VISA KNOWLEDGE
How early should clients apply for a visa? Planning bookings around approval
Published October 27, 2026
Clients should apply for their visa as early as the rules allow, and agents should avoid committing to non-refundable bookings until the visa is approved. Processing times vary and are never fully in the agent's control.
Start by asking the visa desk or supplier for the current expected processing time for that destination and nationality. Treat it as an estimate, not a promise, and add extra buffer time for peak travel seasons, public holidays and requests for additional documents.
Plan your bookings around the visa. If your client's dates are flexible, apply first and book later. If the dates are fixed, choose refundable hotel rates and flexible tickets until the visa arrives, even if the price is slightly higher. The extra cost is usually smaller than the loss from a cancelled non-refundable booking.
Keep your client informed while they wait. A short message when the application is submitted, and another when there is any news, prevents anxious phone calls.
Put the timing advice in writing at the time of sale. When a client has been told clearly that approval is not guaranteed and what that means for the booking, there is much less room for dispute.