How to Track Your Schengen Visa Application

Tracking your Schengen visa application allows you to monitor its progress and know when your passport is ready for collection. This comprehensive 2026 guide covers everything you need to know about tracking your Schengen visa application as a South African applicant, including online tracking methods, status updates, and what different statuses mean.

Tracking Methods

VFS Global Online Tracking

Method: Track applications submitted through VFS Global

How to Track:

1. Visit VFS Global website
2. Go to "Track Your Application" section
3. Enter your reference number (from application receipt)
4. Enter your date of birth
5. Click "Track"

Information Provided:

• Current application status
• Location of application (VFS Global, embassy/consulate)
• Expected processing timeline
• Collection notification (when ready)

Embassy/Consulate Online Tracking

Method: Track applications submitted directly to embassy/consulate

How to Track:

1. Visit embassy/consulate website
2. Go to visa tracking section
3. Enter your application reference number
4. Enter required information (passport number, date of birth)
5. Click "Track" or "Check Status"

Information Provided:

• Current application status
• Processing stage
• Expected completion date
• Collection notification (when ready)

Email Notifications

Method: Receive email updates on application status

How It Works:

• Automatic email notifications sent to email provided in application
• Notifications sent at key stages (received, processing, ready for collection)
• Check spam folder if not receiving emails

Notifications Include:

• Application received confirmation
• Status update notifications
• Ready for collection notification
• Important updates or requests

SMS Notifications

Method: Receive SMS updates on application status (if opted in)

How It Works:

• Opt in for SMS notifications during application
• Receive SMS at key stages
• May incur SMS charges

Notifications Include:

• Application received confirmation
• Status update notifications
• Ready for collection notification

Phone Inquiries

Method: Call VFS Global or embassy/consulate for status updates

How to Inquire:

1. Contact VFS Global contact center or embassy/consulate
2. Provide application reference number
3. Provide required information (passport number, date of birth)
4. Request status update

Information Provided:

• Current application status
• Processing stage
• Expected completion date
• Collection instructions (when ready)

Application Status Meanings

Application Received

Status: "Application Received" or "Under Review"

Meaning:

• Application has been received and is being reviewed
• Initial document check is in progress
• Application is in queue for processing

What to Do:

• Wait for processing to begin
• No action required at this stage
• Check status regularly for updates

Processing

Status: "Processing" or "Under Processing"

Meaning:

• Application is being processed by embassy/consulate
• Documents are being reviewed
• Background checks may be in progress

What to Do:

• Wait for processing to complete
• No action required unless additional documents requested
• Check status regularly for updates

Additional Documents Required

Status: "Additional Documents Required" or "Document Request"

Meaning:

• Embassy/consulate needs additional documents or information
• Application processing is on hold until documents provided

What to Do:

• Provide requested documents immediately
• Follow instructions in notification
• Submit documents through specified method (online, in person, courier)

Decision Made

Status: "Decision Made" or "Processed"

Meaning:

• Decision has been made on your application
• Passport is ready for collection or being returned
• You'll receive notification when passport is ready

What to Do:

• Wait for collection notification
• Prepare to collect passport
• Check email and SMS for collection instructions

Ready for Collection

Status: "Ready for Collection" or "Passport Ready"

Meaning:

• Passport with visa (if approved) is ready for collection
• You can collect from VFS Global center or embassy/consulate
• Collection instructions provided in notification

What to Do:

• Collect passport as soon as possible
• Bring required documents (ID, receipt, authorization letter if applicable)
• Check visa details when collecting

Dispatched

Status: "Dispatched" or "Sent via Courier"

Meaning:

• Passport has been dispatched via courier (if courier service selected)
• Track courier delivery using tracking number
• Expected delivery date provided

What to Do:

• Track courier delivery
• Be available to receive delivery
• Check visa details when received

Tracking Timeline

Typical Timeline

Day 1-2: Application received, status: "Application Received"

Day 3-5: Processing begins, status: "Processing"

Day 6-20: Processing continues, status: "Processing"

Day 21-30: Decision made, status: "Decision Made" or "Ready for Collection"

Day 31+: Passport collected or received via courier

Peak Season Timeline

Day 1-3: Application received, status: "Application Received"

Day 4-10: Processing begins, status: "Processing"

Day 11-40: Processing continues, status: "Processing"

Day 41-60: Decision made, status: "Decision Made" or "Ready for Collection"

Day 61+: Passport collected or received via courier

Troubleshooting Tracking Issues

Cannot Track Application

Issue: Unable to track application online

Solutions:

• Verify reference number is correct
• Check date of birth matches application
• Try different tracking methods (VFS Global, embassy/consulate)
• Contact VFS Global or embassy/consulate for assistance

Status Not Updating

Issue: Status hasn't updated for extended period

Solutions:

• Check spam folder for email notifications
• Contact VFS Global or embassy/consulate for status update
• Processing may be in progress (normal during peak seasons)
• Be patient - updates may be delayed

Missing Notifications

Issue: Not receiving email or SMS notifications

Solutions:

• Check spam/junk folder
• Verify email address in application
• Contact VFS Global or embassy/consulate to update contact information
• Check phone number for SMS notifications

Reference Number Lost

Issue: Lost application reference number

Solutions:

• Check email for application confirmation
• Contact VFS Global or embassy/consulate with passport number and date of birth
• Provide other identifying information if available

Tips for Effective Tracking

1. Save Reference Number: Keep application reference number safe and accessible

2. Check Regularly: Check application status regularly (daily or every few days)

3. Enable Notifications: Opt in for email and SMS notifications

4. Be Patient: Processing takes time - don't panic if status doesn't update immediately

5. Follow Instructions: Follow any instructions in status updates or notifications

6. Contact if Concerned: Contact VFS Global or embassy/consulate if concerned about delays

7. Keep Receipts: Keep all receipts and confirmation documents

8. Track Multiple Methods: Use multiple tracking methods for redundancy

Frequently Asked Questions

How do I track my Schengen visa application?

Track online through VFS Global website or embassy/consulate website using your application reference number.

What is my application reference number?

Your reference number is provided on your application receipt. It's also sent via email after application submission.

How often should I check my application status?

Check status regularly (daily or every few days) for updates, especially as your expected processing time approaches.

What does "Processing" status mean?

"Processing" means your application is being reviewed and processed by the embassy/consulate. This is normal and can take 15-30 days.

Why hasn't my status updated?

Status updates may be delayed, especially during peak seasons. Processing may be in progress even if status hasn't updated.

How will I know when my passport is ready?

You'll receive an email and/or SMS notification when your passport is ready for collection.

Can I track my application by phone?

Yes, you can call VFS Global or embassy/consulate to inquire about your application status.

What if I can't track my application online?

Contact VFS Global or embassy/consulate with your reference number and they can provide status updates.

How long does it take to get status updates?

Status updates are typically provided in real-time, but processing information may be updated periodically.

What should I do if my application is taking longer than expected?

Contact VFS Global or embassy/consulate to inquire about delays. Processing can take longer during peak seasons or for complex applications.

Conclusion

Tracking your Schengen visa application is essential for monitoring its progress and knowing when your passport is ready. Use online tracking through VFS Global or embassy/consulate websites, enable email and SMS notifications, and check status regularly. Be patient during processing, and contact VFS Global or embassy/consulate if you have concerns about delays or status updates.

For the most up-to-date tracking information, consult the official VFS Global website or the embassy/consulate website of your main destination country.