Invitation letter for Visa Application from India

An invitation letter for a visa is a formal document from a host person or company located in the destination country. It specifies all the details of the host and visitor. You need to submit an invitation letter to the embassy or consulate while applying. The blog will guide you in steps on how to write an invitation letter for a visa.

Invitation letter for Visa

An invitation letter for a visa is intended to support the invited visitor’s visa application. It includes the purpose of the visit and host and visitor details. A visa invitation letter can increase the chances of the visa approval.

The following details are required in the visa invitation letter:

• Host Information: The full name, address, and phone number or email of the inviting individual or company. If it is a business, you may use their formal letterhead.
• Visitor Information: The full name, date of birth, passport number, and contact information.
• Purpose of visit: It should clearly explain the purpose of the visit, such as tourism, business meetings, conference attendance, visiting family or friends, or taking part in an event.
• Relation with the Host: A detail of the host and visitor connections, highlighting any personal or business links, family ties, or previous visits.
• Financial Responsibility: A declaration that the host will cover all costs associated with the visitor’s accommodation, travel, and other charges.
• Length of the stay: It should include the stay period and activities in the length of stay till departure.

The letter of invitation should be addressed to the embassy or consulate. FOr tourist visa, it may be addressed to visitor.

Who need an invitation letter for visa

An invitation letter may be required for certain visa categories, depending on the destination country and the purpose of travel.

• A visa invitation letter is most commonly requested for business, investment, and employment visas.
• For tourist visas, an invitation letter is required only when the visitor is invited by a local host.

Sample visa invitation letter

Following is the sample format of an invitation letter for business visa.

Business invitation letter for visa

A business invitation letter for Visa should look roughly like this:

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Embassy/Consulate of [Country]]

[Embassy/Consulate Address]

[City, State, ZIP Code]

Subject: Business Invitation Letter for [Visitor’s Full Name]

Dear [Embassy/Consulate Officials],

I am writing to provide a formal invitation for [Visitor’s Full Name] to visit [Country] for business purposes. [Visitor’s Full Name] is a valued business associate and we are eager to facilitate their visit to further our professional collaboration.

Here are the details of the visit:

1. Reason for visit: The purpose of [Visitor’s Full Name]’s visit is to engage in business meetings and negotiations with our company, [Your Company Name]. The objective is to explore potential business opportunities, discuss partnership prospects, and foster mutual growth.
2. Length of Stay: [Visitor’s Full Name] intends to stay in [Country] for approximately [Number of Days/Weeks/Months]. The planned dates for their visit are from [Start Date] to [End Date].
3. Proposed itinerary: We have arranged a comprehensive itinerary for [Visitor’s Full Name]’s visit, which includes meetings with our team, visits to our business premises, and potential site visits to relevant industry locations. The detailed itinerary is attached to this letter.
4. Financial information: We confirm that [Your Company Name] will be fully responsible for [Visitor’s Full Name]’s travel expenses, including round-trip airfare, accommodation, meals, and local transportation throughout their stay in [Country]. We will also provide any necessary assistance and support during their visit.
5. Accommodation: [Visitor’s Full Name] will be staying at [Name of Accommodation/Hotel], which is conveniently located near our company headquarters. The address and contact details of the accommodation are as follows:

[Accommodation/Hotel Name,Address , Contact]

1. Relationship between the parties: [Visitor’s Full Name] and [Your Company Name] have an established business relationship. We have been collaborating on [mention previous collaborations or projects] and aim to further enhance our partnership for mutual benefit. Their visit is essential for building a stronger connection and exploring new avenues of cooperation.

Please find enclosed the following supporting documents:

1. Copy of [Visitor’s Full Name]’s passport information page.
2. Detailed itinerary of the visit.
3. [Any other relevant supporting documents, such as business registration certificates, conference invitations, or exhibition details, if applicable.]

We kindly request the embassy/consulate to consider granting [Visitor’s Full Name] a [Type of Visa] for their intended business visit to [Country]. We assure you that [Visitor’s Full Name] will comply with all the immigration rules and regulations and will depart from [Country] upon the completion of their visit.

Should you require any additional information or have any questions regarding [Visitor’s Full Name]’s visit, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number].

Thank you for your attention to this matter. We sincerely hope that you will grant [Visitor’s Full Name] the necessary visa to facilitate their business visit. Your assistance and prompt response will be greatly appreciated.

Yours sincerely,

[Your Name]

[Your Position]

[Your Company Name]

[Your Contact Information]

Every country has different visa invitation letter sample format but the main content needs to add in letter remain same. So you can find respective country invitation letter for visa format on their embassy or consulate website. e.g for Japan country, the invitation letter for visa is found here.

FAQ’s

How long is an invitation letter valid for?

While the average validity of an invitation letter is for 60 to 90 days, this period again differs from country to country.

Who can send an invitation letter,hotel or travel agency?

In some circumstances, especially for tourist visas, travel companies or hotels can provide invitation letters. These letters often confirm your lodging choices and may also contain other information, such as the reason for your visit and the route you want to take. However, depending on the criteria of the destination country, a letter of invitation from a travel agency or hotel may not be accepted, therefore it's vital to check with the appropriate embassy or consulate.

Does letter of invitation need to be legalized or notarized?

A notarized or legalized invitation letter may be necessary in some nations. While legalization frequently calls for extra authentication by government officials, notarization only involves obtaining the letter certified by a notary public. Again, the answer to the question depends on the country and the type of visa being applied for.