Visa status: how to check yours and what to do if it’s delayed

Waiting on a visa decision is stressful. You want clear steps, not confusing jargon. This page shows practical ways to check your visa status, what common status messages mean, and what to do if things stall — especially useful for travellers across Africa and those applying to other countries.

How to check your visa status

Start with the official portal you used to apply. Most countries let you track by application number, passport number, or reference code. For example, South African applicants check the Department of Home Affairs site; Kenya uses the eVisa eCitizen portal. If you applied at an embassy, use that embassy’s tracking page or email address.

Useful quick checklist before you check:

- Have your application or reference number and passport number ready.

- Use the same email you used for the application and check spam/junk folders for messages.

- If the portal offers SMS updates, register your mobile number to get real-time alerts.

Common status labels and what they mean:

- "Received" or "Application submitted": The file is in the system but not yet processed.

- "In process" or "Under review": Officials are assessing documents. No action needed unless they request more information.

- "Additional documents required" or "Clarification needed": Respond quickly. Upload the requested documents via the portal or email the embassy with clear filenames and your reference number.

- "Approved" or "Issued": Visa is ready. Check if you need to collect the sticker or if it’s an e-visa emailed to you.

- "Refused" or "Rejected": Read the refusal reason carefully and look for instructions on appeal or reapplication.

If your visa is delayed or refused

If processing takes longer than the portal’s stated time, take these steps.

- Contact the embassy or visa centre by email first. Keep messages short: include full name, passport number, application number, date of submission, and a clear question (e.g., "Could you confirm current processing stage?").

- If you have urgent travel (medical treatment, funeral, work), attach proof and request expedited handling. Some embassies offer emergency appointments.

- Use your travel agent or visa service if you applied through one. They can often chase updates faster and know the right contact points.

- For refusals, read the refusal letter. Some countries allow an appeal or clarification. If you plan to reapply, fix the reason that caused the refusal — missing funds proof, incomplete forms, or insufficient ties to home country are common causes.

Final practical tips: always keep copies of submitted documents, take clear scans of passport biodata pages, and check visa validity dates immediately after approval. If you need a lawyer or immigration consultant, pick someone local with verified reviews. Small checks now can save a lot of time later — and reduce travel stress.

Want country-specific tracking links or sample email text to send to embassies? Scroll down the tag posts or use our search to find guides for South Africa, Kenya, and popular destination countries.