Corporate Visa Assistance

Overview

What Corporate Visa Assistance Covers

Navigating embassy requirements across dozens of countries, coordinating documents for large groups, and managing tight travel deadlines — this is where most corporate travel programs lose time, money, and sleep. Our Corporate Visa Assistance service takes the entire burden off your HR, travel, and administrative teams so your people can focus on the business trip, not the paperwork.

Document Preparation

Every embassy has its own rules — photo dimensions, cover letter format, financial thresholds, invitation letter templates. We maintain a live database of requirements for 30+ destinations and review every traveler's documents against embassy-specific checklists before anything is submitted. Missing or incorrect documents are flagged instantly, not days before the appointment.

Embassy Submission

We handle submissions across VFS Global, BLS International, TLS Contact, and direct embassy channels. Our established relationships and volume-based processing status mean fewer delays and faster turnaround for your team — even during peak travel seasons when individual applicants face weeks of wait times.

Status Tracking

Real-time visibility into every application's progress — from submission through approval to passport collection and delivery. Your designated coordinator provides daily updates during processing and instant notifications at every milestone. No more chasing embassy helplines or guessing timelines.

Group Coordination

When you're sending 10, 50, or 100+ employees to the same conference or project site, we manage the entire batch. Standardized communication, individualized document checklists, staggered appointment scheduling, and a single dashboard for your travel team to monitor everyone's progress simultaneously.

Compliance Documentation

Corporate audits require proof of visa compliance — we provide a complete paper trail for every traveler including application copies, receipt acknowledgments, approval records, and travel history documentation. Your compliance team gets exactly what they need without hours of manual file gathering.

Post-Approval Support

Our service doesn't end at visa approval. We handle passport collection, courier delivery, visa extension applications, and re-entry documentation. If a traveler's plans change, we manage amendments and re-bookings. If an embassy requests additional documents, we respond within hours, not days.

Destinations

Countries We Cover

Deep expertise across the destinations Indian corporate travelers visit most — each with embassy-specific knowledge, processing timelines, and compliance requirements built over 15 years of volume submissions.

United States

B-1/B-2, L-1, H-1B, ESTA

United Kingdom

Standard Visitor, Business, Innovator

Schengen (EU)

Business, Conference, Medical

UAE

Visit, Business, Investor

Singapore

Business, Employment, Dependant

Canada

Visitor, Business, Super Visa

China

Business, Work, M-Visa

Japan

Business, Work, Temporary Visitor

Australia

Business Visitor, Subclass 482

New Zealand

Business, Work, Accredited Employer

Germany

Business, Blue Card, ICT Permit

South Korea

Business, Short-Term, Corporate

Thailand

Business, Non-Immigrant B

France

Business, Conference, Talent Passport

Russia

Business, Work, Humanitarian

Turkey

Business, Sticker Visa, E-Visa

Visa Types

Visa Categories We Process

Whether your team is attending a trade show in Frankfurt, closing a deal in Dubai, or deploying engineers to a project site in Singapore — we handle the specific visa category each traveler requires.

Business Visit Visa Most Common

Short-term entry for meetings, negotiations, conferences, and networking events. Covers single and multiple-entry options with processing timelines optimized for urgent travel.

Conference & seminar attendance
Client meetings & contract negotiations
Board meetings & shareholder events
Industry trade shows & exhibitions

Work Visa & Employment

Longer-term authorization for employees being deployed, transferred, or hired abroad. We manage employer sponsorship documentation, labor certifications, and work permit applications.

Intra-company transfers (L-1, ICT)
Skilled worker visas (H-1B, Blue Card)
Project-based deployment visas
Contractor & consultant permits

Conference & Exhibition

Specialized processing for large delegations attending international events. We handle group submissions, invitation letter coordination with event organizers, and expedited timelines.

Group delegation management
Event organizer coordination
Expedited processing for fixed dates
Multi-country conference circuits

Project Deployment

For companies sending teams to client sites, project locations, or overseas offices for extended periods. We manage the full documentation chain including host country employer letters and project contracts.

On-site project team deployment
Client site installations & audits
Technology transfer & training
Infrastructure project teams

Investor & Director Visa

For senior leadership, board members, and investors traveling for entity formation, capital meetings, or strategic partnerships. Includes supporting documentation for financial thresholds.

Board of directors meetings
Entity formation & registration
Investment due diligence trips
Strategic partnership negotiations

Medical & Insurance Visa

For employees or dependents requiring medical treatment abroad, including corporate insurance-linked travel. We handle hospital coordination letters, insurance documentation, and embassy-specific medical visa requirements.

Corporate insurance-linked travel
Hospital appointment coordination
Medical attendant visas
Health insurance documentation

Process

How Corporate Visa Assistance Works

A structured four-phase process designed for reliability at scale — whether you're processing one executive visa or a delegation of 200.

01

Consultation & Planning

We assess your travel requirements, destination countries, traveler profiles, and team volume. From this, we design a processing workflow with realistic timelines, document checklists, and appointment strategies tailored to each embassy's current processing capacity.

02

Document Collection & Audit

Standardized checklists are distributed to each traveler. Our team reviews every document for completeness, format compliance, and embassy-specific requirements. Any gaps or issues are flagged immediately — not days before the submission appointment.

03

Submission & Processing

Applications are prepared, submitted through the appropriate channel (VFS, BLS, TLS, or direct embassy), and tracked continuously. Your coordinator provides real-time status updates and responds to any embassy requests within hours.

04

Approval & Delivery

Approved passports are collected, visas verified for accuracy, and documents delivered to your office or directly to travelers via secure courier. A complete audit trail is provided for your compliance records.

Inclusions

What's Included in Every Engagement

No hidden fees, no surprise charges. Every corporate visa engagement includes these core services as standard.

01

Pre-Audit Document Review

Every document reviewed against the destination embassy's current requirements. Photo specifications, financial documents, cover letters, and invitation letters all checked before submission.

02

Appointment Scheduling

We book visa appointment slots at the appropriate submission center. For high-volume periods, we use our priority channels to secure earlier dates when individual booking windows are fully booked.

03

Application Form Completion

Visa application forms are completed accurately using the information you provide. We cross-reference against supporting documents to eliminate inconsistencies that cause rejections.

04

Cover Letter Preparation

Professional cover letters tailored to each traveler's purpose, itinerary, and embassy requirements. Structured to address the specific decision criteria used by the reviewing officer.

05

Bio-Metric Coordination

For destinations requiring biometric enrollment, we schedule and coordinate the appointment alongside the visa submission. Travelers receive clear instructions for what to bring and expect.

06

Real-Time Status Tracking

Your coordinator provides daily updates during processing and instant notifications at each milestone: submission acknowledged, under review, decision made, passport ready for collection.

07

Passport Collection & Delivery

We collect approved passports from the submission center, verify visa details for accuracy (dates, number of entries, name spelling), and deliver via secure courier to your office or the traveler.

08

Rejection Support & Re-Application

If an application is refused, we provide a detailed analysis of the refusal reason and prepare a strengthened re-application. Our re-submission success rate exceeds 90%.

Benefits

Why Corporate Teams Choose BTW

98% First-Time Approval Rate

Pre-audited applications eliminate the most common rejection triggers — incomplete documents, format errors, and inconsistent information.

30+ Countries Covered

Schengen zone, US, UK, UAE, Singapore, Canada, China, Japan, Australia, and 21 more destinations with country-specific expertise.

Group Processing at Scale

Batch submission for delegations of 10 to 100+ travelers. Coordinated timelines, staggered appointments, and a single dashboard for your travel team.

Dedicated Visa Coordinator

A single point of contact who knows your company's travel patterns, manages your entire visa workflow, and resolves issues within hours.

Urgent Processing Available

When travel dates are fixed and timelines are tight, we activate expedited processing channels. Rush turnaround in 24-72 hours for select destinations.

Full Compliance Trail

Complete audit documentation for every application — submission receipts, approval records, travel history, and compliance reports for your internal audits.

Ideal For

Built for Corporate Travel Teams

If your organization regularly sends employees abroad for business, this service is designed for the specific challenges you face.

Companies sending 20+ employees abroad annually — whether for client meetings, project deployments, or conference circuits. Volume creates complexity, and our group processing eliminates the administrative burden from your HR and travel teams.
Organizations with regular conference and exhibition attendance — trade shows like CES, MWC, Hannover Messe, and industry-specific events require fixed-date visa processing. We ensure your delegation arrives on time.
Teams with complex multi-country itineraries — when a single trip spans 3+ destinations with different visa requirements, we coordinate the entire sequence so nothing falls through the cracks.
HR departments seeking to reduce visa-related administrative burden — our dedicated coordinator model means your team stops spending hours on embassy helplines, document formatting, and status chasing.
Enterprises requiring compliance documentation for audit purposes — we provide the paper trail your compliance and legal teams need: submission records, approval documentation, and travel history logs.
Companies deploying teams to client sites or project locations abroad — project-based travel has unique documentation requirements. We handle the employer letters, project contracts, and deployment-specific visa categories.

Questions

Frequently Asked Questions

We support corporate visa programs starting from as few as 5 travelers per year. However, our group processing benefits — batch submissions, coordinated timelines, and volume-based pricing — become most impactful for organizations sending 20 or more employees abroad annually. For very large delegations (50+ travelers), we assign a dedicated project manager in addition to your visa coordinator.

It depends on the destination and visa type. For Schengen business visas, we recommend starting 4-6 weeks before travel. For US B-1 visas, allow 6-8 weeks due to appointment wait times. For UK visas, 3-4 weeks is typically sufficient. For urgent travel, we offer expedited processing with turnaround in 24-72 hours for select destinations. We'll provide a timeline recommendation during your initial consultation based on your specific travel dates and destinations.

Yes. If an application is refused, we provide a detailed analysis of the refusal reason and prepare a strengthened re-application addressing the specific concerns raised by the embassy. Our re-submission success rate exceeds 90%. We also advise on whether re-application is the best course of action, or if an appeal or alternative visa category would be more appropriate.

Absolutely. We operate across all major Indian cities with VFS, BLS, and TLS submission centers — including Mumbai, Delhi, Bangalore, Chennai, Hyderabad, Pune, Kolkata, and Ahmedabad. Document collection can be handled digitally, and passport pickup/delivery is managed through secure courier. Your team members don't need to visit our offices at any point.

While requirements vary by destination, most business visa applications require: a valid passport (6+ months validity), passport-size photographs (embassy-specific dimensions), a cover letter from the employer, an invitation letter from the host company, proof of financial means (bank statements, salary slips), flight itinerary, hotel bookings, and previous travel history documentation. We provide a destination-specific checklist for every traveler during the document collection phase.

We have established expedited processing channels for urgent corporate travel. Depending on the destination, we can achieve turnaround in 24-72 hours for select countries. For truly urgent situations, we can also advise on visa-on-arrival or e-visa alternatives where applicable. The key is to contact us as early as possible — even a few hours of lead time makes a meaningful difference in what options are available.

We provide transparent, volume-based pricing with no hidden charges. Pricing depends on the destination country, visa type, group size, and processing speed required. Embassy fees are passed through at actual cost. We provide a detailed proposal during the consultation phase so your finance team has full visibility before committing. Annual retainer options are also available for organizations with ongoing visa needs.

4.2L+

7,200+

30+

98%