After your VFS appointment, the waiting starts, and the tracking page becomes the most-refreshed website in your browser. The messages are short and sometimes alarming (“No records found”, “Application on hold”). This guide explains what each common VFS status means for a Schengen application from India, what is normal, and when you should act.
The normal sequence
- Application received at the visa application centre
- Application dispatched / forwarded to the embassy or consulate
- Under process at the embassy
- Processed / decision made
- Received back at the centre, then ready for collection or dispatched by courier
Your status will not tell you whether the visa was approved. You find out when you open the passport (or the refusal envelope).
Every common status, explained
| Status message (wording varies by country) | What it means | Do you need to act? |
|---|---|---|
| Application received at visa application centre | VFS has your passport and documents. The consulate does not have them yet. | No |
| Application forwarded / dispatched to embassy or consulate | Your file has left VFS. The legal decision clock starts once the consulate registers it. | No |
| Under process / in progress | A visa officer is assessing your file. This is the longest stage. | No. Keep your phone and email reachable. |
| Additional documents required | The consulate wants more evidence, for example extra bank statements or an employer confirmation. | Yes, quickly. Follow the email instructions exactly. |
| Interview scheduled / please contact the consulate | The consulate wants to speak to you before deciding. | Yes. Attend with original documents. |
| Processed / decision made / passport received at centre | A decision exists. The status does not say which one. | Wait for the collection or courier message. |
| Ready for collection | Your passport is at the centre. | Collect it with your receipt and ID, or authorise someone. |
| Dispatched to applicant via courier | Your passport is on its way. Use the courier tracking number. | No |
| No records found | Usually a typo in the reference number or surname, or the system has not updated yet (24–48 hours after submission). | Recheck details; wait two days before worrying. |
| Application on hold | Often a fee or biometrics issue at the centre. | Contact the VFS helpline for your country. |
How long each stage usually takes
Under the EU Visa Code, consulates should decide within 15 calendar days of registering a complete application, extendable to 45 days in individual cases (for example when a file is referred to another member state or needs extra checks). Add a day or two for VFS to forward the file and a few days for return and courier. In peak season, expect the full 15 days or more.
A file sitting at “under process” for 10–15 days is completely normal and says nothing about the outcome. For realistic country-by-country timelines, see our Schengen processing time guide.
Does a long “under process” mean refusal?
No. Longer processing usually means the consulate is doing routine checks, consulting other Schengen states, or dealing with seasonal volume. Approved and refused files go through the same steps. Avoid reading meaning into the timing.
What to do when the passport arrives
- If there is a visa sticker: check every field (name, passport number, dates, number of entries, duration of stay) immediately. Our guide to reading the visa sticker explains each one.
- If there is a refusal form: read which Article 32 reason was ticked and note the appeal deadline. See refusal reasons explained.
Tracking with BLS (Spain)
Spanish Schengen applications in India go through BLS International, which has its own tracking page. The stages are similar: received at the centre, sent to the consulate, under review, decision received, ready for collection or couriered.
Sources
- EU Visa Code, Article 23 (decision deadlines)
- VFS Global India tracking pages for Schengen countries
Waiting is easier with a complete file
Most delays and “additional documents” requests come from gaps in the file. We build complete, consistent applications so the consulate has nothing to ask for. Starting at ₹20,000 / $200 (GST included).
Frequently asked questions
How do I track my Schengen visa application in India?
Use the “Track your application” page on the VFS Global (or BLS for Spain) website of the country you applied to, with your reference number and surname or date of birth. Source: VFS Global India tracking pages.
What does “application received at visa application centre” mean?
VFS has your passport and documents. The file has not reached the consulate yet. Source: WorkVisa.guide, VFS and TLS tracking statuses.
What does “forwarded to embassy” mean on VFS?
Your file has left the VFS centre and gone to the consulate, which normally decides within 15 days of receiving a complete application. Source: EU Visa Code (Regulation 810/2009), Article 23.
What does “under process” mean?
A visa officer is assessing your application. This is usually the longest stage and is normal for up to 15 days. Source: WorkVisa.guide, VFS and TLS tracking statuses.
Does “processed” or “decision made” mean my visa is approved?
No. It only means a decision exists. You find out the outcome when you receive the passport. Source: WorkVisa.guide, VFS and TLS tracking statuses.
Why does VFS tracking say “no records found”?
Usually a typo in the reference number or surname, or the system has not updated yet. Wait 24 to 48 hours after submission. Source: WorkVisa.guide, VFS and TLS tracking statuses.
What does “application on hold” mean?
Often a fee or biometrics issue at the centre. Contact the VFS helpline for your country. Source: WorkVisa.guide, VFS and TLS tracking statuses.
My application has been under process for 12 days. Is that bad?
No. Up to 15 days is the legal standard and up to 45 is possible in individual cases. The time taken does not indicate the outcome. Source: EU Visa Code (Regulation 810/2009), Article 23.
What should I do if VFS says additional documents are required?
Respond quickly and follow the instructions exactly. A late response delays the decision. Source: WorkVisa.guide, VFS and TLS tracking statuses.
What happens if my visa is refused?
The passport comes back with a standard refusal form showing the reason ticked under Article 32 and how to appeal. Deadlines differ by country. Source: EU Visa Code, Article 32.
Where is the visa number once I get the visa?
It is printed in red at the top right of the visa sticker. Check every field on the sticker as soon as you receive it. Source: EU uniform visa format (Regulation 1683/95).