Digital and Mail In Visa Application Services

In recent years the visa-application market has been undergoing a gradual transformation. While many of the processes associated with visas remain quite traditional—paper forms, in-person biometric capture, document submission—there is a clear trend emerging for some providers and jurisdictions toward mail-in only or largely remote submission of application materials. The outsourcing giant VFS Global is one of the leading players in this space.

Why the change is happening

Several factors are driving the move toward mail-in or remote application processing:

Operational cost & efficiency: Physical visa-application centres (VACs) require real estate, staffing, queues, security, biometric capture infrastructure. By shifting to mail-in or couriered document submission, the overhead can be reduced (less “front-desk” staffing, fewer chairs, fewer physical visits).
Technology and digital documentation: With better scanning, online payments, courier logistics, applicants increasingly can prepare their documents remotely and dispatch them, rather than queueing at a centre.
Public health / pandemic considerations: The covid-19 pandemic accelerated changes in how VACs operate. E.g., VFS’s COVID-19 FAQ notes that some centres were closed or restricted, and that couriers rather than in-person visits were encouraged. vfsglobal.com
Government / diplomatic mission mandates: Many consulates and embassies outsource the administrative side of visa collecting and document handling to service providers like VFS. These missions may decide to reduce in-person attendance for certain categories and require mailing instead.
Customer convenience: For many applicants, the ability to send their package by courier from home or work (or via the post) rather than travel to a centre, wait, and queue is a compelling convenience.
Scalability & global footprint: VFS operates globally. A mail-in only model allows them to manage applications from a wider region without establishing a full VAC in every city.

What it looks like in practice

Here are some of the features and changes you’ll observe in a mail-in application model:

Applicants complete the visa/immigration application online or via downloadable form, pay fees online, then print out the forms and required attachments.
They prepare supporting documentation (passport, photos, bank statements, sponsor letters, etc) as per the checklist.
Instead of booking an appointment to attend a VAC in person, the applicant selects a courier/pick-up option or mails the entire package to the designated VAC address.
The service provider (e.g., VFS) collects the package, scans or processes the documents, forwards to the embassy/consulate for decision, and then returns the decision passport/document to the applicant via courier.
Biometric capture (photo/fingerprints) may still be required—either via a small local biometric-collection site, or in some cases deferred until after decision, or at a later stage.
Some centres remain open for “premium” or “in-person” services (fast-track, interviews, biometric capture) but the standard service becomes mail-in.
Applicants may still retain the option of “self-submit” at a VAC, but the default is shifting toward remote dispatch.
For example: In the case of one application to the Indian visa from Australia via VFS, the online application portal states:

“The recommended option is to Pay online and Post in your application.” vfsvisaservice.com

Implications for stakeholders

For applicants

Pros: More convenience, fewer trips, potentially lower travel/time costs; they can apply from anywhere rather than being bound to a local VAC.
Cons: Less face-to-face support; may feel less personal; risk of courier/dispatch delays; biometric capture may still require travel; if there are errors in the package these can cause delays or re-submission.
One caution: Applicants must follow the checklist extremely carefully, as there is no in-person check or “walk-through” in many cases. As VFS notes in their “Five common mistakes” guidance: matching information exactly, using correct formats, and submitting all required docs matter. vfsglobal.com
For VFS / service provider
Allows reallocation of resources: fewer chairs, fewer front-desk staff, less on-site waiting capacity, more back-office processing and courier logistics.
Might lead to standardisation of processes, reduced variations between centres, and more centralised document scanning / data-entry.
But it also introduces greater reliance on courier/dispatch chains, tracking, remote quality control, and customer support for non-in-person users.
For governments / diplomatic missions
Enables them to reduce in-person capacity (staffing and premises) and shift risk/complexity to the service provider.
May allow more consistent global processing and better scalability across regions.
But governments also must ensure security, identity/biometrics capture, fraud prevention, and legitimate access. Mail-in models must not compromise integrity.
There is also an access-equity issue: applicants who are less digitally literate or lack courier infrastructure may face disadvantages if in-person is less accessible.

Legal, regulatory and practical risks (especially interesting given your space law / international law background)

Identity/biometrics assurance: In-person submittal allows immediate verification of identity, capture of biometrics, and secure handing of original documents. Mail-in shifts some of that risk—ensure the original passport is submitted or otherwise securely handled.
Document chain of custody: With couriers, the chain of custody needs to be validated and tracked. Loss or mis-dispatch of original passports is high-risk.
Data protection & remote processing: Many documents include sensitive personal data. Remote scanning/processing, centralised data-centres, and cross-border data flows may trigger privacy/regulation issues (especially for applicants in Australia, EU, etc). VFS’s own terms note that data may be stored in India or UK depending on applicant country. vfsglobal.com
Access and fairness: Applicants in regions without easy courier access, or remote locations, might face longer delays or higher costs. The shift must not unfairly disadvantage remote or vulnerable applicants.
Legal accountability: Where a service provider handles the administrative side under contract with a government, the legal framework (contractual obligations, liability for delays/errors) must be clear.
Fraud risk: Without oversight of in-person submissions, increased risk of fraudulent documents or mis-representation unless biometric capture remains robust.
Regulatory oversight: Governments still must monitor that contracted service-providers meet their obligations, manage data, provide service standards, uphold security and transparency.

What it may mean for Australian applicants (and for your context)

Since you are based in Sydney and have experience in visa/consular processes (including Indian visas via VFS), the following points may be especially relevant:

For applications from Australia (or from here to other countries) there is increasingly an option (or even a default) to post your application rather than attend a VAC in person. For example, the Indian visa application via VFS Services Australia suggests that applicants “Post in your application”. vfsvisaservice.com
Applicants should closely check whether biometric submission is still required. Even if documents are mailed, an appointment may still be needed for fingerprints and photo.
In the Australian context, courier costs, timing (for international applications), and customs/import-export of documents (passport) may add time and complexity. Applicants should plan accordingly.
Since you have experience at an Indian visa processing centre, your insight is valuable: you may see operational changes like reduced in-person kiosks, more mailing-instructions, clearer remote checklists, and perhaps fewer drop-in service counters.
From the legal-notary side (you as a notary public): You may increasingly be asked to certify documents to be submitted by mail, rather than handed in person. Ensuring that notarised documents are correctly prepared and mailed becomes more important.
For applicants who prefer the reassurance of in-person assistance (especially first-time visa applicants, older applicants, or those with complex situations) the shift to mail-in only may require more proactive planning: gathering correct documents, verifying courier, tracking submission, ensuring complete packages.

Key takeaways & recommendations for applicants

Check the country-specific service details: Even though VFS operates globally, each country pair (applying from / travelling to) may differ in whether mail-in is permitted. The FAQ of VFS emphasises that services are subject to change based on client government instructions. vfsglobal.com+1
Follow the checklist exactly: With mail-in submission there is less “on-the-spot” correction. Missing a document often means re-mailing or rejection.
Use tracked courier: Make sure you choose a reliable courier or postal service with tracking, and retain proof of dispatch/receipt.
Plan extra time: Mailing adds transit time, processing time may be longer, so allow buffer time before your intended travel date.
Biometrics and interview requirements: Verify whether you still must attend a biometric appointment; if yes, booking early is prudent.
Original passports and secure handling: If you’re asked to send your original passport (as often is the case for visa stamping), ensure you understand how it will be returned, and the courier/return options.
Stay alert for updates: Especially in a global operator context with shifting mandates (pandemic effects, changing regulations, service provider changes)–monitor VFS communications, email, spam folder.
Keep records: Keep copies of all documents, tracking numbers, correspondence. If there is a dispute or question later, your records will be invaluable.
Accessibility & support needs: If you are less comfortable with remote submissions, you might prefer to seek a visa-agent or use any available in-person service or premium lounge; understand what your local VFS centre still offers in-person.

Broader implications & future outlook

Reduced physical footprint of VACs: Over time we may see fewer full-scale visa-application centres and more regional “drop-boxes” or pure-mail-in services.
Greater centralisation of processing: Behind the scenes, VFS and government clients may centralise scanning, biometrics, and decision-support in fewer locations, improving consistency.
Increased digitalisation: More online pre-completion of forms, upload of supporting documents, remote document verification, digital payment. Mail-in becomes one element in a hybrid remote/digital workflow.
Potential for unequal access: If mail-in becomes the default, service providers and governments must ensure remote, rural, or digitally-disadvantaged applicants are not left behind.
Contract model changes: Governments relying on outsourced service providers will continue to evolve the contractual expectations—performance standards, data-governance, turnaround times, digital services.
Continued need for in-person services: For biometric capture, interviews, complex or high-risk cases, an in-person facility will still be required. The trend is more of a dual-track system: standard cases via mail; exceptions via centre.
Regulatory oversight and legal risk: As operations move further from direct government control (via private provider), regulatory oversight—data protection, fraud prevention, consumer rights—will become more critical.