5 Essential Questions to Ask Before Hiring a Visa Facilitator

Choosing a professional to handle your Ecuador visa can save you time, stress, and money. Here’s how to make the right choice.

The decision to move to Cuenca, Ecuador, is a big one. You’ve likely spent months, if not years, dreaming, planning, and preparing for this new chapter. However, navigating the country's immigration process is a complex journey that can be full of bureaucratic hurdles and potential pitfalls. This is why many expats choose to hire a visa facilitator—someone with local knowledge who can guide them through the process.

While a good visa facilitator is an invaluable asset, choosing the wrong one can be a costly mistake. Finding a trustworthy and competent professional is paramount. To help you in this critical step, we've compiled five key questions you must ask before you hire anyone. These questions will help you vet potential candidates and ensure you are in good hands.

1. What is Your Success Rate and Experience with My Specific Visa Type?

This is the most direct way to gauge a facilitator's expertise. While many professionals may claim to handle "all visas," the reality is that each visa type has unique requirements and a specific process. For example, a facilitator who has successfully processed dozens of Pensioner Visas may not be as experienced with the nuances of a Professional Visa or the new Digital Nomad Visa.

A reputable professional should be transparent about their track record. Ask for a percentage of approved applications and, more importantly, a breakdown of how many cases they've handled for the visa you are pursuing. This question moves the conversation from general claims to specific, verifiable experience, giving you confidence that they have the practical knowledge to handle your case effectively.

2. What is the Total, All-Inclusive Cost for Your Services?

Transparency in pricing is a huge indicator of a facilitator's integrity. Avoid anyone who quotes a low initial price only to add on a series of "unexpected" fees later. The total cost of a visa includes government fees, legal fees, and administrative costs for things like document translations and notarizations. A reliable facilitator will be able to provide you with a single, all-inclusive price that covers everything, from the moment you sign on to the moment your visa and cédula are in hand.

This question is crucial for your financial planning. Don't be afraid to ask for a written breakdown of what is included in their fee and what is not. This prevents surprises and ensures you are comparing apples to apples when getting quotes from different providers.

3. Can You Provide References from Recent Clients?

Any professional who is confident in their work will be happy to connect you with previous clients. While a website with glowing testimonials is a good start, speaking directly with someone who has recently gone through the process can provide invaluable, unfiltered insight. Ask to speak with two or three clients who have obtained the same visa you are applying for. When you speak to them, ask about their overall experience: was the facilitator easy to communicate with? Were there any delays or unexpected issues? Were they kept informed throughout the process?

A facilitator who hesitates or refuses to provide references is a major red flag. This may indicate a lack of satisfied customers or a desire to hide negative feedback. Trust your gut and move on if this is the case.

4. How Do You Handle the Document Preparation and Appointment Process?

The visa process is not just about paying a fee; it's about meticulous document preparation and navigating in-person appointments at the Ministry of Foreign Affairs. Ask the facilitator to walk you through their process. Do they provide a detailed checklist of required documents? Do they handle all the Spanish-to-English translations? Will they accompany you to the government office and act as your interpreter?

A great facilitator acts as your partner and guide. They should be doing the heavy lifting—reviewing your documents for accuracy, submitting them on your behalf, and physically accompanying you to all necessary appointments. This is particularly important in Cuenca, where the visa office staff may not speak English. Ensure you are comfortable with their level of involvement, as this will determine how much stress you save yourself.

5. What Happens if My Application Is Denied?

While no one wants to think about a visa denial, asking this question is an essential test of a facilitator's honesty and professionalism. A trustworthy professional will not guarantee an outcome, as they do not control the government's decision. They will, however, have a clear plan for what happens if the worst-case scenario occurs.

A good answer might include a plan to appeal the decision, an offer to re-submit the application, or at least a partial refund policy. Be wary of anyone who offers a "100% money-back guarantee," as this is often a marketing gimmick. A reasonable facilitator will be able to explain the specific reasons an application might be denied (e.g., incorrect paperwork, a criminal record, etc.) and how they will work with you to rectify the situation if it's within their control.

Your Peace of Mind is Priceless