How to Book a US Visa Appointment in Canada

Where to book your US visa appointment in Canada

You book a US visa appointment through the State Department's official visa appointment system at ustraveldocs.com, not through a separate Canadian portal. The system directs you to the US embassy or consulate that serves your province. There are four locations in Canada: Vancouver (British Columbia), Calgary (Alberta), Toronto (Ontario), and Montreal (Quebec). You must apply at the location that covers your province of residence, not the one closest to you geographically.

The appointment system requires you to create an account, fill out your visa application form (DS-160 for most visitor visas), pay the visa fee, and then schedule your in-person interview. You cannot book an appointment until you have completed and submitted the DS-160 form and paid the fee. The system will show you available dates at your assigned location, which typically range from a few weeks to several months out depending on demand.

Processing times vary by location and visa type. Tourist and business visas (B1/B2) generally have shorter wait times than employment or student visas. During peak travel seasons (spring and summer), appointments may be booked months in advance. If no appointments are available, the system will tell you to check back on specific dates when new slots open.

Key Takeaways

• Book through ustraveldocs.com using the portal for your province, not through any Canadian government website or third-party service.
• You must complete the DS-160 form and pay the visa fee before you can schedule an appointment.
• Your appointment location is determined by your province of residence: Vancouver, Calgary, Toronto, or Montreal.
• Appointment availability varies by location and season, with waits ranging from weeks to several months.
• Bring your passport, receipt showing you paid the visa fee, and any documents required for your specific visa category.

What documents you need before booking

Before you can schedule an appointment, you need a valid Canadian passport or travel document. Your passport must be valid for the entire duration of your intended stay in the US, though the State Department does not require it to be valid for any specific length beyond your trip. If your passport expires soon, renew it through Service Canada or your provincial office before you start the visa process.

You also need a digital photo that meets US State Department requirements: a colour photo taken within the last six months, 2 by 2 inches (51 by 51 millimetres), with a white or off-white background, showing your face straight-on and filling 50 to 69 percent of the frame. You will upload this photo when you fill out the DS-160 form. Many pharmacies in Canada (Shoppers Drug Mart, Rexall, London Drugs) offer passport photos that meet these specifications for $15 to $25.

Have your travel plans in mind before you book. You will need to provide your intended dates of travel, the city or cities you plan to visit, and the purpose of your trip (tourism, business, visiting family, medical treatment, etc.). You do not need hotel reservations or flight bookings yet, but knowing your approximate dates helps you answer questions on the DS-160 form accurately.

Steps to complete your DS-160 form and pay the fee

The DS-160 is the online nonimmigrant visa application. You fill it out at ceac.state.gov/genniv, not on the ustraveldocs site. The form asks for personal information, passport details, travel history, employment, family members, and the purpose of your visit. It takes 20 to 40 minutes to complete. You can save your progress and return later, but the form expires after 30 days of inactivity.

After you submit the DS-160, the system generates a confirmation page with a barcode and application ID number. Print this page or save it as a PDF — you will need to show it at your appointment. The confirmation does not mean your visa is approved; it simply confirms that your application form was received.

Next, pay the visa fee through the ustraveldocs system. The fee for a B1/B2 tourist or business visa is $160 USD as of 2024, though fees vary by visa type. You pay in Canadian dollars using a credit or debit card, and the exchange rate is set by your card issuer. You will receive a receipt with a payment confirmation number. Keep this receipt — you must bring it to your appointment, and you cannot schedule an appointment without proof of payment.

How to schedule your appointment on ustraveldocs

Log into ustraveldocs.com with your account and select the consulate that serves your province. Enter your DS-160 confirmation number and visa fee payment confirmation number. The system will show you available appointment dates and times. Dates fill quickly during busy seasons, so if you do not see a date that works, note when the system says new slots will be released and check back at that time.

When you select an appointment date and time, the system will ask you to confirm your personal information and contact details. Make sure your email address and phone number are correct — the consulate will send you appointment reminders and any requests for additional documents to this email. After you confirm, you will receive an appointment confirmation email with your interview date, time, location, and a list of documents to bring.

If you need to reschedule, log back into ustraveldocs and select the option to modify your appointment. You can usually reschedule without paying an additional fee, though you must do this at least 48 hours before your scheduled interview. If you miss your appointment without rescheduling, you forfeit your fee and must pay again to book a new appointment.

What to bring to your in-person interview

Bring your valid passport, your DS-160 confirmation page (printed or on your phone), and your visa fee payment receipt. Bring any documents that support the purpose of your trip: a letter from your employer if you are traveling for business, an invitation letter from a family member or friend if you are visiting, proof of enrolment if you are a student, or medical records if you are seeking treatment. The consulate will tell you in your appointment confirmation email which documents are required for your visa type.

Bring proof of financial support: bank statements, pay stubs, or a letter from your employer showing your income. The consulate wants to see that you can afford your trip and that you have ties to Canada (a reason to return). If someone else is funding your trip, bring a letter from them explaining the relationship and their willingness to support you, plus their financial documents.

Do not bring weapons, sharp objects, or large bags into the consulate building. Consulates have security screening similar to airports. Arrive 15 minutes early. The interview itself usually lasts 5 to 15 minutes. The consular officer will ask about your trip, your work or studies, your family, and why you plan to return to Canada. Answer honestly and directly. Do not volunteer information beyond what is asked.

Timeline from booking to visa approval

After your interview, the consulate will tell you whether your visa is approved, denied, or pending additional review. Most tourist and business visas are approved on the spot. If approved, you will receive instructions on how to collect your passport with the visa stamp. Some consulates mail passports back to you; others require you to pick them up in person. This process usually takes 3 to 10 business days.

If the consulate asks for additional documents, they will email you instructions. You typically have 4 weeks to submit the documents. Once received, the consulate reviews them and notifies you of the decision. If your visa is denied, the consulate will explain the reason in writing. You can reapply, but you must pay the fee again and book a new appointment.

Plan your trip so that your appointment is at least 2 to 3 weeks before your intended travel date. This gives you time to receive your passport with the visa stamp and handle any unexpected delays. If you are traveling sooner, mention this to the consulate at your appointment — they may be able to expedite processing, though this is not may provide.

Common reasons appointments are delayed or cancelled

The consulate may cancel your appointment if you do not show up or if you miss the 48-hour rescheduling deadline. You will lose your visa fee and must pay again to book a new appointment. If you are sick or have a genuine emergency, contact the consulate by phone or email as soon as possible — they may allow a reschedule without penalty, though this is at their discretion.

Appointment availability shrinks during summer months (June through August) and around holidays. If you are flexible on dates, booking for fall or winter often means shorter waits. Some consulates occasionally close for local holidays or maintenance, which can affect availability. The ustraveldocs system will not show dates when the consulate is closed.

If you are applying for a visa type that requires additional security screening (such as certain employment visas or visas for people with previous US travel), your appointment may be scheduled further out. The system will indicate this when you book.

Frequently Asked Questions

Can I apply for a US visa at a different consulate if the wait is shorter?

No. You must apply at the consulate that serves your province of residence. The State Department assigns applicants based on where they live, not where they prefer to interview. If you move provinces before your appointment, you may be able to transfer your application to a different consulate, but you must contact them directly to request this.

What if I do not have a Canadian passport yet?

You cannot book a US visa appointment without a valid passport. Apply for a Canadian passport through Service Canada or your provincial office first. Processing times for new passports vary by province and urgency level, ranging from a few weeks to several months. Once you receive your passport, you can start the US visa process.

Do I need to hire a visa consultant or use a third-party booking service?

No. You can book your appointment directly through ustraveldocs.com at no extra cost. Third-party services charge fees to do what you can do yourself. The State Department does not endorse or recommend any private visa consultants. If you have questions about your application, contact the consulate directly by phone or email.

What happens if my visa is denied?

The consulate will give you a written explanation of the reason. Common reasons include insufficient proof of ties to Canada, lack of financial support, or inconsistencies in your application. You can reapply after addressing the issue that led to the denial. You must pay the visa fee again and book a new appointment. There is no waiting period between denial and reapplication, though some visa types may require additional documentation the second time.

Can I extend my stay in the US after I arrive?

That depends on your visa type and the reason for extension. Tourist visas (B1/B2) can sometimes be extended through US Citizenship and Immigration Services (USCIS) if you have a valid reason, but extensions are not may provide. You must request an extension before your current authorized stay expires. This is a separate process from your visa appointment and requires filing with USCIS, not the consulate.