has two main tracking systems depending on your visa type — the Consular Electronic Application Center (CEAC) for nonimmigrant and immigrant visas, and the USCIS portal for petitions.

CEAC Status Check – Nonimmigrant Visas

If you applied for a tourist (B-1/B-2), student (F-1), or work (H-1B) visa, use the CEAC tracker:

13. Visit: https://ceac.state.gov/CEACStatTracker/Status.aspx
14. Select your visa type: Nonimmigrant (NIV) or Immigrant (IV).
15. Enter your DS-160 barcode (begins with ‘AA’ followed by 8 digits).
16. Select the embassy or consulate where you applied.
17. Complete the CAPTCHA and view your status.

USCIS Case Status Tracker

For petitions like H-1B approvals, spousal visas, or green card applications, use the USCIS portal at https://egov.uscis.gov. You will need your 13-character receipt number, which is found on Form I-797 Notice of Action.

US Visa Status Labels

• Application Received – Your DS-160 data has entered the system.
• Ready – The case is open for fingerprints, documents, or an interview appointment.
• Administrative Processing – Additional background or security checks are underway. This is not a refusal.
• Issued – Your visa is approved and your passport is being prepared for delivery.
• Refused – Your application was denied. A reason or reference code is usually provided.

If your status stays in ‘Administrative Processing’ for more than 60 days, you may contact the US Embassy or Consulate where you were interviewed.

Visa Application Tracking for Schengen and Other Countries

Schengen Visa Tracking (Europe)

Schengen visas cover 27 European countries including France, Germany, Italy, and Spain. Most Indian applicants apply through VFS Global.

• Visit the VFS Global website for your target Schengen country.
• Click ‘Track Your Application’.
• Enter your booking reference and last name.
• View current milestone updates.

Schengen visa processing from India typically takes 10 to 15 working days. During peak seasons –  summer and December – allow extra time.

UAE Visa Tracking

UAE visas for Indian nationals are processed quickly – often within 3 to 5 working days for tourist visas. Tracking is available through the official ICP portal or through your travel agency.

Singapore, Thailand, Sri Lanka

These popular destinations for Indian travellers offer eVisa or Visa-on-Arrival options for many applicants. Where an application is required, VFS Global is typically the processing partner and provides online tracking.

SunRaj Travels assists with visa applications for all major destinations. Visit our Visa Services page to get started.

VFS Global Visa Tracking – Your Most Common Tool

VFS Global is the world’s largest outsourced visa application services company. It acts as the official visa processing partner for over 65 countries, including the UK, Japan, Schengen nations, Canada (for biometrics), and many others.

For Indian applicants, VFS Global is likely the organisation where you submitted your biometrics and passport. Their tracking portal — available country by country — gives you milestone updates rather than real-time case progression.

How to Track on VFS Global?

18. Go to https://visa.vfsglobal.com and select your country of residence and destination country.
19. Click on ‘Track Application’.
20. Enter your reference number and date of birth (or last name, depending on the country).
21. Submit and view your current status.

VFS also offers paid SMS and email notification services in select countries. These alert you automatically when your application status changes — useful if you want to avoid checking the portal manually every day.

Common Visa Application Status Messages and What They Mean

• Application Received – The authority has your submission. No action is needed from you yet.
• Under Review / In Progress – A caseworker is assessing your application.
• Additional Documents Required – Check your email or portal inbox immediately and respond within the given deadline.
• Administrative Processing – Extra security or background checks are being carried out. This does not mean your visa has been refused.
• Decision Made – A final outcome has been reached. In many systems, this label appears before you receive the actual approval or refusal notification.
• Approved / Issued – Your visa has been granted. Follow the instructions to collect your passport.
• Refused / Rejected – Your application was not approved. Read the refusal letter carefully to understand the reason before deciding whether to reapply or appeal.

Why Is My Visa Application Status Not Updating?

This is one of the most common concerns applicants have. Here are the most likely reasons:

• Still within standard processing time: If your application is within the published processing window, the status may simply not have moved yet. This is normal.
• High volume periods: Applications submitted during summer or the December holiday season face higher volumes and slower turnaround.
• Missing or incomplete documents: If your file is flagged for incomplete information, it may stay unchanged until the issue is resolved.
• System maintenance: Tracking portals occasionally go offline for maintenance. Try checking again after a few hours.
• Wrong reference number: Double-check the reference number you are using. A single wrong digit will return no results.

If your application has exceeded the standard processing time without any update, contact the relevant authority directly or seek guidance from a professional visa consultancy.

How to Speed Up Your Visa Application Processing?

While you cannot control immigration timelines, you can take steps that minimise avoidable delays:

22. Submit a complete application on the first attempt. Missing documents are the most common cause of delays.
23. Apply online where available. Online submissions are processed faster and allow real-time tracking.
24. Book your biometrics appointment promptly. For Canada, UK, and US applications, delays in biometrics directly delay the entire process.
25. Keep all information consistent. Name, date of birth, address, and passport details must match across every document.
26. Respond to requests immediately. If additional documents are requested, act within the deadline given.
27. Consider priority services where available. UK and some Schengen embassies offer priority processing for an additional fee.
28. Apply well in advance. Submit at least 2 to 3 months before your intended travel date for complex visas.

What to Do If Your Visa Is Refused?

A refusal is not the end of the road. Here is how to handle it:

29. Read the refusal letter carefully. It will explain the primary reasons for rejection.
30. Identify the issue. Common reasons include insufficient funds, weak ties to home country, incomplete documents, or inconsistent information.
31. Gather stronger evidence. If the refusal was due to financial proof, obtain updated bank statements or salary slips.
32. Reapply or appeal. Many countries allow immediate reapplication. Some, like the UK, offer an administrative review or formal appeal process.
33. Seek professional help. A qualified visa consultant can review your previous application and help you build a stronger case.

SunRaj Travels has helped hundreds of applicants reapply successfully after refusals. Reach out to our visa services team for a consultation.

How SunRaj Travels Can Help with Your Visa Application?

At SunRaj Travels, we have been helping Indian travellers navigate the visa process since 2010. Our team of experienced visa consultants handles applications for over 50 countries — including Canada, UK, Japan, USA, Schengen, UAE, and more.

Here is what we offer:

• Document Checklist Guidance — We tell you exactly what to prepare before you submit.
• Application Review — We check your forms for errors before submission.
• Visa Application Tracking Support — We track your application and keep you updated.
• Reapplication Assistance — We analyse refusals and help you build a stronger application.
• End-to-End Travel Planning — From flights and hotels to forex and travel insurance, we manage it all.

Whether you need a students visa, help with passport support, or are planning your next international trip, SunRaj Travels is your one-stop resource.

Frequently Asked Questions About Visa Application Tracking

Can I track my visa application using just my passport number?

In most cases, no. The primary identifier for tracking is your application reference number. Some countries allow supplementary lookups using passport details, but the reference number is essential.

How often should I check my visa application status?

There is no need to check more than once a day. Status updates do not happen in real time for most immigration systems. Checking once every 48 hours is sufficient — unless you are in the final week of your expected processing window.

Does contacting UKVI or IRCC affect my application?

No. Inquiring about your application status does not influence the outcome. However, avoid excessive inquiries, as responses can take time.

What does ‘Administrative Processing’ mean for a US visa?

It means the US Embassy is conducting additional background or security checks. It is not a refusal. The duration varies widely — from a few days to several months — depending on the specific checks required.

My status has been stuck on ‘In Progress’ for weeks. What should I do?

First, check whether you are still within the standard processing window for your visa type. If you have exceeded it, contact the relevant authority with your reference number. If you applied through a travel agency, request that they follow up on your behalf.

Can I get travel insurance while waiting for my visa?

Yes. In fact, it is advisable. Some visa categories — such as Schengen — require proof of travel insurance as part of the application. SunRaj Travels offers overseas travel insurance that meets embassy requirements.

Final Thoughts on Visa Application Tracking

Tracking your visa application status is an important part of international travel planning. It gives you clarity, helps you prepare for next steps, and reduces the uncertainty that comes with waiting.

Each country has its own system. Canada uses the IRCC tracker and CAS tool. The UK routes through VFS Global, TLScontact, and direct UKVI contact. Japan relies on VFS Global’s country-specific tracking portal. The US uses CEAC and USCIS depending on visa type.

The best strategy is simple: keep your reference number safe, check your email regularly, and respond promptly to any requests. When in doubt, speak to a qualified visa consultant.

SunRaj Travels is here to help at every step. Explore our visa services, browse international tour packages, or contact our team for personalised guidance. Your next journey is closer than you think.