IMPORTANT NOTE: CKGS Houston and San Francisco VISA Application Centers shall remain CLOSED on Wednesday, May 10, 2017 on account of Buddha Purnima.

Terms and Conditions

The following Terms & Conditions constitute the legal basis for the rendering of Services by CKGS.

The Terms & Conditions govern the Applicant’s use of the Services and are acknowledged as having been read, understood and agreed without any limitation or qualification by the Applicant through submission of his / her complete physical applications including full payments to the CKGS Application Center. This will also form a part of the Applicant contract with CKGS.

The website contains the required information in connection with the Services. The said website will be updated as per the instructions of the Missions and will change from time to time.

Except where covered under CKGS Refund Policy below, all fees are non - refundable and will be retained by CKGS on payment by the Applicant even if the Applicant does not make or proceed with the application and whether or not the application is granted.

No employee of CKGS has any authority whatsoever to change, amend, amplify or withdraw any or all of these Terms and Conditions without prior written approval from CKGS.

These Terms and Conditions also contain a disclaimer which limits CKGS liability to the Refund Policy stated below.

Scope of Services

CKGS is the outsourcing partner of the Indian Missions in United States of America for providing the following categories of services singularly or in combination (these will be collectively referred to as “Services”).


  • Indian Visa;
  • OCI Card - (Overseas Citizenship of India);
  • PIO Card - (Person of Indian Origin);
  • Renunciation of Indian citizenship
For this purpose, CKGS is responsible for scheduling appointments, receipt of complete applications including full fees from individuals, companies and third party agents (each hereinafter referred to as the “Applicant”), submission of applications to the Missions in USA, collecting processed passports / documents from the Missions and returning the passports / documents to the Applicants.

General Obligations

It shall be solely the Applicant's responsibility / obligation to provide CKGS with all required duly signed Government forms, letters, forms and documentation as per the Checklist of the relevant service type and category. Checklists are not exhaustive. The Missions may ask for additional documents and payments as stated in CKGS website. Fees, rules and documents are subject to change without any prior notice. Please further note that acceptance of the application by CKGS does not guarantee that such Applicants’ information and supporting documents as provided are deemed sufficient.

Applicant must submit / send photocopies of the supporting documents (not originals) unless originals are requested.

Whilst CKGS uses reasonable care to check Applicant’s application form for obvious errors on the face of the form, CKGS does not guarantee to detect errors within Applicant’s form and CKGS does not undertake to verify any information that the Applicant provides, which the Applicant is solely responsible to ensure for accuracy.

It is also the responsibility / liability of the Applicant to carefully check all the information on the Visa / OCI Card / PIO Card / Renunciation such as but not limited to the name, spellings, passport number, type of service and category and validity, etc.


The fees payable by the Applicant are as follows:

Depending on the category selected, the service fees per application are the following:

  • Service & Category Fees – [Consular Fees]
  • ICWF Fees – [Consular Fees]
  • CKGS service charges – [CKGS Fees]
  • Value Added Services like Courier (optional) [CKGS Fees]

Note: All fees / charges payable are per Applicant.

Please note that the payment for the services must be cleared in full by the Applicant and may be made through Credit Card / Money Order / Pay Order / Cashiers / Bankers Check favouring ‘Cox & Kings Global Services USA LLC’.  For debit and credit cards, convenience fees are applicable and are non-refundable.

‘Cox & Kings Global Services USA LLC’ (“Company”) would be using the Global Contract of Cox and Kings (UK) Limited for online payment processing services (Credit / Debit Cards), a company incorporated in the United Kingdom. All online payments made by the Applicants using Debit / Credit Card shall be collected and processed through Cox and Kings (UK) Limited.

Note: Personal Checks, Bank Transfers and Cash are not accepted.

Changes to Procedures and fees

Please note that the fees / charges provided will be valid and applicable on the day that they are quoted and provided by CKGS.

CKGS does not accept responsibility for any changes in procedures, rules, documents or fees and reserves the right to pass on any increased fees to the Applicant. If the Applicant decides to make the application on a later date, and / or if the application is in transit, the fees / charges may change.

Granting / rejection of Services

The decision making of an application rests solely with the Mission. The Mission reserves the right to grant / deny an application without assigning reasons and the decision of the Mission is final and binding upon you.

Time Limit for Processing

The processing times mentioned for application / s are average processing time estimates only. The processing of an application including the processing time is subject to the procedures and experience of the concerned Mission over which CKGS HAS NO CONTROL. It is subject to change on a case to case basis.

Communication Policy

CKGS normally communicates with the Applicant through the modes of ‘Track and Trace’ and / or email and / or by SMS.

In case of applications received through third party Agents for the Applicant, CKGS will send its communication by email to both the Applicant / Agent to the email IDs provided. The email and mobile provided on the Government of India online forms must belong to the applicant and must be contactable in case of any further communication. CKGS bears no responsibility / liability if the Applicant or the third party Agent does not respond to the ‘Track and Trace’ / email / and / or any other communication of CKGS. CKGS will not be responsible if there is no communication / miscommunication / delay in communication by the Agent to the Applicant or vice versa. The responsibility of CKGS ends the moment it has made such communication to the Applicant / Agent.

Refund Policy

CKGS takes every reasonable precaution while handling an Applicant's passport & documents and if due to any breach of contract or negligence on the part of CKGS, the Applicant's submitted passport or documents are lost or damaged beyond a useable condition within the premises of CKGS, then CKGS will pay to the Applicant the amount of the fees charged for the replacement of the lost or damaged passport or other documents through their normal replacement procedure and CKGS will assist the applicant with the same within its capacity. Such payments will be made by CKGS to the Applicant on the presentation of the payment receipts issued for the replacement of such lost or damaged passport or documents.

This does not include any lost or damaged passport or documents by the Shipping Service Provider. The Terms & Conditions of the Shipping Provider will apply irrespective, if the shipment has been bought by the applicant through CKGS or if a prepaid label is bought directly from the Shipping Service Provider by the Applicant.

Revocation / Cancellation Policy

Subject to the following paragraph, if the Applicant commences an application process, including by submitting an online application, the Applicant may revoke / cancel the application at any time before the application is submitted by CKGS to the Mission including only completing the online process in which case, CKGS will only refund to the Applicant, the Consular Service and Category fees, the ICWF fees, but CKGS will retain it’s service fees and Value Added Services (if applicable).  
Refund processing charges will apply.  Convenience Fees are non-refundable. Once the application has been submitted by CKGS to the Mission, all fees are non – refundable.

The Applicant’s right above is the only revocation / cancellation right the Applicant shall have. Once the Applicant has submitted the application to CKGS, the Applicant will be taken to have agreed that CKGS may immediately commence processing the application and providing any services and as a result, the Applicant shall not have any right to revoke / cancel under the applicable laws of the USA.

Incomplete Documentation

Upon receipt of the application, if CKGS notices whilst processing the application, that the same is incomplete and / or proper payment is not received, then CKGS will put ‘On Hold’ the processing of such application and send a communication with details about the deficiency/ies in the application. The Applicant is required to provide all the necessary documents, full payment / short fall in payments to CKGS within 7 working days from the date such communication is sent by CKGS.

Pending Additional Documentation

Similarly, after submission of documentation by CKGS to the Mission, the latter has the right to request for further documentation, supporting documents, correct and missing information on a case to case basis. CKGS will put ‘On Hold’ the processing of such application and send a communication with details about such additional information / documents. The Applicant is required to provide all the necessary information / documents to CKGS within 7 working days from the date such communication is sent by CKGS.

In both the above mentioned situations, such application will remain on hold in the CKGS Application Center for a maximum period of 21 calendar days from the date that the application was received by CKGS at the Applicant’s sole risk and consequences and will be treated as ‘Abandoned’ if not addressed by the Applicant and will be returned to the Applicant as mentioned below.

Abandonment Policy:

If the Agent / Applicant has already paid for a return courier from CKGS or enclosed his / her own prepaid envelope, the ‘Abandoned Application’ will be returned to the current address stated on the label.  In case the application has not yet been submitted by CKGS to the Mission, the refund to the Applicant will be less CKGS fees and any Value Added Services.  In case the application has already been submitted by CKGS to the Mission, then there will be no refund at all.  If the Applicant / Agent has not enclosed his / her own prepaid envelope, CKGS will return by Shipment, the ‘Abandoned Application’ to the current address of the Applicant and will refund the fees after deducting the  CKGS service charges and Shipping service and other Value Added Service. If neither the prepaid label nor have the fees been enclosed, then CKGS will consider this application ‘Abandoned’ and it will be handed over to the Mission of the Applicant’s Jurisdiction at the Applicant’s own cost, risk and consequences.

If the Applicant wishes to re-apply, the Applicant will have to re-process the full application as a NEW complete application, including all applicable payments.

Promotional Material

Promotional material may follow the relevant documents such as but not limited to passports or other documents at the time they are returned to the Applicant. If the Applicant does not wish to receive this Material, the Applicant must intimate CKGS in advance at the time of submitting the documents. Please note that neither CKGS nor Government of India endorse such promotional material.

Exclusion of Liability

CKGS bears no responsibility / liability for costs incurred by the Applicant in anticipation of an application to be finalised by the concerned Mission. These costs may include but are not limited to air tickets or any other transport cost, accommodation, and / or any other costs. CKGS strongly recommends that the Applicant must not make any travel bookings, until receipt of positive confirmation of the application from Mission.

CKGS is not responsible / liable for loss or damage which occurs due to any event or incident which happens outside CKGS’s control (Force Majeure events) and which is not attributable to any act or omission by CKGS.

CKGS will not be held responsible / liable for any loss or damage, delays caused by Mission, processing an application incorrectly, attachment of wrong photographs, duration and type of visa (single / multiple entry), issuing an incorrect OCI Card, Renunciation or Visa and / or incorrect details mentioned on them inter alia due to incomplete application forms, incorrect or false information on application form and inaccurate and incomplete information and supporting documents provided by the Applicant.

CKGS is not responsible or liable for any direct, indirect, punitive incidental, special, consequential losses & damages arising whatsoever out of the delay, misplacement, damage, non-delivery or loss of passports, documents or money.

CKGS is not liable / responsible for the wrong address / contact details mentioned by the Applicant in his / her application / documents and / or label including prepaid courier.

CKGS is not liable / responsible to the Applicant and / or the third party Agents if they do not follow the Communication Policy mentioned hereinabove.

In case of a lost / misplaced / stolen passport within CKGS premises, the liability of CKGS is limited to US $ 195 or the actual cost of reissuance of passport whichever is less against proof of receipt. The amount is based on US State Government’s website information. CKGS shall not be held responsible / liable for any financial charges or loss / damage of any kind whatsoever. Further no other costs of air tickets, transport, accommodation stay or any other costs shall be paid / refunded.

Shipment Delivery

CKGS always uses the services of shipment service companies for the purpose of transmission of passports and documents. Their respective terms & conditions shall apply in addition to these Terms & Conditions. CKGS will not be responsible / liable for any loss or damage whether direct, indirect, incidental or consequential, caused due to transmission delays or loss or damages of passport or documents, delivering the documents to the wrong address in the course of transmission of documents by CKGS to the Applicant.

This applies also in the course of transmission of documents by CKGS to the Mission and back from the Mission to CKGS. CKGS would however, make best attempts to trace the Applicants’ documents or assist the Applicant in obtaining alternative / certified copies of the lost documents.

Should the Applicant decide to avail the return courier facility from CKGS, the documents will be returned only to the registered present address or permanent address as specified in the shipment order.

In case of a change of address for the return courier, CKGS will be unable to assist with this change request and does not take any liability / responsibility for such claims that may arise.

Shipping Policy for Prepaid Labels Bought Directly by Applicants from Shipping Service Provider

If you have submitted a Prepaid Envelope / Shipping Label along with the application, CKGS cannot take any responsibility of pick-up and delivery to you. The Shipping Service Providers often do not acknowledge receipt of envelopes.  Nor will CKGS drop off your prepaid envelopes to your Shipping Service Provider as you have not bought the shipping service from us.

FedEx Prepaid Envelopes
sent by you are NOT accepted.  For prepaid labels, CKGS will not be liable / responsible to contact you, and if you ignore this point, for any delay occurring will be your liability / responsibility.

If you purchase FedEx shipping service from CKGS to send your application to CKGS and chose not to use the same, the refund for the same will be made after the tracking status of the label thus generated shows as Expired. This could take as long as 45 days. No refund requests will be entertained until then.

Scope of Terms & Conditions

These Terms & Conditions have to be read in conjunction with the Declaration & Undertaking, Disclaimer, relevant Document Checklist and Forms and the Privacy Policy.

The Agent / Applicants agree  to allow CKGS at its sole discretion to  use  any of their, comments, reviews  related to CKGS Services made available in the public domain and / or through private communication such as emails, letters etc. and distribute  such contents  in any of their documents, any promotional materials, websites and any type of media.

CKGS reserves its absolute rights to alter these Terms and Conditions and / or any other documents any time without advance notice and without offering any reason.

As to the interpretation of the foregoing, the decision of CKGS shall be final and binding upon the Applicant.

CKGS Application Center

CKGS is a service provider in the USA. The address of the CKGS Application Center is:

Law and Jurisdiction

These Terms and Conditions shall be construed in accordance with the laws of United States of America.