VFS Global appointment refund processing delays

Schengen Visas
1

Hi everyone, hoping for some insight here. I booked a Schengen visa appointment for the Netherlands through VFS Global but had to cancel it last minute because our team’s game schedule changed unexpectedly.

I followed the cancellation procedure on their portal five days before the scheduled date, so technically I should be eligible for a refund. The confirmation email stated it would take up to 15 working days, but it has now been over a month and the status just says “Processing”.

Has anyone else dealt with this specific delay? I am trying to figure out if this is standard lag or if my request is lost in the system. Recovering these funds is important before we book the next leg of the tour. Any advice would be a great team effort.

2

Realizing this is likely not an issue with your specific application but rather a systemic delay, I thought I would share the regulatory reality here.

3

I filed a similar request following a cancelled trip to Berlin.

4

Yeah, this is pretty common with VFS. Refunds often take much longer than the stated 15 working days — a month or even more isn’t unusual.

“Processing” usually means it’s not lost, just stuck in their finance queue.

What actually helps:

  • reply to the original confirmation email

  • or open a ticket via their contact form with your reference number

  • if paid by card, some people also nudge their bank after 30+ days

Most cases do get refunded eventually, but VFS timelines are more “guidelines” than reality.

5

Has anyone from the Mumbai or South Asia region actually managed to get a refund without emailing the CEO’s office?