HOW TO APPLY

Submit Your Application In-Person

Step 1 :

Read complete information on the visa/permit requirements on the IRCC website and download the appropriate application forms and checklist relevant to the purpose of your visit.

As of 4 September 2013, you may need to give your biometrics (fingerprints and photograph) when applying for a visitor visa, study permit or work permit. Find out if you need to give your biometrics.

Step 2 :

Fill out the application form and other relevant documents

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 the 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 VFS consent form and attach it with your application form.

Important: If a completed and signed VFS Global 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 and biometric fee, if required, as per instructions in the IRCC website.

Please note that when submitting application via the CVAC, in person or by mail, visa fees must be paid in addition to CVAC (VFS Global) service charge.

Step 5 :

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

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 6 :

Once you are at CVAC, pay the 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.

Note:

We cannot accept hand-written application forms. Please bring all printed-out application forms made online with you.

If you are foreigner outside Japan, you need to submit a copy of residence card or alien registration card.

If documents are written in other than English or French, they must be translated in English or French. We strongly recommend you to translate them through the translation company. In addition, we need a certificate of the translation company you ask for.

You need a photocopy of your passport when you pick up your passport at the Canada Visa Application Centre. We recommend you to make a photocopy your original passport before you submit your application form.

Mail Your Application

As of 4 September 2013, you may need to give your biometrics (fingerprints and photograph) when applying for a visitor visa, study permit or work permit. Find out if you need to give your biometrics.

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

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 the 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 VFS consent form and attach it with your application form.

Important: If a completed and signed VFS 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 as per instructions in the IRCC 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:

To pay service charge and charge for any optional services as per the Service Charge Schedule provided on the CVAC Website, please include the correct amount of cash in a Cash registered mail and send to “Canada Visa Application Centre” along with your application. The following form of payments is not accepted: Internet banking, cheque, postal money order, credit card, etc.,

Charge Schedule for Document Submission by Courier (Example)

  1. For applicants who do not require a visa counterfoil in their passports and who therefore do not need to submit their passports:
    9,050 JPY (Service Charge for Application Processing) only
  2. For applicants who require a visa counterfoil in their passports and who therefore need to submit their passports:
    9,050 JPY (Service Charge for Application Processing) + 1,955 JPY (Service Charge for Courier Delivery of Applications) = 11,005 JPY
  3. For applicants using Passport Transmission Service:
    7,240 JPY (Service Charge for Passport Transmission Service) + 1,955 JPY (Service Charge for Courier Delivery of Applications) = 9,195 JPY

Important: If your application is received without the correct payment for 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 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.

Procedure for 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:

Visit your nearest Japan Post Office branch to get courier slip of “Haitatsu jikantai shitei yubin with registered mail”. In order to receive your passports by Japan Post “Haitatsu jikantai shitei yubin with registered mail”, you must include:

Self-addressed information clearly written:

Receiver information:

  • Your complete name
  • Your complete physical address (Postal code)
  • Your phone number

Note: We will only return passports through Japan Post “Haitatsu jikantai shitei yubin with registered mail”. Self-addressed airway bills from other courier companies will be returned back unused.

Step 10:

Mail in or courier your completed and signed application forms and checklists, VFS consent form, along with your passport, photographs, Japan Post “Haitatsu jikantai shitei yubin with registered mail” courier slip, and payment (Visa fee remittance receipt and applicable service charges in cash) in a sealed envelope by Japan Post registered mail called “GENKINKAKITOME” to

Canada Visa Application Centre,
SANKI Shiba Kanasugibashi Bldg 4F, 1-4-3 Shiba, Minato-ku, Tokyo, 105-0014.

Note: You do not need to place stamps on Japan Post “Haitatsu jikantai shitei yubin with registered mail” courier slip. You also do not need to send us a return envelope with your documents.

Step 11:

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

Step 12:

You will receive an email notification containing your application tracking ID from the CVAC within 2 working days of receipt of your application.

Step 13:

Please note that for security reasons each passport will be sent to you in a separate envelope.

Step 14:

Please check the “Processing time” 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.

Step 15:

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.

Step 16:

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. VFS will not be responsible for lost/misplaced passport covers.

Note:

There is no need to submit an original passport until requested to do so. If you are a citizen of a TRV-exempt country, you do not need to send your passport. Your letter of introduction for the Port of Entry will be sent to you via your email account.

Please do not include courier service fee if you are not required to send your passport.

If you require a visa to enter Canada, when your application for a study permit has been reviewed and your passport is required for a final assessment of your application, you will see a passport request message in your email account.

We cannot accept hand-written application forms. Please bring all printed-out application forms made online with you.

If you are foreigner outside Japan, you need to submit a copy of residence card or alien registration card.

If documents are written in other than English or French, they must be translated in English or French. We strongly recommend you to translate them through translation company. In addition, we need a certificate of translation company you ask for.


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?

    Your application will be returned using the courier charges paid by you.

    Alternatively, you may choose one of the following options:

    • 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.cajp@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
    • By opting for SMS where available.
    • Through Email notification

Submit Your Passport

If you have received notification from the Government of Canada requesting your passport, your passport along with the request letter may be submitted through this Canada Visa Application Centre as applicable to your current location.

Please note that there will be a Service Charge for the above services. Courier charges where applicable are separate from the Service Charge applicable for Passport Transmission Services. The details can be obtained here.

With you passport(s), make sure you include:

How to submit your passport:

  1. In person/ through an authorized representative (authorization letter and the representative’s ID with photo) at the CVAC as applicable to your current location
  2. By courier/mail to the CVAC address mentioned on the ‘Contact Us’ page.

To retrieve your passport, you have the choice of;

  1. Picking up the passport in-person, or through an authorized representative(an authorized letter, ID and a copy of ID with a photo of a representative) at the CVAC

    You need a photocopy of your passport when you pick up your passport at the Canada Visa Application Centre. We recommend you to make a photocopy your original passport before you submit your application form.

    7,240 JPY (Service Charge for Passport Transmission Service)

  2. Opting delivery service by courier

    7,240 JPY (Service Charge for Passport Transmission Service) + 1,955 JPY (Service Charge for Courier Delivery of Applications) = 9,195 JPY

    Note: You also do not need to send us a return envelope with your documents. Any charges for services are non-refundable and send the correct amount of the payment.

    Visit your nearest Japan Post Office branch to get courier slip of “Haitatsu jikantai shitei yubin with registered mail”. In order to receive your passports by Japan Post “Haitatsu jikantai shitei yubin with registered mail”, you must include:

    Self-addressed information clearly written:

    Receiver information:

    • Your complete name
    • Your complete physical address (Postal code)
    • Your phone number

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

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

SUBMIT YOUR PR DOCUMENTS

If you have received notification from Government of Canada requesting you to submit additional documents for your existing Permanent Residence Application, such documents maybe submitted through the Canada Visa Application Center. Please note that applicable service charge will be levied, details of the applicable service charges can be obtained here.

How to submit your PR documents:

Once you received notification from Government of Canada requesting for additional documents for your Permanent Residence application, you have the option to;

  1. Submit in Person or through an authorized representative (authorization letter and the representative’s ID with photo) at the CVAC.
  2. By courier/mail to the CVAC address as mentioned on Contact Us page.

Please ensure to:

  1. Print the document request letter received from Government of Canada
  2. Produce all required documents listed in the document request letter.
  3. Download and print this checklist as applicable to your existing PR application.

  4. Include the signed checklist when submitting the documents to the VAC.

The PR Document Transmission Service offered by the CVACs will enable you to:

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

    • We strongly advise you to read the attached privacy policy and to complete and sign the VFS Consent Form.
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