HOW TO APPLY

Submit Your Application In-Person

Apply for a study permit, work permit, visitor visa (temporary resident visa) or travel document for permanent residents.

Note: 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.

If you need to provide your biometrics, the CVAC will collect your biometrics at the same time you submit your application. DO NOT submit your application by mail

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. Please refer to the Step 1. Prepare Your Application page to obtain details on visas/permits.

Note: 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. 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 2 :

Fill out the application form and other relevant documents electronically and print. You will need to validate, print out and sign your visa application form. Forms (including the barcoded sheets) are to be printed on a white, bond quality, non-glossy paper, using a laser printer.

Important Note: Please inspect your printed form to confirm that barcodes appear on the last page (page 6 of 6). Insert the barcode sheet on the top of the all forms. The barcodes should appear clear and be free of any distortions smudges or fading otherwise it may slowdown the application process.

Notes for Visitor Visa/Study Permit/Work Permit applicants:

  • Please be sure to mention your employment experience for the past 10 years in your application; if you are a pensioner, please mention employment experience for 10 years prior to your retirement. If the present fields are not enough, please fill out and print a separate page 3 of the form. Do not leave gaps: if you were not working for some period, please mention it.
  • In your Family Information Form please be sure to mention all the required information: name, surname, date of birth, country of birth, current address and occupation of each person mentioned in the form; if the relative is deceased, please mention place and date. If you cannot provide any information on any relative, please mention N/A.
  • For citizen of Ukraine: Please be sure to include copies of your passport of citizen of Ukraine (internal passport) – bio page with picture(s), family status, residing place, and all other pages with a stamp from the authorities.

Step 3 :

Read the privacy policy, fill out and sign the VFS Consent Form and the Personal Data Information Agreement and attach them with your application form.

Important: if a completed and signed VFS Consent Form and the Personal Data Information Agreement are not included with the application, we will NOT be able to assist you, and your application will be returned to you.

Step 4 :

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 instructions. Applicable visa fees (and biometric fee, if required) and service charges will be levied.

Please ensure that you check closure dates and read the security regulation notices before you visit the Canada Visa Application Centre.

Step 5 :

Once you are at CVAC, hand your complete application, obtain a receipt and pay the visa fees and service charges. 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.

Applicants are requested to make a note that the Immigration Section of the Embassy of Canada does not accept applications or passports mailed directly to the Embassy of Canada in Ukraine, either through regular mail or courier service. Neither does the Immigration Section accept applications or passports delivered in-person to the Embassy. All passports and documents must be submitted through one of our Visa Application Centres (VAC) in Ukraine.

Applicants may apply online or through one the VACs. Should clients submit an application online, their application will not be processed at a VAC. However, any transmission passports must be done through VAC.

OR

Send your application to the CVAC as per the Mail In procedure.

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

Mail Your Application

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

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. Please refer to the Step 1. Prepare Your Application page to obtain details on visas/permits.

Note: 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. 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 2 :

Fill out the application form and other relevant documents electronically and print. You will need to validate, print out and sign your visa application form. Forms (including the barcoded sheets) are to be printed on a white, bond quality, non-glossy paper, using a laser printer.

Important Note: Please inspect your printed form to confirm that barcodes appear on the last page (page 6 of 6). Insert the barcode sheet on the top of the all forms. The barcodes should appear clear and be free of any distortions smudges or fading otherwise it may slowdown the application process.

Notes for Visitor Visa/Study Permit/Work Permit applicants:

  • Please be sure to mention your employment experience for the past 10 years in your application; if you are a pensioner, please mention employment experience for 10 years prior to your retirement. If the present fields are not enough, please fill out and print a separate page 3 of the form. Do not leave gaps: if you were not working for some period, please mention it.
  • In your Family Information Form please be sure to mention all the required information: name, surname, date of birth, country of birth, current address and occupation of each person mentioned in the form; if the relative is deceased, please mention place and date. If you cannot provide any information on any relative, please mention N/A.
  • For citizen of Ukraine: Please be sure to include copies of your passport of citizen of Ukraine (internal passport) – bio page with picture(s), family status, residing place, and all other pages with a stamp from the authorities.

Step 3 :

Read the privacy policy, fill out and sign the VFS Consent Form and the Personal Data Information Agreement and attach them with your application form.

Important: if a completed and signed VFS consent form and the Personal Data Information Agreement are not included with the application, we will NOT be able to assist you, and your application will be returned to you.

Step 4 :

Acknowledge the visa fees in the IRCC fee list and CVAC service charges in the CVAC Service Charge Schedule.

Pay your visa fee and service charges at any branch of Kredobank in Ukraine. The payment has to be made in cash at the bank counter. There is one payment made for all items: visa fee, service charge and return courier service. The applicant must ensure that all the information mentioned below is stated accurately at the bank counter to make payment for the service charges:

  • Company name - VF Consulting Services LLC
  • Company reg. number – 34796531
  • Company address –, 1A Sportyvna square, “Gulliver” Centre, 8th floor, Kiev, 01001 Ukraine
  • Bank name – Kredobank
  • Account number – 26009031004161
  • Sort code – 325365
  • Payment designation: "Visa fees and consultancy service charge for Canadian visa processing of “First Name” “Last Name” “Passport No.” (For example: John Smith AA 000000)"

Important: Please note that you have to pay the Passport Transmission charge only when you have received a letter from IRCC or Visa Office requiring your passport for decision. In this case you do not have to pay the main service charge. 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 5 :

Arrange forms and documents according to the IRCC checklist.

Step 6 :

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

Step 7 :

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:

  • If you have opted for collection of your documents in person or through an authorised representative, you will receive an email notification advising you to collect your documents from the CVAC. Please track your application to make sure you can collect your passport.
  • If you have opted for return of documents through courier, the CVAC shall courier the documents upon receipt from the Canadian Visa Office. Please click here to view the list of cities where the delivery is possible. Please note that there are Courier Charges applicable for this service. Click here for details.
  • You may opt for return of documents through a self-addressed prepaid envelope and include a waybill properly filled. Please note that the courier agent should present his passport and his personal company ID while collecting your passport for delivery from the CVAC.

Step 8 :

Turn to any courier company (please be aware that you have to pay to this courier company for the delivery service) to send your application in a sealed envelope to one of the CVAC addresses mentioned on our Contact Us page, including:

  • Your completed and signed application forms and checklists,
  • Other documents required by the local Canadian Visa Office,
  • Your passport and photographs,
  • Bank Payment Receipts,
  • Completed and signed VFS Consent Form and the Personal Data Information Agreement,
  • Return delivery address, contact phone and email mentioned on a sheet of paper

Note: Please do not include cash into the package. If cash is found to be included, your application will not be processed and your package will be returned to sender.

Step 9 :

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

Step 10 :

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

You may also opt for Short Messaging Service (SMS) to track your application status. Please refer to the CVAC Service Charge Schedule to check for availability of SMS, related charges and payment instructions.

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 including a waybill properly filled to enable the CVAC to return your documents. Please note that the courier agent should present his passport and his personal company ID while collecting your passport for delivery from the CVAC; or
    • Collect your documents from the CVAC in person or through an authorised 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 authorised 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.canukr@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(s) along with the copy of passport request letter may be submitted through Canada Visa Application Centre of your choice.

Important: Read the privacy policy, fill out and sign the VFS Consent Form and the Personal Data Information Agreement and attach them with your passport and IRCC request letter.

If a completed and signed VFS consent form and the Personal Data Information Agreement are not included with the passport and IRCC request letter, we will NOT be able to assist you, and your application will be returned to you.

With your passport(s), you include:

  1. The passport request letter you received from IRCC
  2. Any applicable visa application centre (VAC) fees, such as passport transmission fees, courier fees, etr.
  3. Your contact information, including your email, phone number and return address
  4. The VAC consent forms.

How to submit your passport

Once you receive notification from the Government of Canada requesting your passport, you can submit the passport (s), the IRCC request letter and completed and signed VFS Consent Form and the Personal Data Information Agreement:

  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 from the CVAC
  2. or;

  3. Requesting return of passport by courier

Please note that there will be a Passport Transmission 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.

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