Glossary of Terms  

Application form

All visa requests must be supported by an application form appropriate to the required destination. These can be obtained directly from the Embassy or in many cases from this website or the website of the relevant Embassy. They must be signed by the applicant, except in the case of minors. Completed application forms are often rejected by Embassies for one or more of the following reasons:

· The application form is outdated; the form is from a Consulate other than the one being applied to.

· photocopies of the forms are not acceptable.

· the applicant's signature is a photocopy.

· form contains incomplete information.

· form is damaged. Information given is contradictory.

Approval at Embassy

In the case of business trips, some Embassies require the inviting company to provide them with a letter confirming the nature of the applicant's visit before they will issue a visa. This is also necessary for tourist visits to Saudi Arabia.

Amendment

A change in descriptive data validity, such as name, or number of pages in a current passport.

Application Forms

The Passport Office and the various Embassies have application forms which muse be completed in full and truthfully as part of the documentation required to request a passport or visa. Forms must be signed by the applicant, except in the case of minors.

It is important to note that applications can be rejected by issuing officers for one or more of the following reasons. (1) Application form is outdated; (2) Application form is from a Consulate other than the one being applied to, (3) photocopies of the forms are not acceptable, (4) photocopy of applicant’s signature, (5) incomplete information on forms (6) damaged form, (7) contradictory information. Check on our website whether forms can be photocopied or originals are required.

Bank Statements

In certain cases Embassies request the applicant to submit bank statements to show proof that they possess sufficient funds for their trip.

Birth Certificate

A document issued by the registrar of births and deaths, in some cases an Embassy may request an applicant to provide their birth certificate as proof of identity.

British National

An individual whose passport contains the words 'British Citizen'.

Business Letter

A letter issued from the applicant's employer in support of a Business visa application. The letter must be printed on company headed letter paper and be signed by an employee of the company in a position senior to that of the applicant. It should contain details of the company to be visited, dates of entry to and exit from destination country, duration of stay, purpose of trip and state that the company in the applicant's home country will assume financial responsibility for all travel and accommodation during the trip. See example.

Business visas

Business visas allow the traveller to enter the country for a given period of time for the purpose of conducting business meetings, attending seminars and any other business related activity, where the traveller continues to be paid into a bank account in their country of residence.

In almost all cases a business visa does not allow the traveller to be employed by and paid by a company based in the country in question.

Business visa applications require documentation from the companies in the country of residence and the country of destination.

Some countries may issue a visa called a conference visa, which allows the traveller to attend a conference only and not to conduct any other type of business while in the country.

British Nationality:

The British Nationality Act of 1981 defines the following categories of citizens:

• British Citizen
• British Dependent Territories Citizen
• British Overseas Citizen
• British National (Overseas): Hong Kong
• British Protected National
• British Subject (usually in older passports and refers to a national of a Commonwealth country)

Of these categories, only British Citizens have the automatic right to live permanently in the UK and are free to leave and re-enter at any time. Please check the designation in the passport if you are unsure as to your nationality category or call our office.

Business Travel

In generic terms refers to persons entering a foreign country for the purpose of conducting commercial discussions. Persons travelling for business should not be encouraged to secure tourist visas. Only a few countries issue the same visa to tourists and business people. Business visas should not be construed as work visas.

Cablegram

A document only required for persons wishing to apply for a work permit for Nigeria. The company in Nigeria must apply for this on the applicant's behalf and submit it to the Nigerian Embassy in London as proof of employment.

Copy of Previous Passport

A visa applicant may be required to submit an expired passport in support of a visa application if it contains a previously issued visa for the intended destination country.

Counter Signed Photo's

A photograph of the kind obtainable at a 'photo booth' which has been signed on the reverse by a person known to the applicant (but not a relative) for a minimum of two years with the words 'I certify that this is a true likeness of (applicant's name)'.

Crew visas

Crew visas are for members of the crew of a ship who may enter the shipping area of a particular country but may or may not actually enter the country on land.

Curriculum Vitae

Or 'CV', which is a document containing a summary of an individual's education and work history, as well as contact and other personal details.

Consulate

A division within a foreign government’s representation that has a specific purpose, one which is responsible for the issuance of visas. Some of the Consulates require that persons residing in certain counties apply for visas through their other Consulates in the U.K.

Consular Fees

The fee paid to the Embassy or Consulate of the country of destination in order to have the visa issued. Some visas are issued free-of-charge. Others have different fees according to the nationality of the traveller, purpose of travel, length of stay, or the number of entries. Fees range widely sometimes, payable whether a visa is granted or not.

Double Entry Visa

Allows the traveller to enter and leave the country twice before the visa becomes invalid.

Employment Letter

A letter obtained from applicant's place of work confirming their position, length of time in employment with the company, character reference and confirmation of applicant's intention to return to their present position on returning to their home country. See example.

Estimated Consular Fee

The fee charged by the Embassy for processing a visa application. Please note that Embassies can change fees at any time without notice.

Expired Passport

Passports are generally valid for duration of ten years, and the expiration date can be found on the photograph page. Once this date has past a new passport must be obtained in order to allow the holder to travel outside of their home country.

Embassy

The official representation of a foreign government in London, which is staffed by an ambassador and his personnel. In the case of a commonwealth country it is called a High Commission. Embassies and High Commissions work under the instructions of their Foreign Ministries.

Entry Clearance

The process whereby an Immigration official of the country you are entering grants you permission to enter the country, it is extremely unusual but not unknown for a person who has obtained a visa to be refused, usually this happens because the officer is not satisfied that the traveller is entering the country for the purpose that they have stated on the visa application, e.g. a tourist who intends to work.

Hotel Confirmation

A document showing details of a hotel reservation, obtainable from the hotel or from a travel agency.

Insurance

Certain applicants may be required to show proof of valid travel or medical insurance in support of their visa application.

Invitation

A document submitted to the Embassy by the inviting company, organisation or family and friends from the intended destination country. A Business Invitation Letter must be printed on the company's headed letter paper and should contain details of the applicant's proposed dates of entry and exit, their duration of stay and the type of business they will be conducting during their stay. An Invitation Letter from family or friends must contain details of the applicant's proposed dates of entry and exit, their duration of stay and the address at which they will be staying during their visit. For invitations to destination countries that are part of the Schengen agreement friends or family must have their invitation letter stamped at their local town hall. See example

Itinerary

A document containing details of an applicant's hotel and travel arrangements, which can be obtained from a travel agent or tour operator.

Journalism/Film

Journalism/Film visas are used by members of the press and film crews who intend to make a recording while in the country in question. In addition to the normal documentation, these visas applications usually require a list of the equipment that the applicant intends to carry. Those intending to make recording are some times required to obtain a Journalism/Film visa even though they would not need any prior arranged visa if they were entering the country for a holiday or even for a business meeting.

Jurisdiction

The geographical area for whose residents a particular Consulate has the responsibility for issuing of visas.

Legalisation

The procedure to certify the signatures on a legal or commercial document, in order to prove that it is a valid document abroad.

Length of Stay

The duration of stay permitted in the country of destination, as designated by the visa. The length of stay may be extended once abroad in some cases, but this should be checked before departure with the relevant embassy.

Marriage Certificate

Certain Embassies will issue visas free of charge to married partners of applicants upon production of a marriage certificate.

M.O.F.A

Ministry of Foreign Affairs.

M.O.I.A

Ministry of Internal Affairs.

Multiple entry visa

Allows the traveller to enter and leave the country any number of times before the visa becomes invalid.

Multiple entry visa 1 year

Allows the traveller to enter and leave the country any number of times with the 1 year validity period.

Generally speaking the more entries a visa has the more expensive the visa is and in some cases extra documentation is required for multiple entry visas.

The traveller should always check the start date and end date of the visa which is stated on the visa. In some cases the issue date of the visa is not the same as the start date.

Number of Entries

The number of times the passport bearer may enter and re-enter the country of destination on one visa.

Official visas

Official visas are basically business visas that have been approved by the government in the country from which the traveller is coming from. Official visas are used by members of the government when travelling and by business men and women who are conducting business in other countries on behalf of the government.

Passport

An internationally recognised travel document attesting to the identity and nationality of the bearer. It is issued by a government to its citizens or subjects, and entitles the bearer to protection by his/her own country when travelling abroad. A passport is not recognised as a valid travel document until it is signed by the bearer.

Personal Application

Certain Embassies require that anyone wishing to obtain a visa to visit their country should attend the Embassy in person to submit their application.

Photographs

These should be of the type acquired from 'photo booths', 45mm x 35mm in size, and taken against a white background.

Processing Time

The time an Embassy takes to issue a visa once an application has been submitted. Please note that times quoted can never be guaranteed.

Proof of Funds

An Embassy may request that the applicant show evidence that they will be able to support themselves financially while in their destination country. This usually takes the form of a bank statement, payslips or travellers cheques.

Signature Within Box

The applicant's signature on a passport application form must be written within the borders of the allocated box as it is to be scanned on to the photograph page of the passport. Failure to comply with this will result in a rejected application.

Passport

An internationally recognised travel document attesting to the identity and nationality of the bearer. It is issued by a government to its citizens or subjects, and entitles the bearer to protection by his/her own country when travelling abroad. A passport is not recognised as a valid travel document until it is SIGNED by the bearer. See also Validity of a Passport and Restricted Passports.

Passport Photographs –

35mm by 45mm available at photo booths. Only a few countries are particular about whether the photos are black and white or colour.

Processing Time

The length of time required by a passport office, Embassy, or Consulate to prepare the travel documentation requested. Processing times are estimates, not necessarily a guarantee, range from a few minutes to several months, depending on the nationality of the traveller, purpose of travel, destination, (sometimes the destination within the foreign national, length of stay, former nationality of the traveller (if applicable) and above all, type of visa requested.

Proof of Identity

Legal document attesting to the identity of the bearer. It should have the name, the physical description, and a photograph of the bearer. A driver’s license is the most common form.

Proof of Nationality

Legal document attesting to the nationality of the bearer. All countries accept a valid passport. Some countries in North and Central America as well as the Caribbean MAY accept one or more of the following from a U.S. citizen:

• Valid Passport
• Expired Passport
• Certified copy of birth certificate
• Military discharge
• Naturalisation papers, or
• Voter’s registration card.

All E.U countries accept one another’s N.I.C.s as proof of identity and nationality.

Single entry visa

Allows the traveller to enter and leave the country once before the visa becomes invalid.

Single entry visa 90 days

Allows the traveller to enter and leave the country once within a 90 day period.

The period of time after the number of entries refers to the actual validity of the visa, for example a Single entry 90 day visa issued on the 1 January 2006 will expire on the 31 March 2006. The 90 days refers to the time in which the applicant can enter and leave the country and does not necessarily refer to the number of days they can spend in the country. The number of days they can actually stay in the country is usually determined by the immigration officer who stamps the passport at the point of entry into the country. In some cases the 90 days as in ‘Single entry 90 days’ refers to the maximum length of time the visa can be issued for. The actual length of validity of the visa could be anything up to that maximum figure and is determined by the visa officer who issues the visa at the Embassy.

Spouse's Passport

A passport belonging to the married partner of the visa applicant.

Stamped Appendix B

A document obtained from the Passport Office required by Embassies to process Official visa applications only.

Second Passport

Only issued to travellers that can prove a need, i.e. heavy travel commitments requiring visas to be obtained in the U.K. whilst travelling abroad.

Telex

An electronic document sent from the inviting company to the Embassy as proof of an applicant's invitation to the destination country.

Tourist visas

Tourist visas allow the traveller to enter the country for a given period of time, for the purpose of tourism only. Travellers are strongly advised not to use a tourist visa for any other purpose besides tourism. Generally speaking tourist visas require less documentation than business visa applications. Some countries refer to a tourist visa as a tourist card.

Transit visas

Transit visas are for those who are in transit in a particular country; this could be to change planes. Some countries insist on obtaining a transit visa even if the applicant doe not actually leave the airport.

Travel Tickets

Tickets issued by a tour operator or travel company containing details of transport to and from destination country. Return or onward travel tickets may be required by Embassies to show that the applicant does not intend to take up permanent residence in their destination country.

Triple entry visa

Allows the traveller to enter and leave the country three times before the visa becomes in valid.

Tourist

Traveller whose sole purpose is to spend a holiday in the country of destination. Persons who will be visiting relatives, having business discussions, or playing sports, for example, are NOT tourists and the requirements for entry may be different from the tourist requirements.

Tourist Card

Entry permit issued by a commercial airline or other vessel, by a government tourist office, or by a Consulate. It is only issued by some Caribbean, South and Central American countries. It is similar to a visa in purpose, but it is not issued in the passport. Tourist cards are usually only good for one trip for a short stay of up to three months depending on the country.

Transit

Passing through one country for the sole purpose of travelling to another country. Transmit may be by ground, air, sea, or rail transport. Transmit visas are sometimes required even when the traveller is not passing through Immigration Control.

Undeclared Passport

It is essential that details of all valid passports issued to the applicant (including lost, stolen or misplaced) are 'declared' or submitted in support of an application for a second, replacement or renewed passport.

Utility Bills

Embassies sometimes require applicants to provide bills for household services such as gas and electricity as proof of length of residency at their permanent address.

Visa Not Required

Although a visa may not be necessary for the intended visit there may be conditions. Applicants should ensure they have the minimum passport validity required by the destination country and also the minimum residence permit validity if a non national (see relevant Embassy Information page on this website). If an applicant is visa exempt for a certain length of stay and wishes to remain beyond this exemption period please contact us for further information.

Visa On Arrival

In some cases where an applicant requires a visa to enter their destination country it is not necessary to apply for a visa before travel, as a visa will be issued at the port/border of the destination country. However, we highly recommend obtaining a visa prior to travel.

Visa types

All visas issued are only valid for a specific period of time and can be limited to the number of times that they can be used during that time. Typically they can enter during the validity period and stay up to the maximum number of days allowed for that specific visa.

Vaccination

Inoculation taken to ward off potential infectious diseases. The most common vaccinations for the international traveller are cholera, yellow fever and malaria.

Vaccination Certificate

International Certificates of Vaccination are official documents provided to record vaccinations for presentation to health officials abroad.

Validity of a Passport

The length of time from the date of issue that the passport may be used by the bearer for travel abroad for which it can be used. For persons 18 years of age and older, a U.K. passport is usually valid for ten years from the date of issue. Otherwise, it is valid for five. When a certified birth certificate cannot be presented in emergency situation or when a passport is being issued to replace a lost or stolen one, the validity of the passport may be only one year though, usually later extendable.

Validity of a Visa

The validity of a visa consists of three parts:

1. Length of time from the date of issue during which the traveller must make the first entry
2. Length of stay, once the traveller has entered the country
3. Number of permitted entries

However, many visa officers use the term "validity" interchangeably with "length of stay". Therefore, it is important to make the distinction clear when verifying the terms of a visa. Also, some visas are issued only for exact dates of travel and exact destinations within the foreign country, and must be used within that time and at that place.

Visa

An entry in a passport made by a consular official of a government giving permission to the bearer to enter the country concerned. It is usually only granted after examination of the passport and application document. However, a visa is not a guarantee of entry. Immigration on arrival has the final say.

Yellow Fever Certificate

A document to certify that the bearer has been vaccinated against Yellow Fever. This can be obtained from a local doctor’s surgery.

2 Clear Pages in Passport

For travel to most destinations the applicant's passport must contain a minimum of two blank pages to allow space for the visa to be affixed