Having someone else collect your passport from a visa centre

Katerina Galkina · EN · 07/10/2026

Check the rules for your own application

Collection by a representative is often possible, but the procedure depends on the destination, centre and application type. Do not transfer TLScontact rules to VFS or assume one country's policy applies to another. Start with your submission confirmation, account and official collection instructions.

For example, the Dutch guidance for applications in the UK ↗ expressly allows another person to collect. It requires their valid identification, your signed authorisation and the proof of payment issued by VFS Global. Another centre may require its own form or additional copies.

Wait for the collection notification

A status saying processing is complete may not mean the passport has reached the particular collection office. Wait for the notification required by your centre and check opening hours. The Dutch guidance also explains that an email confirming completion does not itself say whether the visa was granted.

Do not send a representative based only on an estimated date. Keep the application reference and receipts. If the notification does not make the collection method clear, check through your official account before anyone travels to the centre.

Prepare the authorisation

Use the centre's template where provided. It is generally sensible to identify yourself, your passport and application reference, the collector, centre, date and specific authority to collect the passport. The applicant must sign it.

Match the collector's name to their identification. Give them the required original receipts and copies; do not substitute a phone photograph for a mandatory paper document without the centre's agreement. Notarisation is not automatically necessary: check the list first to avoid paying for an unnecessary service.

For a child, separately check who signs and how parenthood or guardianship is demonstrated. Being related to an adult applicant does not itself replace their authorisation.

Compare courier delivery

At submission, ask when delivery can be purchased, which addresses are allowed, who can accept the package and the charge. Check whether the collection method can be changed after submission.

A courier may be convenient when your representative lives far away, but adds transit time. Collection requires travelling during the centre's opening hours. Compare transport and delivery costs, together with the time available before your next journey; obtain actual tariffs from the provider.

Check the passport promptly

The representative should keep the envelope secure and pass it to the owner. On receipt, check personal information, visa type, territorial coverage, dates and entries. Report errors through the instructed authority before flying. If the application was refused, retain the letter: appeal deadlines follow the decision's rules, not when it is convenient for you to open the documents.