Who Does What in the Visa Process?

Visa officer reviewing documents at embassy desk during visa application process

Visa applications can be overwhelming when you hear terms like embassy, consulate, VFS, and visa consultant used interchangeably. Understanding their roles is the first step to a stress-free travel experience. At BTW Visa Services, we simplify the process—ensuring your application is accurate, compliant, and well-prepared before it even reaches the embassy or consulate.

Understanding the Roles in the Visa Process

1. Embassy

The embassy is a country’s official diplomatic mission, usually located in the capital (e.g., the German Embassy in New Delhi).

• It handles high-level diplomatic matters and oversees major visa categories, including long-term stays and policy-based applications.

• Often, the embassy makes the final decision on whether your visa is approved or denied.

2. Consulate

A consulate functions as a regional branch of the embassy, often found in metro cities (e.g., the French Consulate in Mumbai).

• It handles short-term visas like business, tourism, and student categories.

• Consulates process day-to-day applications and forward them to the embassy if needed.

3. VFS (Visa Facilitation Services)

VFS Global is a third-party service provider working with multiple embassies and consulates.

• It collects your application, documents, and biometrics.

• VFS does NOT decide on visa approval—it simply facilitates the process and sends your application to the consulate or embassy.

4. BTW Visa Services

That’s where we come in. As your visa consultant, we ensure you don’t make costly mistakes. Our services include:

• Selecting the right visa type for your purpose

• Preparing and reviewing all documentation as per embassy requirements

• Booking VFS appointments and ensuring correct submissions

• Advising on compliance to avoid delays or rejection

• Managing group/MICE visas for corporate delegations

• Providing urgent or fast-track support where available

In short, we make your application error-free before it ever reaches VFS or the embassy.

Simple Flow: BTW Explains

1. You consult BTW Visa Services – We guide you on the right visa type.

2. We prepare your application – All documents reviewed and ready.

3. Appointment booked at VFS – For biometrics and submission.

4. VFS forwards your application – To the consulate or embassy.

5. Embassy/Consulate makes the decision – Approve or deny.

VFS delivers your passport – Decision communicated.

FAQ's

1. What’s the difference between an embassy and a consulate?

An embassy is the main diplomatic mission located in a country’s capital, while a consulate is a regional office that handles visa applications and citizen services.

2. Does VFS approve or reject visas?

 No. VFS only collects and forwards applications. The embassy/consulate makes the final decision.

3. Why do I need a visa consultant like BTW Visa Services?

We ensure your application is error-free, embassy-compliant, and well-prepared, saving you time and reducing the risk of rejection.

4. Can you help with urgent or group visas?

Yes. We specialize in fast-track processing and MICE (Meetings, Incentives, Conferences, Exhibitions) group applications.

5. How long does the visa process take?

It depends on the country and category, but we help you plan your timeline with the latest processing updates.

Contact Information

📧 Email: info@btwvisas.com 

🌐 Website: www.btwvisas.com 

📍 Offices: Pune | Mumbai