Visa/permit guidance for UK based students wanting to study, work & volunteer abroad Created via the collaboration of UK university staff as part of the UUKi Visa Working group

Ready to get started with your visa application

Here you will find a step by step guide to applying for a visa/permit to study, work or volunteer abroad.

Please be aware that the steps below are purely a recommendation. You do not need to follow these steps, and neither will completing these steps guarantee a successful visa application.

There is a summary of the contents of this guidance at the bottom of the page that will allow you to navigate to all the other sections.

Step by step summary

Visa/permit guidance for UK based students wanting to study, work & volunteer abroad

Step 1 - Visit the UK Government's Foreign Travel advice website provided by the Foreign, Commonwealth & Development Office (FCDO)
Step 2 – Once you have read through the entry requirements, visit the embassy website for your destination and/or any countries you are transiting through
Step 3 – Checks before you start filling in your visa application
Step 4 – Start your visa application & get your documentation ready
Step 5 - Submitting your application & adhering to any additional requirements
Step 6 – Waiting and receiving your visa and supporting documentation
Step 7 – Post visa approval actions

Step 1 - Visit the UK Gov Foreign Travel advice website provided by the Foreign, Commonwealth & Development Office (FCDO).

For non-UK passport holders, visit your government's equivalent. However, the FCDO is a good source to link through to your destination country's embassy in the UK.

Once you enter the FCDO travel advice webpage, you will find an A-Z list of each country across the globe. Click on the relevant country and you will find specific travel advice for that country.
If you are transiting through any countries, it is also important to check their entry requirements, as well as any exemptions. The FCDO will state if there are currently any travel restrictions in place for that country and if they ‘advise against all travel ‘or ‘all but essential travel’.
If the FCDO advise against travel, which is usually for reasons of conflict/disease outbreak/natural disasters/terrorism, your university will most likely not approve your trip and the university's insurance would not cover you. Please check with your university's Global Mobility/International Office.
For visa advice and mandatory requirements, you will need to go to ‘Entry Requirements’. The ‘Entry Requirements’ section will give you an overview of any visa/permits/vaccination requirements that are needed to gain entry to work/study/volunteer in that country. There is also further information about any COVID-19 related requirements such as vaccination status that may be needed to enter/transit through the country.
You can learn more about FCDO travel advice here, including how they assess risks and compile their advice, to allow British Nationals to make decisions about travelling abroad.

Google search & visa Companies

You could google visa application processes and you might be given a list of official sites. However, you may also be directed to non-official sites that could be legitimate/non-legitimate companies that will often charge you additional fees to apply for a visa on your behalf.

While you might choose to use this option for ease, it is important to know this is not the only option. This is why we suggest you access visa information through the FCDO webpages.

IMPORTANT - Even if a legitimate company has applied for a visa on your behalf, it is still your responsibility to ensure you have been issued the correct visa/documentation to enter/transit through the country.

Please note. You should not proceed with your travel plans if any of the following apply:

Your true reason for travel is being misrepresented to officials by the organisation.
You are asked to not reveal the nature of your stay to officials.
Any other aspect of the activity is being concealed in some way from the official authorities.

If relevant to do so, please seek assistance from an appropriate source which may include your host institution/organisation, embassy and/or your UK university's Global Mobility/International Office team overseeing your activity.

Step 2 – Once you have read through the entry requirements, visit the embassy website for your destination and/or any countries you are transiting through

You will find embassy details within the ‘Entry Requirements’ section. Most countries have an embassy based in the UK with a website containing information on how to apply for a visa/permit for the type of activity you wish to undertake. Once on the embassy webpage, it may direct you to the consular webpage where they offer Visa advice and process applications.
The embassy/consulate based in the UK for the specific country you wish to visit will process visa applications for UK citizens, e.g. the Ghanaian embassy in London processes visa applications for UK nationals wishing to enter Ghana.
Read carefully what each type of visa/permit is used for and ensure it meets the requirements you need. Applying for the incorrect visa can be an expensive and time-consuming mistake to make. For example if you mistakenly apply for a tourist visa when you actually require a work visa you will likely have to start the entire process from scratch, forfeiting any fees already paid. Will the visa allow you single/double/multiple entry to the country? This is important if you intend to come home at any point - either planned or unexpectedly.
If in doubt about what type of visa you should apply for, contact the embassy directly. Many embassies have online live chat that will email you a copy of the conversation should you need it for future reference. This is important if you have some specific circumstances that might not be covered in general advice. If there is no live chat, then email or phone the embassy. As they are based in the UK, they should speak English if you do not speak the native language.
Your host institution/organisation may be able to help with what type of visa you require. This advice will often be much more useful and relevant than what your UK university can offer you as they operate within that country and context that you are applying for. For some situations, you may require the host organisation to be closely involved with your visa application, e.g. you require a sponsor, and they may even have to be the one that submits the application.

Step 3 – Checks to complete before you start filling in your visa application

For non-UK passport holders. Please ensure you talk to your UK university’s Immigration/International Student advice team before proceeding with any application. This is so they can make you aware of any important information that may be relevant to your application.

Ensure you understand how the embassy wants you to complete and submit your visa application. Every embassy will have its own process but most now allow or require applications via online forms. Some visas can be applied for fully online, whilst others will be partially online and then posted or submitted in person at the embassy. Some may be fully in person at the embassy via an appointment. You should therefore know how the visa application needs to be submitted in advance.

How long will it take? You may find that some embassies are very busy and may not have appointments for several weeks/months. This information is often provided once your application has been submitted but if not, you could always use live chat/email to find out so you can adjust your expectations accordingly.

Check your passport is in date and covers the full time that you are away. Most countries require a minimum amount of time still on your passport before you enter the country. The time required will vary between countries. Don’t have enough time on your passport? - If you do not have enough time on your passport, then you will need to get your passport renewed before you proceed with any visa applications. For UK nationals, you can renew/apply for a new passport online.
What supporting documentation do they require, and ensure you have what is needed. For example, some applications will require you to submit your last 3 months' bank statements and state a minimum balance. With most of us doing online banking now, you may need to wait some time to have statements posted to you.
You may need passport pictures which will need to adhere to certain requirements. It is important to check how many you need and what the requirements are to ensure your application does not get rejected. If there are any photo requirements it would say so within the application process.
Can you save the application and return to complete it at a later point, or do you have to submit the application in one go? This is important as you might need to have all the information to hand before you start.
Have all your key information to hand so you do not need to go back and forth. This could include any the following where relevant:
Personal information – address history/email/contact numbers/emergency contact/passport number/previously issued visas
Travel information – Dates/times/flight numbers/airport/transiting information if applicable. Please note - some embassies may want confirmation of booked flights/travel, while others will tell you not to book until after your visa has been processed. This is why it is important to read the embassy requirements carefully.
In country information – Address where you are staying/person to contact within the country and their contact number/your contact number.
Activity information – start and end dates/address of host institution or company/person to contact within the country and their contact number

Step 4 – Start your visa application & get your documentation ready

After all of the preparation steps up to this point, the step of actually submitting your visa application can often feel short and simple in comparison.

Double check on the embassy website to see that you are applying for the correct visa type. As previously mentioned, if you have any doubt contact the embassy directly.

If you are applying online, check if there are any time limits on the webpage, as well as if you can save and return later. There is nothing worse than spending ages typing in information, stepping away for a few minutes, and coming back only to realise the webpage has timed out and you have lost all your information!

Step 5 - Submitting your application & adhering to any additional requirements

Before you submit your online application, check to see if it will send you a completed version upon submission. If not, take screenshots as it is handy to have a record of all the details you input.
Check and check again! It is often helpful to get someone else to review the information before you hit submit. There is often a checklist with the application form but if not, on a separate tab bring up the list of required documentation that will have been shown on an earlier webpage to ensure you have everything you need. Please note, rejected applications often occur due to insufficient information being provided by the applicant.
Take copies of all your documentation, including all the pages of your passport if you have previously been issued visas/stamps. Store the copies physically and/or electronically. It is handy to have these accessible for later once you travel. It is a good idea to share these copies with a family member/friend in case you need them whilst abroad.
If you are posting your application, it is worth placing it in a protective envelope and sending it via secure and insured post. While this costs extra it is important to minimise the risk of your application and important documentation not arriving, resulting in you paying to replace essential documentation such as your passport. Also check to see if you must provide a pre-paid envelope with your application to allow the embassy to send your documents back. This is not normally the case but always worth checking.
If applicable, do you need to book any appointments once your application is submitted, or will this be booked for you? Make sure you are clear on this and don’t make any assumptions. Again, if in doubt get in touch with the embassy.

Step 6 – Waiting for and receiving your visa

Check any tracking system that is provided to see how your application is progressing. It is also worth checking your emails at this time as the embassy may get in touch wanting further information/clarification.
If your application is going to be posted back to you, it will likely be sent via secure delivery and will require your signature and ID upon delivery. Ensure you know when to expect the delivery and be there to receive it, along with your current ID e.g. driving license/household bill etc. The delivery company will normally have a list of acceptable ID. Given they will have your passport, that won't be an option.
Once you have your visa and passport returned to you, it is worth double checking you have received back all the documentation you sent. Make sure to check this as soon as your documents arrive as you will have a better chance of tracking down any lost documentation when it is closer to the processing time.
Check the dates on your visa/permit within your passport. Is the issue and expiry date, correct? Does it permit you to do what you have planned? If not, then go back to your application form and contact the embassy to discuss.
Take a copy/photo of the visa you have been issued and add it to your previously copied documents.

Step 7 – Post visa approval actions

Arrange and/or complete any pre-departure requirements as part of your visa being issued and/or stipulated within the country travel advice pages. This might include health screenings such as 'fit to fly' Covid tests and/or registering your travel on a country portal for the purposes of immigration.
Are you aware of any actions you need to take within a time frame once arriving in country? If applicable, it is important to understand what these actions are as your Visa might be at risk of being invalidated. This might include in-country health screenings/checks, registering with local authorities/services, and others.
Make sure you re-check FCDO travel advice prior to departure, as well as while away and before returning home. This is to ensure entry requirements and travel advice have remained the same. Things can change at the last minute so even on the day you travel, ensure you check.
Keep your UK university up to date and ensure you have completed any outstanding actions. For example, you may be required to complete an overseas travel form where you let them know your travel plans and in -country information such as contact number.

Now it’s time to enjoy your trip!

Next Section - Further Resources

Contents of this visa/permit guidance for UK based students wanting to study, work & volunteer abroad

Introduction: What is a visa/permit & passport types, what support is offered by UK HE institutions
How to get started: Applying for a visa/permit to study or work abroad
Ready to get started with your visa application: Step by step guide
Further resources: Useful Links & Glossary of terms

DISCLAIMER - Please note this guidance does not constitute advice. It does not guarantee that any visa applications will not be rejected/refused. It is intended as best practice guidance on how to ensure that you have everything you need to apply for a visa/permit to study/work/volunteer outside the UK. This guidance was written and published in February 2024, last updated Autumn 2024.