The first time I applied for a visa, I felt anxious throughout the time the embassy held my passport.
Aside from the fact that it was such an important travel document to me, handing it over to a foreign embassy for a long period was unsettling.
In addition, I didn’t want to lose it, I was not ready to start applying for a new passport.
Read also: How to collect my passport after my visa is approved
If you apply for a visa, it’s normal for the embassy to request, and hold your passport and they do this for the following reasons.
Why does the embassy hold your passport?
The embassy holds your passport to process your visa application. They need it to verify your identity, conduct background checks, and, if your visa is approved, they’ll place the visa sticker or stamp inside your passport.
Sometimes, they’ll retain your passport longer if additional verification or administrative processing is required.
Submitting your passport to the embassy or consulate is a standard part of a visa application process.
Read also: What happens if your visa expires in another country?
It happens with many visas – whether you’re applying for a tourist visa, student visa, work visa, or any other type.
And, they hold it for:
- Verification of your identity
- Visa stamping and processing
- Background and security checks
- To ensure no multiple visa applications
Each of these will be carried out while your passport is with the embassy.
1. Verification of identity
The primary reason the embassy holds your passport is to verify your identity.
Your passport serves as an internationally recognized identification document, and the embassy needs to ensure that the information in your visa application matches what is recorded in your passport.
They do this to prevent identity fraud and ensure that the visa is being issued to the correct person.
2. Visa stamping and processing
Once your visa is approved, the embassy needs your passport to physically stamp or attach the visa.
A visa is a sticker or stamp that is placed on one of the blank pages of your passport.
On it, you’ll find information like the type of visa, validity period, and visa conditions.
Without your passport in their possession, the embassy cannot issue this visa sticker, and that’s why they need to hold on to it while they complete the processing.
Depending on the type of visa and the embassy’s workload, this stamping process can take anywhere from a few days to a couple of weeks.
Most of the time when I apply for a visa, the embassy holds my passport for only a few weeks.
3. Background and security checks
Many countries conduct thorough background and security checks before approving a visa.
During these checks, the embassy works with various authorities to ensure that you meet the requirements for entry into their country.
Read also: Which countries can I visit with a Canadian student visa?
And, they’ll be with your passport during this time.
They do the check to know:
- Your criminal record checks: They ensure that you don’t have any serious criminal history that could pose a threat to national security.
- Immigration history: They review your past travel and immigration records to see if you’ve overstayed visas or committed any immigration violations in other countries.
The embassy holds your passport during this time as part of the verification process.
If any issues arise during the background check, the embassy can ask you for additional documents or clarification.
In the same fate, if they find any issue that needs more than a document or clarification from you, they’ll investigate further.
Read also: I made a mistake on my Canadian visa application, what should I do?
This will extend the time the embassy will hold your passport.
All their effort is to ensure that visas are issued to the right people.
4. To ensure no multiple visa applications
In some cases, people attempt to submit multiple visa applications for different countries at the same time.
To avoid this, embassies hold your passport so that you cannot apply for multiple visas simultaneously.
This prevents situations where someone could get visas from several countries and potentially abuse the visa system.
For instance, if you’re applying for a visa to one country but also planning to apply for a visa to another, the first embassy will hold onto your passport until the process is complete.
This ensures that they are the only ones handling your passport and visa application at that time.
This is a smart idea if you ask me.
How long can an Embassy hold your passport?
There is no fixed time for an embassy to hold your passport.
They can hold it from the time they start processing your visa application till they decide on it, which is between a few days to several weeks depending on your application and the workload of the embassy.
Read also: How long after my visa interview will I get my visa?
The last time I applied for a tourist visa, the embassy held my passport for about 7 business days.
What happens if there’s a delay?
If the embassy holds your passport for longer than expected, there are reasons for the delay:
- Additional document is required: Sometimes, the embassy will request more documents to support your visa application, like proof of accommodation, financial statements, or a detailed travel itinerary.
- High application volume: During peak travel seasons, embassies receive a high volume of visa applications, which can lead to delays in processing and passport returns.
- Background checks: As mentioned earlier, if there are any issues with the background or security checks, the processing and return of your passport will take longer.
In cases of delays, most embassies will notify you and explain the reasons for the extended processing time.
What to do if you need your passport back urgently
If you need your passport back before the visa process is complete – for example, if you have an urgent travel need or another reason – you can request its return from the embassy.
However, this will pause or terminate your visa application, and you’ll likely need to reapply later.
In some cases, embassies offer expedited services, but these often come with additional fees.
If you’re in a rush, contact the embassy or visa centre to ask about their urgent passport return policies.
How do you track the status of your passport?
Most embassies and visa centres offer tracking services that allow you to check the status of your passport.
This can be done through the embassy’s website, a visa application portal, or through third-party services like VFS Global or TLScontact.
To do it, you’ll need your application reference number and other details.
Once the visa is stamped and your passport is ready, you’ll either receive a notification to pick it up from the visa centre or have it delivered via courier, depending on the option you choose during the application process.
What does it mean when the embassy asks for your passport?
When the embassy asks for your passport, it means they’re ready to make a final decision on your visa application.
In most cases, this is a positive sign, as it often means your visa has been approved, and they need your passport to place the visa sticker or stamp inside.
However, this request could also be part of additional processing or verification steps.
While it’s usually a good indication, there is still a chance that your visa can be denied, even after they’ve asked for your passport.
Read also: Your passport is ready for pickup; does it mean visa approval?
Generally, a request to submit your passport does not mean your visa has been approved.
If you submitted your passport to the embassy and haven’t heard from them, give it time.
When they’re done with it, you’ll be notified.
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