HOW TO APPLY

Submit Your Application In-Person

Note: Effective 31 July 2018, you may need to give your fingerprints and photos (biometrics) at a Visa Application Centre when you apply for a visitor visa, study or work permit, or permanent residence if you are a national of a country or territory in Europe, the Middle East or Africa, or if you are a national of a country that is already biometrics required. Visit Canada.gc.ca/biometrics for more information

Scheduling an appointment for Biometric Enrolment is optional – walk-in clients are always welcome to submit their biometrics without a prior appointment. Note however that a planned visit with a preferred time slot via an appointment at the Visa Application Centre guarantees prompt service, thus eliminating longer waiting time resulting in inconvenience. You can schedule an appointment at the nearest Visa Application Centre, either through the VAC website or by calling the call center at +254 205147901

Temporary resident visa, study and work permit applicants only need to give biometrics once every 10 years;

  • However, permanent residence applicants will need to give biometrics with each application.
  • If you have applied for a temporary resident visa, study or work permit in the past and are unsure if the biometrics have been provided, Please refer to the IRCC website (Canada.gc.ca/biometrics), and “Find out if your biometrics are still valid
  • Refer to the IRCC website for a list of visa-required countries for temporary residents: https://www.canada.ca/en/immigration-refugees-citizenship/services/visit-canada/entry-requirements-country.html
  • For the purposes of biometric collection, nationality is based on the nationality you have declared in question number 6 (*Citizenship) on the IRCC application form.
  • Applicants who have submitted an application online to IRCC must present a Biometric Instruction Letter to enroll their biometrics. To find out more about biometrics visit the IRCC website
  • Applicants applying in person at a VAC do not need to present a Biometric Instruction Letter.

    Nationals from Europe, Africa and the Middle East and those who are already biometrics required from Asia and the Americas only need to provide biometrics once every 10 years for temporary resident visa, study or work permit applications. However these permanent resident applicants will need to give biometrics regardless of whether they gave biometrics in the past.

Step 1 :

Review information on visitor visa, study permit or work permit requirements on the IRCC website and download the appropriate application forms and checklist relevant to the purpose of your visit.

Find out if you need to give your biometrics.

Step 2

If you are unable to provide all the supporting documents as mentioned in the official IRCC document checklist, you are required to fill out and sign the waiver form and attach it with your application form.

Failure to provide a completed and signed waiver form may result in additional delays or refusal of your application for a visa, permit or travel document.

Step 3 :

Fill out the application form and other relevant documents electronically and print. Forms (including the barcoded sheets) are to be printed on a white, bond quality, nonglossy paper, using a laser printer.

Step 4 :

Read the privacy policy, fill out the CVAC consent form and attach it with your application form.

IMPORTANT: If a completed and signed CVAC consent form is not included with the application, we will not be able to assist you, and will be obligated to return the application to you.

Step 5 :

Pay visa fees and biometric fee, if required, as per instructions in the -IRCC fee list.

IMPORTANT: If your application is received without the correct payment for visa fees, we will not be able to assist you and your application will be returned to you. .

Step 6 :

Visit your local Canada Visa Application Centre (CVAC) and make sure you bring your passport, photographs, completed forms and all supporting documents as per checklist and IRCC fee instrument. Applicable CVAC service charges will be levied.

Important Note: If you need to give your biometrics, the CVAC will collect your biometrics at the same time you submit your application. DO NOT submit your application by mail to this CVAC.

Step 7 :

Once you are at CVAC, Pay for CVAC service charges, hand your complete application and obtain a receipt. This receipt contains your unique tracking number which you will need to track the progress of your application online.

Important Note: If you need to provide biometrics, your $85 CAD biometric fee covers the CVAC service charge for application handling.

Mail Your Application

Note: Effective 31 July 2018, you may need to give your fingerprints and photos (biometrics) at a Visa Application Centre when you apply for a visitor visa, study or work permit, or permanent residence if you are a national of a country or territory in Europe, the Middle East or Africa, or if you are a national of a country that is already biometrics required. Visit Canada.gc.ca/biometrics for more information

Step 1 :

Review information on visitor visa, study permit or work permit requirements on the IRCC website and download appropriate application forms and checklists based on the purpose of your visit.

Step 2 :

Fill out the application form and other relevant documents electronically and print.

Forms (including the barcoded sheets) are to be printed on a white, bond quality, non-glossy paper, using a laser printer.

If you are unable to provide all the supporting documents as mentioned in the official IRCC document checklist, you are required to fill out and sign the waiver form and attach it with your application form.

Failure to provide a completed and signed waiver form may result in additional delays or refusal of your application for a visa, permit or travel document.

Step 3 :

Read the privacy policy, fill out the CVAC Consent Form and attach it with your application form.
Important: If a completed and signed CVAC consent form is not included with the application, we will NOT be able to assist you, and your application will be returned to you.

Step 4 :

Pay visa fees for each applicant and biometric fee, if required, as per instructions in the Canadian Visa office website.
Important: If your application is received without the correct payment for visa fees, we will not be able to assist you and your application will be returned to you.

Step 5 :

Pay the required CVAC Service Charge and any fees for additional CVAC services, as per the instructions provided on the CVAC website in the services and service charge schedule section. The payment for applications mailed in from outside Kenya will be through a swift transfer of funds to the CVAC account details below

VFS Global Kenya limited account details
Account name: VFS (Kenya) Limited
Country: Kenya
Currency: Kenya Shilling
Bank Name: Barclays Bank
Branch: Barclays Plaza
Street: Loita Street - Nairobi
Bank Account No. 2037342214
IBAN No. 2037342214
SWIFT: BARCKENX
Chips UID/Sort code: 03
Correspondence bank account details
Corr. Bank Name: Barclays New York
Town / Street: New York
Country: USA
SWIFT: BARCUS33

Payer: (Name, date of birth, passport number, contact number, address), Type of visa, service charge, and any optional service fee.
The fees should be paid per applicant.

IMPORTANT: If your application is received without the correct payment for visa fees and CVAC service charges, we will NOT be able to assist you and your application will be returned to you.

Step 6 :

Arrange forms and documents according to the IRCC checklist.

Step 7 :

Complete and sign the CVAC Mail-in Application Checklist, make sure you include it along with the application(s)..

Step 8 :

Decide how you want your documents to be returned to you.
Document collection or delivery after processing of your application by the Canadian Visa Office:

  1. If you have opted for collection of your documents in person or through an authorized representative, you will receive an email notification advising you to collect your documents from the CVAC.
  2. If you have opted for return of documents through courier or through a self-addressed prepaid envelope, the CVAC shall courier the documents upon receipt from the Canadian Visa Office.

Step 9 :

Courier your completed and signed application forms, supporting documents, and checklists, along with the CVAC consent form, your original passport, photographs, proof of visa and service fee paid in a sealed envelope to
Canada Visa Application Centre
Parkfield Building, 5th Floor,
Muthangari Drive, Off Waiyaki Way
Opposite Safaricom House, Westlands.
P.O. Box 25180 00100
Nairobi, Kenya.

Step 10 :

Once you have mailed your application, please forward the courier details along with Air way bill number, courier company name and date of courier to info.canken@vfshelpline.com

Step 11 :

Track your delivery with the postal or courier company used to submit your application(s) to the CVAC

Step 12 :

Wait to receive the email notification from the Canada Visa Application Centre providing you your application tracking ID or email notification highlighting any deficiencies in the application (in case the application is not complete or has errors).

You should expect to receive this tracking email ID within 2 working days from the date the application is received at the Canada Visa Application Centre.

Step 13 :

If you do not receive a tracking email ID within 2 working days please do not hesitate to let us know. When writing to us, please ensure you provide the following information:

Your full name

Contact details

Airway bill number / consignment number and the courier you used

Date of dispatch of your application

NOTE: In the event that your application is not complete, the CVAC will send you an email to let you know about any deficiency(ies) in your application. Please ensure you provide all necessary documents to the Canada Visa Application Centre within 5 working days from the date the email is sent. Should you fail to provide the required documents within 5 working days, the CVAC will return your application.

Please check the “Useful and Important Links“ section of this website. Processing times for postal applications take longer due to the period that they are in transit to and from the Canada Visa Application Centre

It is the Applicant’s responsibility to check the details of the visa issued to ensure that it is valid for the date of proposed entry to Canada, the number of entries required, and for the purpose of the trip. This should be done immediately after collection of your passport. Please note that the validity period and number of entries is determined solely by the visa office and may differ from what was requested in your application.

Incomplete applications or applications with insufficient funds will not be processed and shall be returned. All the applicants are requested to remove their passport covers/ leather pouches before sending their passports along with their visa applications. Our office will not be responsible for lost/misplaced passport covers

Frequently Asked Questions (FAQs):

  • What if my application is incomplete?

    You must send a completed application to the CVAC using the IRCC checklist and other instructions provided in the Mail In procedure.

    If your application is found to be incomplete, the CVAC will send you an email informing you of deficiency (ies) in your application. You must provide all the necessary documents to the CVAC within 5 working days from the date of receipt of the email.

    Or,

    You will be required to provide the CVAC with your written consent to submit the application to the Canadian Visa Office with the deficiencies.

  • What happens to my application if I am unable to provide the required documents as notified by the CVAC?

    • Provide your written consent for the CVAC to submit the application to the Canadian Visa Office with the deficiencies; or
    • Send a prepaid, self-addressed courier envelope to enable the CVAC to return your documents; or
    • Collect your documents from the CVAC in person or through an authorized representative. Please note that in such cases the CVAC service charges are non-refundable.
  • What will happen to my application if I have not followed the visa fee payment instructions or CVAC service charge payment instructions?

    The CVAC will be unable to process your application if the Visa Fee Payment instructions are not followed. The CVAC will contact you to inform you of the discrepancy and will keep your application on hold until they receive a confirmation that the above instructions have been complied with. To avoid delays, you must ensure that the visa fee payment and CVAC service charge instructions are followed prior to sending your application(s) to the CVAC.

  • What can I do if the CVAC does not offer a courier service to return my documents?

    The CVAC service charge schedule on the CVAC website indicates whether a courier service is available or not. If the CVAC does not offer such a service, you must include a prepaid, self-addressed courier envelope along with your application(s). Please note that if you are sending multiple applications and a single courier envelope, the CVAC will be able to courier only the documents for processed applications. You will be asked to send additional courier envelope to courier the documents for any remaining application(s) which is still under process. Alternatively you may choose to pick up the documents from the CVAC in person or through an authorized representative.

  • What should I do if I don’t receive any tracking email ID or information on my application within 5 working days from the receipt of my application(s) at the CVAC?

    Please send an email to info.canken@vfshelpline.com along with the following information and the CVAC will contact you within 2 working days after receiving your email:

    • Your full name
    • Your full address
    • Your telephone number with area code
    • Airway bill number/consignment number and date on which the application was couriered

    Note: You must not include any personal information other than as specified above.

  • How can I track my application?

    Once the CVAC receives your application and confirms that it is complete and ready for processing by the Canadian Visa Office, your application is registered in the CVAC System and an email notification is sent to you with your Unique Tracking ID. You can track your application using your Unique Tracking ID;

    • Using the tracking tool on the CVAC website
    • By contacting the Call Centre
    • In person at the CVAC
    • Through Email notification

Submit Your Passport

If you have received notification from the Government of Canada requesting for your passport, you may submit it through this Canada Visa Application Centre. With your passport, make sure you include:

  • The passport request letter from IRCC
  • The applicable visa application centre (VAC) fees, specifically passport transmission fees
  • Your contact information including your email, phone number and return address
  • The VAC consent form

How to submit your passport:

Once you receive notification from the Government of Canada requesting your passport, you can submit the passport (s) and above requirements:

  1. In person/ through an authorized representative at the CVAC
  2. Or,

  3. By courier/mail to the CVAC address mentioned on the ”Contact Us” page.

To retrieve your passport (s), you have the choice of;

  1. Picking up the passport in person/authorized representative from the CVAC or;
  2. Sending a prepaid self-addressed courier return envelope along with your passport and request letter

The Passport Transmission Services offered by the CVACs will enable you to;

  1. Get your passport delivered to the CVO in a timely and safe manner.
  2. Track the status of your passport by using the Tracking tool on the CVAC website