HOW TO APPLY
Submit Your Application In-Person
Important Note:
Effective 03 November 2018, prior appointment is mandatory for Biometric Enrolment at the Canada Visa Application Centre (CVAC) in Japan. Depending on your nationality, you may already need to give biometrics.
Since July 31, 2018 – applicants from Europe, Middle East and Africa
Starting December 31, 2018 – applicants from Asia, Asia Pacific and the Americas
To find out if you need to give biometrics, please visit http://www.cic.gc.ca/english/visit/biometrics.asp
Please note that appointments are mandatory in order to enroll biometrics at the Visa Application Centre. A planned visit with a preferred time slot at the Visa Application Centre guarantees prompt service thus eliminating longer waiting time resulting in inconvenience.
- Applicants requesting emergency appointments for the purpose of biometric collection may do so provided suitable proof of the emergency is presented at the time of the appointment. Suitable proof may include a note or other documentation from an official. Please note that this proof only needs to be presented and will not be collected by the VAC, and that this will provide an emergency biometric appointment but not affect IRCC’s processing time for the application. For any further information or questions, the Contact Centre is able to assist with any inquiries.
- Please click here to Schedule an Appointment
Please note, for the sole purpose of scheduling appointment VFS Global will collect Personal Information from the applicant. A consent form to this regard will be required from the applicant.
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 countries that require a visa 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.
- It is advised that you keep your hands henna-free at the time of your Biometric Appointment to ensure unimpeded biometric enrollment. Non-compliant applicants will be asked to visit the Visa Application Centre with a fresh appointment after 30 calendar days. Kindly adhere to this requirement to avoid delays and multiple visits to the centre.
Two ways of submitting visa application to Canada
Paper Application
Step 1 :
Read complete information on the visa/permit requirements on IRCC website and download the appropriate application forms and checklist relevant to the purpose of your visit. Please refer to the “ Prepare Your Application” page to obtain details on visas/permits.
Step 2 :
Fill out the application form electronically Completed Forms (including the barcoded sheets) are to be printed on a white, bond quality, non-glossy paper, using a laser printer.
Please ensure that 2D barcode is printed clearly and on high quality paper. Downloaded and hand-written forms will not be accepted.
If an applicant is unable to complete a paper application by themselves and require assistance to do so, they can avail VFS Global’s chargeable Assisted Service – Paper Application, at the Visa Application Centre. Service is available for both biometric and non-biometric applicants.
Applicants will be required to complete a Visa Application Centre consent form for Assisted Service – Paper Application.
Using the centre’s self-service workstation, the staff will provide assistance in filling out the paper application form by transcribing the applicant’s responses and entering the data accordingly. Applicants are requested to check the accuracy of the transcribed data before signing the application form.
If you prefer to fill out the form at the Visa Application Centre, our self-service workstation is available at an hourly charge.
Please visit the Additional Service page for more information.
Step 3 :
Complete supporting documents as per the IRCC document checklist relevant to the visa category
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 a waiver form and attach it with your application. Please note, failure to provide the requested documents as stated in the IRCC document checklist may result in additional delays or refusal of your application for a visa, permit or travel document.
Read the Privacy Policy, fill out the VFS Global Consent Form and attach it with your application.
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.
Step 4 :
- Pay the Government of Canada Fee and biometric fee (if required) as per instructions on the IRCC website Pay your fees
Step 5 :
If you are NOT REQUIRED to submit biometrics, visit your local Canada Visa Application Centre along with your passport, photographs, completed forms, the Government of Canada Fee, and all the supporting prelisted in the IRCC document checklist. Applicable Visa Application Centre service charges for package transmission and Assisted Service – Paper application will be charged to you at the time of the application submission.
If you are REQUIRED to submit biometrics, prior appointment is mandatory for biometric enrolment.
Please note that appointments are mandatory in order to enrol biometrics at the Visa Application Centre. A planned visit with a preferred time slot at the Visa Application Centre guarantees prompt service thus eliminating longer waiting time resulting in inconvenience.
Important Note: If you need to give your biometrics, the biometric fee of CAD85 covers the Canada Visa Application Centre service charge for Package Transmission. Charges for additional services are not included
Step 6 :
On your appointment date (if applicable), please arrive at the Visa Application Centre with the appointment letter 15 minutes prior to the scheduled time.
Please bring your completed and printed application forms, supporting documents, Government of Canada fee payment receipt, original passport and two copies of the passport bio data page.
If you are not required to submit biometrics, please visit the Visa Application Centre during business hours.
Once you are at the CVAC, your application and biometric (if applicable) will be collected. Pay the applicable Visa Application Centre service charges 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 CAD85 biometric fee covers the Canada Visa Application Centre service charge for application handling.
E-Application
Important Note:
Effective 03 November 2018, prior appointment is mandatory for Biometric Enrolment at the Canada Visa Application Centre (CVAC) in Japan. Depending on your nationality, you may already need to give biometrics.
Since July 31, 2018 – applicants from Europe, Middle East and Africa
Starting December 31, 2018 – applicants from Asia, Asia Pacific and the Americas
To find out if you need to give biometrics, please visit http://www.cic.gc.ca/english/visit/biometrics.asp
Please note that appointments are mandatory in order to enroll biometrics at the Visa Application Centre. A planned visit with a preferred time slot at the Visa Application Centre guarantees prompt service thus eliminating longer waiting time resulting in inconvenience.
- Applicants requesting emergency appointments for the purpose of biometric collection may do so provided suitable proof of the emergency is presented at the time of the appointment. Suitable proof may include a note or other documentation from an official. Please note that this proof only needs to be presented and will not be collected by the VAC, and that this will provide an emergency biometric appointment but not affect IRCC’s processing time for the application. For any further information or questions, the Contact Centre is able to assist with any inquiries
- Please click here to Schedule an Appointment
- It is advised that you keep your hands henna-free at the time of your Biometric Appointment to ensure unimpeded biometric enrollment. Non-compliant applicants will be asked to visit the Visa Application Centre with a fresh appointment after 30 calendar days. Kindly adhere to this requirement to avoid delays and multiple visits to the centre.
Step 1:
Complete instructions on how to submit a visa application via E-Application can be found on the IRCC website “ Apply Online”.
Applicants who are REQUIRED to submit biometrics after successfully submitting an E-Application will receive a notification in a form of a Biometric Instruction Letter (BIL). Upon receipt of the BIL, you will be required to visit the Visa Application Centre to submit biometrics.
Step 2:
If you are REQUIRED to submit biometrics, prior appointment is mandatory for biometric enrolment.
Once an appointment is scheduled, an appointment letter will be generated along with a reference number.
The appointment letter will provide details of the date, time and location of the appointment, along with other relevant information regarding security at the centre, additional services, etc.
If you are NOT REQUIRED to submit biometrics, please wait for the decision of your application and check your MyCIC account for further instructions.
Step 3:
On the date of your appointment (if applicable) please arrive at the centre 15 minutes prior to your appointed time.
Please bring your original passport, appointment letter, and Biometric Instruction Letter.
Upon completion of biometric enrolment, you will be provided a receipt confirming that your biometric has been collected at the Canada Visa Application Centre.
Step 4:
Once a decision has been taken on your visa application, you will be notified via email to submit your passport through a Passport Request Letter. If you are unsure of emails from IRCC getting delivered to you, please check your my CIC account periodically for updates.
Upon receipt of the Passport Request Letter, please submit your original passport, along with the Passport Request Letter, at the Visa Application Centre.
For complete guidance on how to submit passport and other documents, please click here
Mail Your Application
Read the complete information on the visa/permit requirements on the IRCC website and download the application form and checklist relevant to the purpose of your visit. Please refer to the “VISA TYPES” page to obtain details on visa/permit categories.
Important Note:
Effective 03 November 2018, prior appointment is mandatory for Biometric Enrolment at the Canada Visa Application Centre (CVAC) in Japan. Depending on your nationality, you may already need to give biometrics.
Since July 31, 2018 – applicants from Europe, Middle East and Africa
Starting December 31, 2018 – applicants from Asia, Asia Pacific and the Americas
To find out if you need to give biometrics, please visit http://www.cic.gc.ca/english/visit/biometrics.asp
Please note that appointments are mandatory in order to enroll biometrics at the Visa Application Centre. A planned visit with a preferred time slot at the Visa Application Centre guarantees prompt service thus eliminating longer waiting time resulting in inconvenience.
If you opt to Mail-In your application, please ensure that the Application package includes:
- Completed applicable forms
- Checklist
- Supporting documents and a copy of the passport bio data page
- Proof of payment for Government of Canada Fee and biometric fee (if required)
Visa Application Centre service charge(s) in the form of a cash with the cash register mail by Japan Post
- It is advised that you keep your hands henna-free at the time of your Biometric Appointment to ensure unimpeded biometric enrollment. Non-compliant applicants will be asked to visit the Visa Application Centre with a fresh appointment after 30 calendar days. Kindly adhere to this requirement to avoid delays and multiple visits to the centre.
- If you are mailing in your application package to a Visa Application Centre, please use the biometric validity tool to check if you are required to enroll biometrics at a VAC (Click here).
- Once you receive a notification to enroll biometrics, please ensure you schedule and appear for an appointment within 10 working days at the same VAC where you have mailed your application
- If you have mailed in your paper application package to a visa application centre and have received a notification to schedule an appointment for Biometrics, please ensure to schedule and appear for appointment within 10 working days at the same VAC where you have sent your application.
Kindly use the validity tool to confirm if you are required to submit biometrics
Step 1 :
Read the complete information on the visa/permit requirements on IRCC website and download the application form and checklist relevant to the purpose of your visit. Please refer to the “ Prepare Your Application” page to obtain details on visas/permits
Step 2 :
Fill out the application form electronically. Completed forms (including the barcoded sheets) are to be printed on a white non-glossy quality bond paper using a laser jet printer. Please ensure that 2D barcode is clearly printed and on high quality paper. Downloaded and hand-written forms will not be accepted.
Complete supporting documents as per the IRCC document checklist relevant to your visa category.
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 a waiver form and attach it with your application. Please note, failure to provide the requested documents as stated in the IRCC document checklist may result in additional delays or refusal of your application for a visa, permit or travel document.
It is recommended that you provide supporting documents as listed on the official IRCC document checklist, failure to do so may result in additional delays or refusal of your Visa, Permit, or Travel Document application.
If you are unable to provide all the supporting documents as mentioned in the checklist, you are required to fill out and sign the waiver form and attach it to your application.
Step 3 :
Read the Privacy Policy, fill out the VFS Global 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 pending until the VFS Global Consent Form is completed and submitted.
Step 4 :
Pay the Government of Canada and biometric fees (if required) as instructed on the IRCC website Pay your fees
Step 5 :
Pay required Canada Visa Application Centre Service Charge, and any additional CVAC services fees, as per the Service Charge Schedule provided on the Canada Visa Application Centre Website.
If you are NOT REQUIRED to submit biometrics, applicable Visa Application Centre service charges for package transmission and Assisted Service – Paper Application must be paid over and above the charges for any optional services availed at the Canada Visa Application Centre.
Payment Instructions for VFS Global Service Charges:
- VFS Global service charges need to insert applicable charges in cash into cash registered envelope which available at post offices and send it to Canada Visa Application Centre with application documents. The following form of payments is not accepted: Internet banking, cheque, postal money order, credit card, etc.,
Important: If your application is received without the correct payment for Canada Visa Application Centre service charges, we will not be able to assist you and your application will be held pending until the Visa Application Centre service charges are paid.
Note: If you need to provide your biometrics, the biometric fee of CAD85 covers the Canada Visa Application Centre service charge for Package Transmission and Service charges for additional services are not covered.
For the complete list of VAC service charges, please check Service Charge and Service Schedule
Step 6 :
Arrange forms and documents according to the IRCC checklist.
Step 7 :
Complete and sign the CVAC Mail-in Application Checklist, Ensure you include it along with the application(s).
Step 8 :
Choose if you would prefer to have your processed documents sent to you via courier, or returned to the Visa Application Centre to be picked up by you or an authorized representative.
Document collection or delivery after processing of your application by the Canadian Visa Office:
- If you have opted for the 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 Canada Visa Application Centre.
- If you are availing of our courier service your passport will be delivered to your preferred address, Please ensure you clearly indicate the delivery address in your application package. Please note, this service carries an additional charge. To know more, visit our Service Charge Schedule
Step 9 :
Mail in your completed and signed application forms and supporting documents as per checklists, along with a copy of your valid passport, recent photographs, confirmation of the Government of Canada Fee payment, biometrics fee (if applicable) and VFS Global service fee charges into an envelope with Cash-registered mail called “GENKINKAKITOME” and send it to
Canada Visa Application Centre,
SANKI Shiba Kanasugibashi Bldg 4F, 1-4-3 Shiba, Minato-ku, Tokyo, 105-0014.
Note: You also do not need to send us a return envelope with your documents.
Step 10 :
Track your delivery with the postal or courier company used to submit your application(s) to the Canada Visa Application Centre
Step 11 :
You will receive an email notification containing your application tracking ID from the CVAC within two (2) working days of the receipt of your application.
Process at the CVAC for Mail-in applications
- On receipt of the Mail-in application at the Canada Visa Application Centre (CVAC), the application will be recorded on the VFS Global portal, and a tracking and reference number will be generated for the application.
- An auto-email will be triggered, providing a reference and tracking number for the application, or for insufficiency in the application pack, if any. If no email address is provided, you will be contacted via the phone number provided.
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Please note that appointments are mandatory in order to enrol biometrics at the Visa Application Centre. A planned visit with a preferred time slot at the Visa Application Centre guarantees prompt service thus eliminating longer waiting time resulting in inconvenience. You can schedule an appointment here.
- Once an appointment is scheduled, an appointment letter will be generated along with a reference number.
- Incomplete or deficient applications will be kept pending, and applicants will need to submit the missing details/documents within 10 working days. If applicant fails to complete the application within 10 days, the application package will be returned
If the deficiency pertains to an incorrect application form or details therein, the applicant will send a correct and completed application form.
For complete details please check Additional Services offered at the Visa Application Centre.
If the deficiency pertains to Government of Canada fee payment or biometrics fee (if applicable) the applicant has the option to mail-in the correct Government of Canada fee and biometrics fee confirmation receipt generated from the IRCC payment portal to the Visa Application Centre
If the deficiency pertains to Canada Visa Application Centre service charges and additional Service charges, applicant will have the option to mail-in the correct fee payment with a cash register mail, or pay the fee in cash at the Visa Application Centre at the time of the biometrics appointment.
If biometrics is not required, the applicant can either visit the centre him/herself; mail-in the Visa Application Centre.
For complete instructions on how to pay the Visa Application Centre service charge, please check Service and Service Charge Schedule
SUBMIT PASSPORT AND OTHER DOCUMENTS
If you have received a notification from the Government of Canada requesting your passport, you have either :
Applied online as E-app or;
You are a Permanent Resident applicant whose application has been finalized and now requires the passport to be submitted
- Your additional documents and/or passport, along with the request letter issued by the IRCC Office may be submitted through the Canada Visa Application Centre of your choice.
- You go to the same Canada Visa Application Centre where you initially submitted your biometrics AND have not previously submitted additional documents and/or passport to support your current application through that Canada Visa Application Centre.
Information about the “Package Transmission” service charge is here. Please note that the VFS Consent Form must always be provided when using VAC services.
Important Note: If you mail-in your additional documents and/or passport at the Canada Visa Application Centre without the applicable “Package Transmission” service charge (see above) and/or the VFS Consent Form, this will be considered an incomplete mail-in package. You will need to submit the missing Package Transmission service charge within 10 working days. Failure to receive the Package Transmission service charges within 10 working days will result in the package being returned to you.
You can submit your passport:
- In person – Bring your original passport, along with the passport request letter to the Visa Application Centre (VAC). Submitting your passport at the VAC can entail a service charge for Package Transmission (see above).
- Through an authorized representative – Send in your original passport, along with the pre-printed passport request letter and a duly filled VFS Global Consent Form for the authorized representative, to the VAC. Submitting your passport at the VAC can entail a service charge for Package Transmission (see above).
- Mail-in – Send in your passport, your passport request letter, the applicable VAC fees, the VFS Consent Form and your contact information, including your email, phone number and return address to the VAC. Submitting your passport at the VAC can entail a service charge for Package Transmission (see above). This should be paid by cash with a cash registered mail envelope which available at Japan Post offices and send it to CVAC with application documents. Please note that the courier service fee for the return of passports is separate from the Package Transmission fee.
- For complete details on Visa Application Centre service charges please check Service and Service Charge Schedule
Important Note:
In the case of a PR applicant whose application has been finalized and who has been instructed to submit his/her passport, a photograph as per required specifications, and a completed Appendix B might be requested as well. Please check the instructions sent to you for complete information and guidance. Submitting your passport at the Visa Application Centre entails a service charge of package transmission fee (see above).
Please click here for photograph specification as required by IRCC.
Upon completion of the passport submission process you will be provided a receipt in the form of an Invoice-cum-Receipt (ICR), indicating the total amount paid based on additional services availed at the Visa Application Centre. ICR will likewise contain the application reference number and tracking number which can be used to track the application online
In the case of Mail-in passports, ICR will be inserted in the return decision envelope.
Upon return of the passport from the Canada Visa Office to the Visa Application Centre, applicant may either:
- Collect the passport in person at the Canada Visa Application Centre. Bring a valid ID and the receipt issued at the Canada Visa Application Centre at the time of submission.
- Authorize someone on your behalf to collect the passport. To do so please complete the VFS Global Consent Form and ensure that the authorized person brings along valid government issued identification for him/herself and the applicant, along with the receipt issued at the Canada Visa Application Centre at the time of submission.
- Have your passport delivered to your preferred location. Please check Additional Services offered at the Visa Application Centre for applicant convenience.