In accordance with the Data Protection Act 1998, the Ministry of Defence will collect, use, protect
and retain the information on visa applications in connection with all matters relating to our
personnel administration and policies.
The Ministry of Defence is committed to ensuring that all your personal data including that of a
sensitive nature is used with your consent, respect for your privacy and only for the limited, clearly
stated purposes within the form/or as stated below. This also accords with our legal obligations
under the Data Protection Act 1998.
The information of a sensitive nature contained in visa applications will be used only:
- for;
The procurement of relevant visas into the applicant’s passport
- by whom within MOD;
DTMO Visa Section, Ground Floor, Zone I, Main Building, Whitehall,
London SW1A 2HB
- by whom, if anyone outside MOD and state why;
- until:
United States Embassy for processing
and addition of visas into passports
The applicant or group leader has confirmed to the DTMO Visa Section that they have
received their passport(s) back containing the correct visa(s), at which point all
personal information will be destroyed, however all financial information will be retained
by the DTMO Visa Section for 6 years in accordance with JSP 891 for audit purposes,
at which point it will also be destroyed.
USA VISA APPLICATION GUIDANCE
Please note – processing times for applications will take a minimum of 3 working
days. The USA Embassy does not offer an express service.
All applicants must complete the DS 160 on line USA application form. If deploying
on a posting all accompanying members of the family must also complete the DS
160 and be in possession of the confirmation page
The screen shots shown and questions listed in this guide are examples of the
types of questions detailed on the DS 160 application form. For obvious reasons
exact questions will vary depending of the responses given, for example if an
individual states that they are married further answers will be required regarding
spouses details.
The US Embassy in London has advised that on occasions applications are selected at
random for further administrative checks. This can result in delays to application
processing times over which the MoD DTMO Visa Section has no influence.
Step 1
Scan a passport size photograph or alternatively take a photograph using
a digital camera. The image must be a coloured passport size head and shoulders
photograph on a plain white background, with applicant looking directly face forward into
the camera with both ears visible. You may test your photograph before you start your
application as you will be requested to upload the photograph to the application form at the
end of the online application process.
Digital Image Head Size Template
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The top of the head, including the hair, to the bottom of the chin must be
between 50% and 69% of the image's total height. The eye height (measured
from the bottom of the image to the level of the eyes) should be between 56%
and 69% of the image's height.
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Image pixel dimensions must be in a square aspect ratio (meaning the height
must be equal to the width). Minimum acceptable dimensions are 600 pixels
(width) x 600 pixels (height). Maximum acceptable dimensions are 1200 pixels
(width) x 1200 pixels (height).
Photographs submitted need to have been taken within the last six months.
Please note that it will be beneficial to forward an original passport photograph with all
the same requirements as above (should not be the same photograph which has been
uploaded) to Defence Travel Management Organisation (DTMO). This is in case the
uploaded photograph does not pass the US Embassy photographic requirements, in which
case Embassy staff will scan the hard copy on your behalf, and this will be used for the
visa.
Please note – After three failed attempts of uploading a photograph you will be prompted
to continue without a photograph being uploaded. In this case you MUST submit a hard
copy of a photo to DTMO.
Step 2
- Visit the following link to fill in application form
https://ceac.state.gov/genniv/
The US Embassy advises that the application has intermittent connectivity issues and
times out (deleting information entered) applicants are therefore advised to save work
frequently.
Once an application is created a confirmation number is generated beginning with “AA”
which is located on the right hand top corner of the application form. It is advisable to
make a note of the confirmation number as if you are timed out during the process you can
access your application information using this number and re answering the security
questions which were asked when the application was created. (Please see below screen
shot)
If applying for a USA visa through the DTMO Visa Section in London you must always pick
“England, London” as the location of applying for a visa even in the event of the applicant
not being located in England at the time of completing the application.
Before starting an application you are able to Test your photo please see below.
If your photo does not meet the USA quality standards you will be able to continue with the
application and as mentioned earlier and submit a hard copy photograph as the USA
Embassy will scan the copy for you. (Please see below)
Also from the below page “Getting Started” you are given the options of “Starting a new
application”, “Upload a previous application” or “Retrieve an application”
At the end of each page you are given the options of “back” to a previous page, to “Save”
or to “Continue”. Each time you are requested to choose an option please select “Save”
and choose save to desktop, you will be notified of a successful save confirmation and
then you may continue with the application. Saving to the desktop will permit the applicant
to reload the last part of the information entered to the form and allow the application
process to continue. (Please see below screen shots for saving an application)
Select Save
Save to Desk top
Once your application is successfully saved you may then continue with the application
Please see below an example of questions which you maybe required to answer when
completing the application form. It is therefore suggested that you have information at
hand e.g. passport, work/home address, itinerary etc before starting to complete your
application. Please note this is not an exhaustive list of the questions you are required to
answer as others maybe generated depending on your responses.
Passport/Travel Document Type:
If applicant is not in possession of a “Diplomatic”, “Official” or “UN” passport please pick
“Regular”
Visa Class
Purpose of trip to the US will identify what visa you are applying for
Do not choose the option Business (B1) as this does not apply to Official Government
travel. To select the relevant visa type please see the following options,
 A1 - for Diplomatic
 A2 - for official temporary duty or postings (issued for civilian postings, or in
some circumstances issued to Military who are posted to the British Embassy)
 NATO - (2) for majority of military postings
 C / 3 - for transitting through the USA
 G - for United Nations visits/posting.
Once you have chosen the purpose of trip you will be asked to specify, you simply need to
choose the option of Employee of A2, A1 or NATO 2.
If you are accompaying on a posting you must pick the option “Spouse of” or “Child of”
Please see below list of visas
Personal, Address, Phone and Passport/Travel Document Information
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National Identification Number: This is not the same as a UK National
Insurance Number so you can pick “Does not Apply”
Passport book number: This does not apply to applicants who have not lived in
the USA or have citizenship
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Travel Information
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Purpose of Trip – Specify: Please see above as explained
Date of travel and duration of stay: If exact travel date is not known please put a
ready to move date.
Address where you will stay in the US: For temporary duty state the hotel you
will be staying in. If on a posting and quarter/house has not yet been arranged
please put down either the hotel or base you will be staying at immediately on
arrival in the US.
Sponsoring Mission/organization: Please state the Mission/organization visiting
i.e. British Embassy, Raytheon, Boeing Company, Creech AFB etc.
Contact name, address and contact telephone number: State the person you will
be visiting or who has invited you and their address and contact number.
Person/Entity paying for your trip: Please choose the option
Company/Organization.
Name of company/Organisation paying for trip: For Ministry of Defence
personnel please put down Ministry of Defence, for entitled agency personnel
i.e. Hydrographic Office should put their organisations name.
Address of Company/Organization paying & Contact details: Please state your
work address. If based in Main Building or Bristol Abbey Wood state Main
Building or Bristol Abbey Wood work address and contact details.
Relationship to you: Employer
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Have you ever been in the US: If yes state all previous visits to the US in the last
5 years both business and pleasure. The USA Embassy is aware that not all
applicants can remember exact dates, please list as many as possible.
Have you ever been issued a US visa: If yes you must specify what type of visa,
date issued and location.
If yes the Visa Number is requested: If you do not know the visa number simply
state Not Known
US Contact information
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US contact information, contact person name in the US, Organisation name in
the US, Relationship to you, and US contact address:
If you are visiting numerous organizations or companies you will only need to
list one, (all information uploaded to the US application form DS 160 must also
be annotated within the cover letter to DTMO)
Family Information
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Mother and fathers full names and dates of birth: The option of Do Not Know is
given for applicants who do not hold information on their parents
Do you have any immediate relatives in the US not including parents: Answer
yes or no and provide details required.
Do you have any other relatives in the US: Answer yes or no and provide details
required.
(if married) Spouses full:
Spouses date of birth:
Spouses nationality:
Spouses city and country of birth:
Spouses address:
Work/Education/training information
 Primary Occupation: Government/Military
 Present employer or school name: Ministry of Defence or Entitled agency
personnel
 Address: Unit/work address
 Monthly Salary in Local Currency (if employed) Does Not Apply
 Briefly describe your work duties:
 Were you previously employed:
 Have you ever served in the Military
 Service name of country
 Branch of service
 Military Speciality
 School qualifications
 School/University addresses
 Date of service from and to: Please note the date of service requires a date,
you may put the date of which you are filling in the form
 Have you travelled to any countries within the last five year: You must list all
countries visited within the last five years including those countries whose
Entry/Exit stamps do not appear in the passport.
Once you have completed the online application and have reviewed all answers you
should proceeded to click ‘Sign and Submit’. You will then receive a confirmation page with
a barcode and reference number, (Please see example below) You will also be given the
option of emailing the confirmation page, printing the confirmation or printing the complete
application. The US Embassy will only require the confirmation page. Applicants can, if
they wish, print the application off as a record.
Please see below screen shot of a completed Confirmation page. The below confirmation
page has been edited for Data Protection purposes.
Step 6 -
Print the confirmation page and enclose the following documentation:
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One passport photo which must be in colour with a white background and no more
than six months old.
Applicant’s passport which must have a minimum of six months left to run from the
date of entry into the country and sufficient blank pages.
A covering letter on unit headed paper stating the following:
o Name, rank or title and full service/staff number and whether personnel are
military/civil servants or MOD contractors.
o Authority and purpose of travel.
o Unit’s UIN.
o Date of arrival and departure.
o Establishment(s) to be visited. Please do not use abbreviations.
o Date if the passport is required for travel prior to visiting the above country.
o Where you would like your passport posted back to
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Other relevant documentation that may be required (see notes below)
Send all documents to the DTMO Visa Section at the address below by Specoial Delivery
as this provides an audit trail for valuable and sensitive personal documents:
o
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DTMO Visa Section
Ground Floor, Zone I
MOD Main Building
Whitehall
London SW1A 2HB
Courier Deliveries Alternatively, applicants may wish to send their passports and other documents
to the visa section by courier. If using this method, applicants should bear in mind that MOD Main
Building security will not accept deliveries to the building by courier as all items entering the
building need to be scanned, which can only be done at the off site scanning centre. Applicants
intending to send their passport and documents to the visa section by courier should send them to
the address below. TNT will then take them from the courier, sign for them, scan them and forward
them to the visa section within 4 hours. Applicants should note, the track and trace signature
available to them online will be that of the TNT scanning centre in Bermondsey, not anyone in Main
Building:
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Visa Section
Ground Floor, Zone I, Desk 45
MOD Head Office
c/o TNT
6 Pages Walk
Bermondsey
London SE1 4SB
Contact telephone number for DTMO: 020-721-84366 or military number 9621-84366
Fax number: 020-721-87246 or military fax number: 9621-87246
Email: desjscprovmgt-msss-dtmovisagp@mod.uk
Notes: Other documentation which must accompany applications if applicable
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If any applicants have been formally arrested and/or convicted then they need to obtain and
submit a United Kingdom Police Certificate also referred to as an Association of Chief Police
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Officers (ACPO) certificate. This police certificate must be less than 6 months old and is
obtained from the ACPO by completing an application form which can be downloaded from
their website at http://www.acro.police.uk/police_certificates.aspx
For enquiries concerning the completion of this form, please contact ACPO on 0845 60 13
999 during office opening hours (8:30-16:30) Monday to Friday or via email:
acro.policecertificates@acro.pnn.police.uk
Applicants with minor traffic offences which did NOT result in a formal arrest by the police
and/or a conviction for the offence do not need to apply for an ACPO. Speeding offences
for example, where no formal arrest was made and a penalty notice was sent to you via
the post, does not need to be declared. If you were formally arrested for traffic offences
and/or convicted then you need to obtain and submit a certificate.
If you are submitting the ACPO certificate and it states NO TRACE or NO LIVE TRACE
you must include a signed statement listing details of offence, the date of the
arrest/conviction, court details, and sentence if applicable.
This ACPO police certificate can be obtained in 3 days, so there should be no problem
submitting it with your application.
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A marriage certificate is required for a posting if surnames are different from those
on passport. e.g if passport is in maiden name.
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For postings a letter of authority to travel/reside overseas from natural parent/s of
minors will be required, or court documents stating granted permission.
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Military personnel on posting will require a Visa Status on Entry in to the USA
Letter or also known as the British Defence Staff Authority (BDS) letter issued in
Washington to accompany application form. For advice on obtaining this letter
please email BDSUS-NASG-HR-ARR-COORD@mod.uk
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Expired passports that contain a valid USA visa must also accompany application
form and current valid passport. If the passport has been destroyed or disposed of a
signed statement must be produced.
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A signed statement addressed to the USA Embassy in London is also required for
passport/s that have been lost or stolen which contained a valid USA visa
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Families posted to the USA where the principal applicant (head of family) holds both
a US and UK Passport should be aware that the United States of America does not
recognise dual nationality. The principal applicant can not apply for a visa in their
UK passport as the United States authorities stipulate that they should enter the
country on their US Passport. If the principal applicant does not wish to renounce
their US Citizenship the US Embassy will not issue their dependants a NATO/A2
visa. For a NATO/A2 visa to be issued to dependants it has to be sponsored by a
principal applicant, in possession of a NATO/A2 visa in their UK Passport. It is
possible for the principal applicant to apply for US citizenship for their family
dependants but this will result in the family members having to renounce their
current citizenship i.e. UK Passport.
The DTMO Visa section is unable to assist with or influence applications for US citizenship
and families wishing to pursue such an application should contact the US Citizen
Immigration Services (USCIS) for advice and guidance.
http://www.uscis.gov/portal/site/uscis
Transit Visas
If transiting the US from a non-NATO country an official (C/3) transit visa is required. This
should either be obtained in advance of travel through the DTMO Visa Section or, if this is
not practicable, via the local US Embassy overseas.
Last updated 17/08//12