How to Handle Rescheduling or Cancelling a Business Visa Appointment

 



Embassy-wise guide for managing changes in visa appointment timelines and fees.

Table of Contents

  1. Why Rescheduling May Be Necessary

  2. What You Can and Cannot Change

  3. Rescheduling Guidelines – Country-Wise Overview

  4. How to Cancel a Business Visa Appointment

  5. Refund and Rebooking Considerations

  6. Common Mistakes to Avoid

  7. Final Thoughts

1. Why Rescheduling May Be Necessary

Business priorities shift, flights get delayed, or personal emergencies arise—making it essential for professionals to reschedule or cancel their visa appointments. Fortunately, most embassies and Visa Application Centres (VACs) allow limited flexibility in managing appointments, provided applicants follow the proper procedures.

2. What You Can and Cannot Change

Most embassies allow:

  • Rescheduling the appointment date/time within a specific limit (usually once or twice)

  • Cancelling the appointment and rebooking a new one, if necessary

  • Updating supporting documents before the new slot

However, changes to your visa category, nationality, or consulate location usually require cancelling the existing application and starting a new one.

3. Rescheduling Guidelines – Country-Wise Overview

United States (B1 Business Visa)

  • Can be rescheduled up to two times through the CGI Federal portal.

  • No fee for first two changes. Further changes require new payment.

  • Use the same login credentials to access and modify your appointment.

Schengen Countries (Germany, France, Netherlands, etc.)

  • Appointments via VFS Global can be rescheduled once depending on availability.

  • Changing locations (e.g., from Mumbai to Delhi) often requires re-registration.

  • Embassy websites provide real-time rescheduling slots.

United Kingdom

  • Appointments through TLScontact or VFS can be rescheduled or cancelled via your online UKVI account.

  • Visa fee is non-refundable, but premium service fees may be refunded if cancelled on time.

Canada

  • Bookings made through VFS Global can be modified once.

  • To cancel, email the VAC or modify via your GCKey/IRCC portal login.

  • Missed appointments may lead to delays, not refunds.

4. How to Cancel a Business Visa Appointment

To cancel:

  • Login to the official visa scheduling portal (e.g., CGI Federal, VFS, IRCC, UKVI)

  • Select “Cancel Appointment” under your dashboard

  • Confirm cancellation and check for email confirmation

  • Rebook if necessary through the same portal or embassy-approved agent

5. Refund and Rebooking Considerations

  • Visa fees are generally non-refundable, especially once payment is processed

  • Service fees (SMS, courier, premium lounge) may be refunded if cancelled before appointment

  • Ensure your rebooked date allows sufficient time for travel, interviews, and documentation review

6. Common Mistakes to Avoid

  • Waiting too long to cancel or reschedule, leading to unavailability

  • Missing your slot without formal cancellation—counted as a no-show

  • Reapplying under a new profile instead of updating the existing one

7. Final Thoughts

Handling appointment changes professionally ensures that your travel plans remain flexible without disrupting your visa process. Always refer to the specific embassy’s or VAC’s website for official rules and keep backup slots in mind.

Click here to manage your business visa appointments with expert support.

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