Group Application Process- Japan - VFS Global

[Pages:2]GROUP APPLICATION PROCESS

EMBASSY OF JAPAN IN SRI LANKA

APPROVAL BY THE JAPAN EMBASSY

Travel agencies may enjoy an easy application process at the VFS Global operated Japan Visa Application Centre (VAC) in Colombo when applying for groups. Granting this special scheme to travel agencies remains the sole authority of the Japan Embassy. The Embassy reserves the right of withdrawing accreditation on any ground and without any notice. Group is defined as 6 or more applicants travelling together at the same time and same itinerary.

To secure this approval, the following documents must be provided by the travel agency to the Embassy: - letter nominating the member of the staff in charge of visa procedure and a substitute, copy of their national identity card and 2 passport-size pictures. An accreditation card will be issued to approve the staff. A maximum of 2 members of staff will be approved: one regular incumbent, one alternative staff.

APPLICATION PROCESS

8am: The approved staff hands over the files to VFS team, along with the visa fees and VFS logistic charges. This time is adjustable and may vary depending on case to case basis.

APPOINTMENT BOOKING

Groups of less than 6 applicants Appointments must be booked through

Groups of 6 applicants or more There is no requirement to book appointments through . A group appointment must be requested by email to VFS team at info.japansl@. The email should contain the following information: - detailed list of applicants (Name, Surname, date of birth, passport number, passport expiry date), - tour details, - itinerary, - dates of travel (inbound and outbound). - Contact details of travel coordinator. Please note that: - Appointments should be requested at least 2 weeks prior to the departure, excluding declared holidays - Appointment will be allocated from 8am onwards. No appointment will be allocated on Monday or Friday for groups of 6+ applicants. VFS will co-ordinate with the group coordinator and facilitate for group submission of visa applications at the VAC.

FILES PREPARATION

To ensure a smooth time at the VAC, files must be perfectly ready to be submitted, prepared according to the appropriate checklist. Submitting sample files prior to the appointment day is strongly advised. Please contact VFS to arrange a meeting. VFS will co-ordinate with the group coordinator and facilitate for group submission of visa applications at the VAC.

In any case, the first file of the group should contain all the collective documentation: - itinerary, - tour details, - insurance if collective - accommodation details, - other group documentation if any.

Every application in the group should be numbered and stamped with the travel agency name. To ease the collection, each envelope may also be stamped.

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