Application Status Updates
You will receive regular reminders to complete the Visa Outcomes form to notify us of your application status. This allows us to keep track of any regions that are having issues securing appointments etc. and better assist.
Visa Process for Current Employees
If you are a current Canonical employee, please follow the process outlined on the internal visa pages to request any supporting documents for border control or visa applications. Please ensure you request flexible flights (with a fee) from the travel agents.
If you would like Nomadic's support with your application, you can find more information on initiating an order with them on the Visas Pages.
If you require an employment certificate, please raise a ticket with Talent Experience.
Visa Process for Yet-to-Start New Hires
If you are a new starter, and do not yet have your Canonical email address, you will not be able to access the links above. Please fill out the Visa Document Request form and we will arrange your supporting documents for you. If you will need the original copy of your invitation letter, please notify ea-group@canonical.com as soon as possible and we will arrange for this to be couriered to you.
We work with a visa provider, Nomadic, who are able to assist with visa applications for travel on Canonical's behalf, and will bill Canonical directly for any necessary fees. If you would like to benefit from this service, please use the consulation form to initiate your order with Nomadic. Please put 'Canonical' in the "company" field so your application is directed to the right team.
Please note: When applying for a visa, you must request flexible with a fee flights from our travel agents or refundable if this isn't available for your itinerary.
Contact Details of Inviting Person/Company
If you need to provide contact details for the inviting company, please give the following:
Canonical Group Limited
5 New Street Square
London EC4A 3TW, United Kingdom
Tel: +44 20 8044 2176
If you need to provide contact details of someone within the company who has invited you, please give the staff directory details of the EA Team Member that has signed your letter, and the central Canonical phone number as above: +44 20 8044 2176
Contact Details for the Hotel
If you are asked to give details of the hotel you will be staying at for your visa or e-visa process, please give the following:
Avenida de Aragon No 400
Madrid, Spain, 28022
Tel: +34 91-400-4400
Additional Documents
If you have been asked to provide a certificate of incorporation for the hosting company (Canonical Group Ltd), or confirmation from the venue that they have a contract to host this event with us, please download these below. Some embassies have required a brief sprint agenda summarising the schedule for the event - this is also below.
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General Visa Materials |
| Canonical Certificate of Registration.pdf |
| CGL Tax Clearance Certificate |
| Example Schengen Application Form for Sprints |
When to Cancel Attendance
Please check in with the visa agency/embassy you are applying with to confirm the below:
The expected processing time to complete the application and receive the visa from the stage you are at now
If it is possible to expedite this process. If there is a cost to expedite, please reach out to business-services@canonical.com for approval
If you are due to attend multiple events at the same venue, e.g. an Induction sprint and then an Engineering sprint, speak to your manager about what the latest reasonable arrival date would be before it is no longer worth attending those events.
If it is possible to receive your visa before the latest reasonable arrival date, please reach out to business-services@canonical.com for assistance changing your hotel and travel dates.
If it is not possible to complete the process in time for your travel, please follow the cancellation process below.
Cancellation Process
Inform your manager.
Complete the Visa Outcomes form so that we have a record of your application's progress.
Complete the Sprint Attendance form to ensure your hotel room is cancelled and you are removed from the attendee list. If you are cancelling due to not receiving an appointment or decision on your travel visa in time, or due to receiving a rejection, you do not need to raise a Talent Experience ticket for approval. This information will be shared with the team directly.
Reach out to your TMC (e.g. ATPI) to cancel your flights.
Please note: these steps apply to business travel visas only. If you need to cancel your attendance due to issues with a residential or work visa, please raise a Talent Experience ticket for approval, then complete steps 4 and 5 above.
PO Numbers for Nomadic
If you have worked with Nomadic for your application, please note that you will need to provide a PO number to close your request. If you are asked for a case number, or Canonical's internal reference number, please give your REQ number.
2026 PO Number: PO5469
Border Documents
Please fill in the border document request form
Your document should be generated within a few minutes of form submission. Please reach out to business-services@canonical.com with any issues.
If you are applying for a visa, the documents used for this can be used as border documents, there is no need to request both.