Writing an Invitation Letter for a Visa Application

invitation letter writing

How to Write an Invitation Letter for Visa Application?

In this article

Embassies around the world, often ask for documents that seem confusing, especially to travelers that apply for the first time for a visa. However, with a little bit of work the applicant can find out a lot about each document, how to obtain it, and why it is needed.

A letter of invitation is among the documents that first-time-applicants have difficulties understanding its purpose. Actually, everything related to a Letter of Invitation is pretty simple and easy.

If you’re unsure about writing an invitation letter yourself, then we can help.

You can order your fully personalized letter here at VisaGuide.World and have it delivered within 24 hours!

How to Order a Customized Letter of Invitation for Visa Application?

You can have an Invitation Letter delivered directly to your inbox by following these quick steps:

    • Choose your package. You can choose two types of packages: the Regular and Express package.
    • Finish the applicable fee payment. To finish the payment, you must give your personal details, including your first name, last name, country of residence, email address, and details from your credit card. The payment can be done with a credit card or PayPal.
    • Complete the Invitation Letter form. Fill out the form with correct and sincere information about you, your guest, and the entry and departure date. Also, ensure you provide correct information regarding the embassy or consulate to which you submit the invitation letter.
    • Submit the request. After you finish the invitation letter form with all the correct information, press complete. After that, we will receive your invitation letter form and provide you with the first draft of your letter.
    • Receive your invitation letter in your inbox. We will send you the completed invitation letter form as a PDF within two to three days, depending on the type of package you choose.
    • Print the Letter of Invitation. After receiving the invitation letter, print it, sign it, and send it to your guest. Your guest must send the invitation letter to the appropriate Embassy.

What is an Invitation Letter for Visa Application?

An Invitation Letter for a visa application is a letter that the applicant has to submit to the embassy or consulate where they are applying for a visitor visa.

This document is written by the applicant’s host and addressed either to the applicant or to the consular officer, confirming that they will accommodate the applicant in their home for the whole period of their stay in the country where the host lawfully resides.

What are the Requirements to Write a Letter of Invitation?

The host must fulfill the following requirements in order for the letter of invitation to be valid:

  • must be a citizen or lawful permanent resident of the country you plan on visiting
  • must be your friend, boyfriend / girlfriend or family member / relative
  • must have a registered place (home, flat)
  • must have enough room for the applicant

The Letter of Invitation is not required by every embassy in the world, but it is strongly recommended to submit one even if not required.

How to Write a Letter of Invitation for Visa Application?

To many it might sound confusing, but writing a letter of invitation might be the easiest part of your visa application, if you have rightly understood what it serves for. The letter has to be written by the guest and addressed either to you or to the consular officer. Some embassies have their own invitation form, therefore, make sure to check about it when you get the checklist of visa required documents. If they already have a form, then your host will only have to fulfill the empty spaces with the right information.

But even if they do not, below we have listed some samples which you can use by replacing the information according to your case.

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When writing an invitation letter, the main thing the writer has to keep in mind, is that the letter must include some important details, of the host and the guest. The letter must contain the following information about the host:

  • Full name
  • Date of birth
  • Address
  • Telephone number
  • Occupation
  • Type of home (owned / rent house / flat / room)
  • Host’s status in the host country (If the host is residing in that country a work visa, student visa, permanent resident, or is a citizen or any other legal status)
  • Signature

On the other side, the letter must also include the following information about the guest:

  • Full name as shown on their International Passport
  • Date of birth
  • The person’s address and telephone number
  • Relationship between the host and the guest
  • The purpose of the trip (friendly visit, holiday, wedding, birthday party.)
  • Exact entry date and exit date

If the letter is addressed to the guest do not make it sound too official. It is better if it sounds more personal and friendlier rather than formal, so that the consular officer can have a better sight of the relationship between the host and the guest.

Still haven’t written your invitation letter for a visa application?

Our dedicated team of professionals and experts will help you with writing a fully personalized invitation letter and deliver it to you within 24 hours!

Letter of Invitation Supporting Documents

As mentioned above, in many embassies the Letter of Invitation is not a requirement, therefore the host is not obliged to send other documents alongside with it. Still, even if the letter is a requirement or not, it would be very thoughtful if the applicant submitted any of the following documents alongside with the Letter of Invitation:

  • A scanned copy of host’s ID / passport
  • Evidence of means of subsistence (if the host will financially support the guest)
  • Proof of home / flat ownership or rental contract
  • An Itinerary of the places planned to visit together
  • If the host has taken days off from work to be with you during your period of stay in their country, then submitting a document that proves that would be in your favor

Where to Submit the Letter of Invitation?

The letter is submitted by the guest at the embassy or consulate along with the visa document file. The host must scan it and send it to the guest, who will later submit it with the other supporting documents on the day of their appointment at the embassy or consulate.

Letter of Invitation Samples

A fixed method or style of writing an invitation letter does not exist. It is up to the writer to decide what he or she wants to include in their letter. As long as the letter contains the above listed details among others, then the letter is just fine.

Sample of Letter of Invitation addressed to the embassy

Letter of Invitation for [Visitor’s Name]: Passport No:XXX77777

I am writing this letter to support the visitor visa application for [Visitor’s Name].

She / he is fully resident in [country], and is my [relationship]. She / he lives at [Visitor’s Address] and their home phone number is (YY)XXXXXXX.

I am a legal permanent resident of the [Guest’s Home Country], and I live at [Guest’s Home Address], and I work as [Guest’s Occupation] – with a net income of $XXX per year. I would like [Visitor’s Name] to come and visit me from [Date of Entry] to [Date of Exit] because of [you might give a reason as wedding, birthday, baby shower, graduation, etc.]

My request is that she / he would be granted with a visa for this whole period, in which time I would be fully responsible and cater to her / his well being. She / he will also be resident at my home, and following the expiration of her / his visa, I will see that [Visitor’s name] return to her / his home country.

Kindly find attached, all necessary documentation required.

Thanks in anticipation of your favorable response

[Host’s Name]
[Host’s Date of Birth]
[Host’s Address]
[Host’s Phone Number]
[Host’s signature]

Sample of Letter of Invitation addressed to the guest

Letter of Invitation for [Visitor’s Name]: Passport No:XXX77777

Dear [Visitor’s Name],

As a follow-up to our phone conversation, please take this as a formal invitation to visit me in [country]. It’s been a long time since I last saw you [use a word that would describe your relationship: mom / dad / sister / my friend / my love etc.] and I am full of excitement that you will finally be able to meet all the people who have made my stay in [country] so beautiful.

While you are here, I will be responsible for your accommodation, feeding and movement around [country] from the day you arrive from [Visitor’s Home country] on [Entry Date] until the day you leave on [Date of Exit].

Herewith I am sending all the required documents for getting the necessary visa from the [country] Embassy.

Can’t wait to meet you here

[Host’s name]
[Full address]
Occupation: [Host’s occupation]
Phone Numbers:
Work: [(xxx) xxx-xxxx]
Home: [(xxx) xxx-xxxx]
Email: [email address]



[vc_row][vc_column][vc_column_text]Let’s say that you are a Non-EU foreigner and you wish to be authorised to enter Spain. One of the requisites the authorities could ask you to fulfil is to declare your reasons for coming to the country – and one of the ways in which you may accredit this requirement is by presenting an invitation letter. In theory, it sounds simple but, as always, it’s not so simple as it sounds.

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Here are some FAQs on the invitation letter to enter Spain:

Do I need an invitation letter to enter Spain?

First of all, we have to determine if you need a visa to enter the country. If you don’t need a visa then you won’t need an invitation but if you require a visa, it is possible that one of the visa requisites could be the accreditation of your reasons to visit the country. For this you will need to present an invitation letter.

Do I need to have family or friends in Spain? How do I get it otherwise?

Having family or friends in Spain would be the easiest way to obtain the letter.

But should you not be staying with anyone you know then you may also provide proof of your stay and accommodation in other ways, for example through a hotel reservation.

Where to get one of these letters?

Should you have friends or family, the Police Station near to their location would be the right place.

How much does it cost and how long does it last?

At the time of writing, the cost is of 72,12 € and it would last for maximum 90 days. Only the original copy will be accepted.

Who can request the invitation letter?

Since the idea is to obtain the invitation letter from within Spain (otherwise you would need an invitation letter to get the invitation letter!) it can only be requested by Spanish nationals, EU Citizens, and legal residents in general.

Does the invitation letter guarantee entry to Spain?

Since it is only one of the ways to tick-off one of the many requirements for the obtainment of the visa, it does not itself guarantee entry. However, it is a good start towards gaining entry. If an invitation is required then you will need one.

If you’d like to discuss the matter of gaining entry to Spain then please get in touch for a free consultation below:

Invitation Letter for Schengen Visa – Learn How to Write an Invitation Letter and Download Free Samples

Letter of Invitation for any type of Visa

When you are making plans to travel to another foreign country, you have to take into account many things. Starting from whether you will be allowed to enter the country to where you will be staying and for how long. If you are coming from a country that does not have a lot of free movement in foreign countries, then you will most likely need a visa.

This is the case for many non-EU nationals who want to enter the EU or Schengen zone countries. These people will need a Schengen visa to enter any of the participating countries. But getting a visa is a long process and you as an applicant will need many documents and steps to get it. One of the most important things you have to prove though is that you will not stay illegally in any of the Schengen zone countries. Because of this, having an invitation letter for the Schengen visa is extremely beneficial and will help your application a lot.

This article will go through the invitation letter details, their types, and provides visa invitation samples.

What Is an Invitation Letter for Visa?

A visa invitation letter is a written letter from the person you are visiting who lives in the Schengen country you want to go to. The person you are visiting is inviting you to stay with them and by default, they guarantee that you will not stay in the country illegally.

For example, if you are visiting a friend in Germany, they will send you an invitation letter to stay with them for specific dates. They will describe the relationship they have with you and state that they will support you financially if you are unable to for the time you are in the country.

You must attach the invitation letter to the rest of the documents in your application, which you will give to the Embassy. The invitation letter is a strong supporter of your application because the Embassy will know that you are not just going to the country without a purpose. The letter will tell them why you are going and who you are seeing.

So in case you do not return to your home country within the specified time frame, the authorities will know you are staying illegally, but they will also have the contact information of the person you were staying with. That is how they can find you and take the necessary measures if you overstay your Schengen Visa.

If you are planning to travel for a specific purpose to the Schengen area countries, you must make sure that you have an invitation letter. The letter will make it much easier for the Embassy to grant you the Schengen Visa.

How to Write an Invitation Letter?

Writing an invitation is not a very complicated task. As long as the letter includes all the necessary information, you or the person inviting you will not have trouble writing it. Some people choose to write it themselves, but many people opt for VisaGuide.World’s invitation letter writing service to get their invitation letters. For a small fee, you can have your letter written by professionals and delivered within days.

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To be able to write a good invitation letter, you can follow the tips below.

Write all the required information

The required information depending on your purpose of visit can include:

  • The date that the letter was written
  • The Embassy name
  • Embassy contact information (phone number and address)
  • Opening salutations and statements
  • Inviting person’s name
  • Inviting person’s status in the Schengen country (citizen or permanent resident)
  • Inviting person’s contact information (phone number, address, and email)
  • Applicant’s name
  • Applicant’s passport number
  • Purpose of travel
  • Relationship with the inviting person
  • Dates of travel
  • Itinerary of travel
  • Closing salutations
  • Inviting person’s signature
  • Necessary document attachments or enclosures

Use formal language

In addition to the necessary information and documents, you must also use formal language in the invitation letter. You must show that you understand the Embassy’s importance and you respect their authority.

The letter of invitation cannot use colloquial language or any local expressions or metaphors. The letter must be straightforward without any embellishments, so as to demonstrate a serious intent to visit the country and also return to your home country. To show how this could be phrased, we have included samples of invitation letters below.

What Are the Types of Invitation Letters to the Embassy?

Since there are many reasons you would want to travel to a Schengen area country, there are also many types of invitation letters. Each type of invitation letter will also require additional supporting documents to prove that what is written in the letter is true. The Embassies are very particular about this and they will not take into consideration an inviting letter without documents that support its claims. Below we have compiled a list of the different types of invitation letters with descriptions of what they are and the necessary documents.

Invitation Letter From Family or Friends for Tourism Purposes

One very common reason people travel to the Schengen area is to visit relatives or friends. This is also seen as a visa for tourism in a particular country. So for the invitation letter for a tourist visa, family or friends must write it for you. The letter must state that you are the person’s relative or friend and that you are going to visit for a specific period of time.

As a supporting document to this invitation letter, you must attach proof of the relationship with the person and clearly state the duration, purpose, and financial status that you have.

This letter could be from your spouse who is an EU or Schengen area national, your parents, or your children. For each one, you must attach a valid marriage certificate or birth certificate to prove your relationship.

You can order a well-written personalized invitation letter for a tourist Schengen visa application at VisaGuide.World. The professionals at VisaGuide.World will carefully write an invitation letter that is fully in line with your travel plans and increases the chances of receiving a positive response on your visa application.
Learn more about invitation letters at VisaGuide.World

Business Invitation Letter for Schengen Visa

Many people need to go to a Schengen country for purposes of business. You might have a meeting with a potential investor or with your foreign partners. Because of this, you will need a business letter of invitation.

The letter must specify the business relationship you have with the person you are visiting and what you will be doing during the time you are in the country. It is a good idea for you to attach an itinerary of the business activities to the invitation letter so you can show what you have planned to work on during your time there.

You must also attach a letter from your employer confirming that you are an employee in a specific company and the details of your work. This includes your job position, dates of employment, salary, and why it is necessary for you to leave the country for business purposes.

Sponsor Letter for Schengen Visa

Besides going to a Schengen country for business, you could be invited to a conference to give a presentation, speech, or attend a trade show. The invitation letter must be from the person or company sponsoring you to go to this activity. The organizers of the conference or trade show must write the invitation letter and clearly state your name there.

The letter must say why you are the right person for this event, and other details such as the itinerary, conference dates, and where you will stay. The sponsor must also write, whether they will pay you for participating or whether they will cover your expenses.

Finally, the letter must clearly show the contact information and certificate of registration of the company or person sponsoring you for this event.

University or College Invitation Letter

If you are going to the Schengen area to study in a university or a college, you must prove that. To do so, the institution you will attend must send you an acceptance letter inviting you to join them. The letter must have all the details of your stay there, including your major, the duration of your studies, how the studies will be financed, where you will stay, and so on.

Hospital Invitation Letter

You might need a Schengen visa because you are having health troubles and you need treatment in a foreign country. It is not unusual for people from non-EU countries to seek medical help in Schengen countries due to the high level of development there.

If you will be receiving medical treatment, you must get an invitation letter from your doctor. The doctor must represent a hospital in the Schengen country. The letter must state your medical condition and why you need to go to that specific hospital and the dates of your treatment. The letter of invitation cannot say that your treatment will be indefinite because then the Embassy will not know when or if you are returning to your home country.

The letter must also state how the cost of your treatment will be paid and who will be responsible. So make sure you attach all your relevant medical documents and the hospital invitation letter for better chances of getting the visa.

Invitation Letter Samples

Sample Invitation Letter for Visitor Visa

The sample inviting letter below shows a typical invitation letter for a tourist visa or visitor visa from a friend.

Source https://visaguide.world/tips/letter-of-invitation/

Source https://www.lexidy.com/blog/do-i-need-an-invitation-letter-to-enter-spain-faqs/

Source https://www.schengenvisainfo.com/invitation-letter-schengen-visa/

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