How to Cancel DFA Online Passport Appointment (2025 Step-by-Step Guide)

How to Fix Passport Online Appointment 2025: Issues and Cancellation

No appointment code received from DFA. How to cancel a passport appointment without a code. "DFA appointment already exists." DFA confirmation email not received. Payment not completed within 24 hours.

These are just a few of the most common concerns Filipinos face when booking a passport appointment online with the Department of Foreign Affairs (DFA). And while they may seem like separate issues, they are often connected by one root cause: glitches or misunderstandings in the digital appointment system.

In this guide, we break down each of these problems—and more—to help you navigate the DFA passport appointment system with ease. From booking to payment, the process is now fully online, rolled out across the country through DFA satellite offices. While the shift was meant to reduce red tape and improve service, technical hiccups and lack of clear instructions still leave many applicants frustrated. If you’re stuck and don’t know what to do next, don’t worry—you’re not the only one. This article will guide you step-by-step so you can continue with your passport application.

How Are These DFA Appointment Issues Interconnected?

At first glance, these DFA appointment problems may seem isolated—but they’re actually symptoms of a single flawed process.

Here’s what typically happens: once you successfully register in the DFA online appointment system and proceed to payment, a confirmation email containing your appointment code should be sent to you. This code is essential. Without it, you cannot proceed with your appointment schedule.

The issue begins when the confirmation code fails to arrive in your email. Whether due to email delays, server glitches, or incorrect entries, the absence of this code creates a chain reaction of problems. The code is time-sensitive and expires within three days—sometimes sooner, depending on your chosen payment method. While the system is waiting for your payment confirmation, it logs your appointment as pending.

Now, here’s the catch: the DFA system detects your name and booking details as already existing in their records. So if you attempt to register again using the same credentials, you’ll be met with the error message:

"Appointment already exists. Please cancel your previous appointment to book a new appointment schedule."

The frustrating part? You cannot cancel an appointment that was never fully confirmed—because you never received the code in the first place. And without a working hotline, live chat, or responsive email support, you’re left stuck in the process with no clear resolution in sight.

This situation has left many Filipinos angry, confused, and desperate—especially those who waited weeks for a rare open slot. That’s exactly why I wrote this article: to walk you through possible solutions and help you troubleshoot these common but often unresolved DFA passport appointment problems.

First-time passport applicant? Don’t worry—you’re not alone. Many Filipinos face challenges when booking DFA appointments online. Planning to work abroad or already an OFW? You might find our Philippine One-Stop Hub for Online Government Services helpful—especially if you need fast access to documents and applications like OEC, NBI clearance, SSS, and more.

The appointment code looks like this

Solutions to the DFA Appointment Confirmation Code Issue

1. Check All Folders in Your Email Inbox

After completing your DFA appointment registration and proceeding to payment, a confirmation email containing your Payment Reference Number (PRN) or appointment code should be sent automatically. If you don’t see it in your main inbox, check your Junk, Spam, or Promotions folders—it may have been filtered.

Sometimes, delivery is delayed. Allow at least a few minutes up to one hour before assuming it’s a system failure.

2. Wait for the Appointment to Expire Automatically

If you still don’t receive the confirmation code and can’t proceed with payment, do not attempt to re-register right away. The system tags your appointment as pending, blocking any new attempts under the same name.

Thankfully, if the appointment is left unpaid, it will automatically expire after 2–3 days (depending on your selected payment method). Once expired, your record will be cleared, and you’ll be able to register for a new appointment again.

3. Reregister Using Slightly Altered Information

If the first two solutions didn’t work—no confirmation code arrived and the system hasn’t reset your failed appointment—then it’s time to try a more strategic workaround.

You’re likely stuck because your initial appointment was incomplete but still registered in the system. Since the DFA’s appointment platform prevents duplicates, your name and email are being flagged as "already existing," even without a valid confirmation code. This makes cancellation impossible, as cancellation also requires a code.

To bypass this loop, try the following:

• Reregister using the same information (location, appointment schedule, etc.) but intentionally make a small change in the spelling of your name. For example: RICHARD → RICHARDD
• Use a new email address—preferably a Gmail account.

The DFA system treats your name and email combination as unique identifiers. Any exact match to previous data triggers the “Appointment already exists” error. By tweaking the spelling and using a fresh email, you can avoid system detection and register as if you were a new applicant.

If successful, you will receive this confirmation message via email:

"To confirm your appointment, please pay the amount of ₱950.00 to your selected accredited payment center using the reference number below within hours upon receipt of this email. Failure to do so will automatically cancel the provisional booking to give way to other passport clients."

Once payment is made, your appointment is confirmed. You’ll then proceed to your biometrics schedule at your selected DFA satellite office.

Important: When you print your application form, highlight or cross out the intentionally misspelled name (e.g., RICHARDD) and write the correct one above it. On the day of your appointment, bring valid government-issued IDs and inform the DFA encoder about the corrected spelling. This is standard protocol—the DFA staff will manually re-encode your details to ensure that your passport reflects the correct name.

Don’t worry—this workaround has been successfully used by applicants who were stuck in the same situation.

Online Appointment System Tips

Be sure to access the official DFA website early in the morning or late at night, as these are often the best times to find open slots. Looking for legit job openings abroad? Check out our post on Top OFW Destinations and Hiring Agencies to see which countries are hiring and how to apply through licensed agencies.

Here's What to Expect on Biometrics Day

If this is your first time applying for a Philippine passport, knowing what to expect during your biometrics appointment can help ease the process and reduce anxiety. Here’s a step-by-step guide to walk you through what happens during your personal appearance at the DFA:

1. Document Verification

Upon arrival at your chosen DFA satellite office, a staff member will check if your appointment is valid and if you have brought all the required documents. Make sure you have printed your appointment form and supporting IDs to avoid delays.

2. Processing

Next, proceed to the processing counter. Submit your printed passport application form along with the required documents. The passport officer will review the information you submitted. If there are minor errors or inconsistencies, they will correct them on the spot. You’ll then receive either a claim stub or have the passport release date written on your official receipt.

3. Data Encoding and Biometrics

After processing, you'll go through data encoding, where all your information is input into the system. You will be asked to double-check and confirm that everything is accurate.

Take this step seriously—proofread all fields, especially your name, birthdate, and place of birth. Any errors left uncorrected may result in costly delays or a need to repeat the process.

Once confirmed, the staff will proceed to capture your photo, fingerprints, and digital signature. And that’s it—you’re done! Afterward, all you need to do is wait for your passport to be released on the date indicated. Keep your claim stub or receipt safe until then.

Tips for a Smooth Experience

• Arrive early.
• Dress appropriately.
• Bring all documents, including photocopies.

Final Thoughts

Booking a passport appointment can be frustrating, but patience and preparation go a long way. Ever wondered what life is like as an OFW in Taiwan? Read our article about Kaohsiung, Taiwan—Home of Many Pinoy OFWs to get a glimpse of the community, jobs, and real experiences of Filipinos living there.