UPDATE: VFS has adjusted the updated rule for representation, and has removed the requirement that the Representative Power of Attorney (PoA), no longer needs to be Notarised – only stamped by a certified commissioner of oaths. (updated 1st August 2025)
Introduction
As of 1 August 2025, significant procedural changes are being implemented at South African VFS Visa Application Centres. These new rules impact the role and responsibilities of immigration consultants/representatives who assist clients during visa submissions and collections.
While the full extent of these changes will continue to develop over the coming weeks, IBN Immigration Solutions (an Envoy Global company) would like to share what we know so far and how we are preparing to support our clients.
What Has Changed?
There are three key updates effective from the start of August 2025:
- New Requirements for Representatives/Third Party Applications
- Changes to the Premium Lounge Fee
- Upcoming Booking System Rollout in Major Cities
New Requirements for Immigration Representatives
Going forward, any immigration consultant or representative who attends a submission at VFS with their client must present specific documents, which will be handed in with the visa application. These include:
- A copy of the representative’s identity document or passport
- A Power of Attorney (PoA) form.
- After producing our video update on this, the official rules have been adjusted to reflect that this Representation form and Power of Attorney (PoA), must only be stamped by a certified Commisioner of Oaths.
The PoA must include specific wording confirming the representative’s authority to act on behalf of the applicant. Commissioner of Oaths stamps are required, and this applies to both submission and collection. Without a properly certified document, representatives will not be allowed to act for the applicant.
The Power of Attorney must include the application reference number, meaning it can only be completed after the online application has been created and paid for. This adds an extra step to the process and may create delays in cases where the online form needs to be re-captured. It also limits the flexibility of swapping out representatives at a later stage, since most notaries will only sign a PoA once the full details, including representative name and reference number, are locked in.
To avoid issues, we are recommending that clients obtain two Power of Attorney forms, one for the day of submission and one for collection. These should be done with the same representative named, since changing representatives mid-process will likely cause complications.
We also advise clients to allow for extra time and budget to accommodate the associated fees, which vary depending on location and service provider.
Premium Lounge Fee Increase
From 1 August 2025, the Premium Lounge fee at VFS will increase from R500 to R750.
(approximately $41 USD, up from around $27, at the time of writing)
Appointment System Expansion to JHB, CPT and PTA
VFS appears to be gradually rolling out a more formal appointment system for visa collections and submissions in Johannesburg, Cape Town and Pretoria.
This will impact both applicants and representatives. For instance, if a representative is accompanying a client, they will no longer be permitted to wait in casual seating areas outside the application centre. Instead, they must remain in the designated public foyer area near the canteen. The area previously used for waiting by the sofas is now reserved exclusively for applicants entering for submission or collection.
What Comes Next?
We will share a follow-up update once we’ve had the opportunity to clarify these issues directly with VFS representatives.
We understand that for many applicants, especially those abroad or managing tight timelines, these added steps can be frustrating. As always, IBN remains committed to helping you navigate these changes confidently and with as little disruption as possible.
Written by Andreas Krensel, Senior Director, Africa and Europe
