Writing a letter for a visa application can be a crucial step in the process, as embassies often require various documents to support your application. This comprehensive guide aims to demystify the process of writing an invitation letter for your visa application, providing you with free samples and useful tips to ensure your application is successful.

Embassies around the world often request specific documents from visa applicants, which can seem confusing, especially for first-time travelers. However, with a bit of effort, you can understand the purpose of each document, how to obtain it, and why it is needed.

Among the documents that first-time applicants may find challenging to understand is the letter of invitation. Despite its importance, writing a letter of invitation is relatively simple.

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

You can easily obtain an Invitation Letter for your visa application by following these simple steps:

• Choose your package: Select either the Regular or Express package based on your needs.
• Complete the payment: Provide your details, including your first name, last name, country of residence, email address, and payment information (credit card or PayPal).
• Fill out the Invitation Letter form: Enter accurate and honest information about yourself, your guest, and the intended entry and departure dates. Ensure you provide correct details about the embassy or consulate where you will submit the invitation letter.
• Submit your request: After completing the form with all the necessary information, submit it. You will receive the first draft of your letter shortly.
• Receive your invitation letter: Within two to three days, depending on the package you choose, you will receive the completed invitation letter in your inbox as a PDF.
• Print and send the Letter of Invitation: Print the invitation letter, sign it, and send it to your guest. Your guest must then present the invitation letter to the appropriate embassy or consulate.

What is an Invitation Letter for a Visa Application?

A Letter for a Visa Application, specifically an Invitation Letter, is a crucial document required by applicants when applying for a visitor visa at an embassy or consulate. This letter is typically written by the host of the applicant and is addressed either to the applicant or to the consular officer. It serves as a formal confirmation that the host will provide accommodation for the applicant throughout their entire stay in the host country, where the host is lawfully residing.

What are the Requirements to Write a Letter of Invitation?

To ensure the validity of the Letter for a Visa Application, the host must meet certain requirements:

• The host must be a citizen or lawful permanent resident of the country the applicant plans on visiting.
• The host should be a friend, boyfriend/girlfriend, or family member/relative of the applicant.
• The host must have a registered place of residence, such as a home or flat.
• The host must have adequate accommodation to host the applicant comfortably.

While the Letter of Invitation is not mandatory for every embassy worldwide, it is highly advisable to submit one, even if not explicitly required.

How to Write a Letter of Invitation for Visa Application?

Writing a Letter for a Visa Application may seem daunting, but it can be the easiest part of your visa process if you understand its purpose. The letter should be written by the guest and addressed to either you or the consular officer. Some embassies provide their invitation forms, so be sure to check the requirements when you receive the visa application checklist. If a form is required, your host will only need to fill in the necessary information.

Even if a form is not required, we have provided some sample templates below which you can use by replacing the information according to your situation.

When writing an invitation letter, it’s essential to include important details about both the host and the guest. The letter should include the following information about the host:

• Full name
• Date of birth
• Address
• Telephone number
• Occupation
• Type of home (owned/rented 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.)
• The exact entry date and exit date

When addressing the letter to the guest, it’s important not to make it overly formal. A more personal and friendly tone is preferred, as it helps the consular officer understand the relationship between the host and the guest. This approach provides a better perspective on the nature of their connection.

Letter of Invitation Supporting Documents

As previously stated, many embassies do not require a Letter of Invitation, so hosts are not obligated to provide additional documents with it. However, whether or not the letter is required, it would be considerate for the applicant to submit any of the following documents along the Letter of Invitation:

• A scanned copy of the 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 guest is responsible for submitting the letter at the embassy or consulate, along with the visa document file. The host should scan the letter and send it to the guest, who will then include it with the other supporting documents on the day of their appointment at the embassy or consulate.

Invitation Letter Samples

There is no fixed method or style for writing an invitation letter; it is up to the writer to decide what to include. As long as the letter contains the necessary details, among others, it will be acceptable.

Format and Sample of Invitation Letter addressed to the Embassy

[Date]
The [country] Embassy,
[Address]

Letter of Invitation for [Visitor’s Name]: Passport No: XXX999999

Dear Sir/Madam

I am writing this letter to support the visitor visa application for [Visitor’s Name]. She/he is a resident of [Country] and is [Your Relationship]. She/he resides at [Visitor’s Address], and their home phone number is (YY)XXXXXXX.

I am a legal permanent resident of [Your Home Country], residing at [Your Home Address], and employed as [Your Occupation], with a net income of $XXX per year. I would like [Visitor’s Name] to visit me from [Date of Entry] to [Date of Exit] for [Reason for Visit, e.g., wedding, birthday, etc.].

I request that she/he be granted a visa for this entire period, during which I will be fully responsible for her/his well-being. She/he will be residing at my home, and upon the expiration of her/his visa, I will ensure her/his return to [Visitor’s Home Country].

Please find attached all necessary documentation required for the visa application.

Thank you in anticipation of your favorable response.

Thank you.

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

Sample of Invitation Letter addressed to the guest

[Date]

Letter of Invitation for [Visitor’s Name]: Passport No: XXX99999

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