Ever stared at a blank page wondering “How do I even start this Schengen visa invitation letter?” You’re not alone. I’ve seen folks stress over tiny details, get rejected for missing a passport number, or confuse business invitations with tourist ones. Let’s fix that.
First: What’s a Schengen Invitation Letter?
It’s a formal document from someone in the Schengen Area (like a friend, company, or hospital) proving you’ve got a legit reason to visit. Think of it as your formal “I’ve got you” note to the embassy from the invitee who’s saying:
- “Yes, I’m hosting this person.”
- “No, they won’t vanish into Europe illegally.”
- “Here’s proof I can afford it.”
Use FlightGen App to Skip the Paperwork
Before we dive deeper: You can generate invitation letters, hotel bookings, and noc for visa application forms using FlightGen. For a small fee, it handles 90% of the grind. Now, back to the manual way…
What Your Invitation Letter MUST Include
The consulate won’t chase missing info. They’ll just deny you. Avoid that with these non-negotiables:
- Inviter’s Full Details: Name, address in Berlin/Germany, Vienna/Austria, or wherever they’re based. Phone + email.
- Your Info: Full name, passport number, nationality, travel dates.
- Relationship: How you know them. “Friend since 2018” works.
- Trip Purpose: “Attending my wedding on [date]” or “Business meetings at [company]”.
- Financial Responsibility: Who’s paying? If they’re covering hotels in Switzerland, say so.
- Signature: Wet ink. No digital scribbles.
Pro Tip: Use a letterhead if the inviter’s a company or hospital. Adds instant credibility.
How to Write the Letter of Invitation for Schengen Area?
Tourist/Visitor Visa Invitation Letter
(For friends/family visiting you in Europe)
[Your Name]
[Your Address]
[City, Postcode]
[Date]
To the [Embassy/Consulate of (Country Name)],
I, [Your Full Name], a [Citizenship/Residency Status, e.g., “French citizen”], residing at [Your Address], invite [Applicant’s Full Name] (passport # [Number]), my [Relationship, e.g., “sister”], to visit me from [Arrival Date] to [Departure Date].
Purpose of Visit: Tourism and family bonding. We plan to visit [Specific Locations, e.g., “the Eiffel Tower and Normandy”].
Accommodation: They will stay at my home at [Your Address]. [Attach council tax bill/rental agreement.]
Financial Support: I will cover all expenses, including meals and local transport. [Attach 3 recent bank statements.]
Contact me at [Phone/Email] for queries.
Sincerely,
[Your Signature]
[Your Printed Name]
Business Invitation letter for Schengen Visa
(For companies inviting clients/employees)
[Company Letterhead]
[Company Address]
[Date]
To the [Embassy/Consulate of (Country Name)],
We, [Company Name], registered at [Company Address], invite [Applicant’s Full Name] (passport # [Number]), [Job Title] at [Applicant’s Company Name], for [Purpose, e.g., “a sales meeting”] from [Arrival Date] to [Departure Date].
Agenda:
- Attend meetings at our office on [Dates].
- Finalize contract details for [Project Name].
- Tour our [Facility Name] on [Date].
Financial Responsibility:
- We’ll cover accommodation at [Hotel Name] and daily expenses. [Attach hotel booking + company bank statements.]
- Flights will be [covered by us/the applicant].
Contact [HR/Manager Name] at [Phone/Email] for verification.
Sincerely,
[Signatory’s Name]
[Job Title]
[Company Stamp]
Pro Tips:
- Got no letterhead? Use a PDF with your logo and VAT number.
- Include the applicant’s employment letter from THEIR employer.
Medical Visa Invitation Letter
(For hospitals inviting patients)
[Hospital Letterhead]
[Hospital Address]
[Date]
To the [Embassy/Consulate of (Country Name)],
We confirm that [Applicant’s Full Name] (passport # [Number]) requires [Medical Treatment, e.g., “knee replacement surgery”] at [Hospital Name] from [Treatment Start Date] to [Recovery End Date].
Treatment Details:
- Diagnosis: [Condition, e.g., “Stage 2 osteoarthritis”].
- Doctor in charge: [Dr. Name, Medical License Number].
- Estimated cost: [Amount in EUR].
Accommodation: Patient will stay at [Hospital Ward/Hotel Name] post-surgery. [Attach hospital admission letter.]
Financial Responsibility: Costs will be covered by [Self/Insurance Company Name]. [Attach insurance policy/bank statements.]
Contact our office at [Phone/Email] for confirmation.
Sincerely,
[Doctor/Hospital Admin Name]
[Job Title]
[Hospital Stamp]
Pro Tips:
- Add a signed letter from the treating doctor.
- Include a payment receipt if the applicant has prepaid.
Student Visa Invitation Letter
(For universities inviting exchange students)
[University Letterhead]
[University Address]
[Date]
To the [Embassy/Consulate of (Country Name)],
We invite [Applicant’s Full Name] (passport # [Number]) to enroll in our [Program Name] at [University Name] from [Course Start Date] to [Course End Date].
Details:
- Course: [Program Name] (Registration # [Number]).
- Tuition fees: [Paid/Partially waived].
- Accommodation: Provided at [Dorm Name/Address]. [Attach housing confirmation.]
Financial Support:
- The applicant has [paid/secured a scholarship] for living costs. [Attach scholarship letter/bank statements.]
Contact our admissions office at [Phone/Email].
Sincerely,
[Signatory’s Name]
[Job Title]
[University Stamp]
Pro Tips:
- Students hosting family? Use Template 1 but add proof of enrollment.
- Include a copy of your university acceptance letter.
Types of Schengen Invitation Letters
Not all visas are created equal. Match the letter to your visa type:
- Tourist Visa Letter: “I’m hosting [Name] at my Paris apartment from [dates]. We’ll visit the Louvre and Eiffel Tower.”
- Business Invitation: A German company writes: “We invite [Name] to discuss a partnership. All expenses covered by us.”
- Medical Visa Letter: A hospital in Austria states: “Patient requires treatment from [date] to [date]. Accommodation provided.”
- Study Invitation Letter: Provided by an educational institution for students applying for a study visa.
What Documents Do You Need for a Schengen Visa Invitation Letter?
The Core Documents (All Visa Types)
These are non-negotiable, whether you’re inviting your aunt or a business partner:
- Your ID/Residency Proof
- Clear copy of your passport or national ID card.
- If you’re a resident (not a citizen): Valid residency permit.
- Proof of Address
- Recent utility bill (electricity, gas, water) or rental contract.
- Hosting at your place? Add a short letter from your landlord allowing guests.
- Financial Evidence
- Last 3 months’ bank statements (no screenshots).
- If self-employed: Tax returns + business license.
- Student/low income? Show a sponsor’s bank statements + their signed pledge.
- Signed Invitation Letter
- Use FlightGen’s templates for tourist, business, medical, or student visas.
- Must include: Dates, purpose, your contact details, and a formal commitment to cover expenses.
Extra Docs Based on Visa Type
1. Tourist/Visitor Visa
- Proof of Relationship
- Family: Birth/marriage certificates.
- Friends: Photos together, flight tickets from past visits, WhatsApp chat logs.
- Travel Itinerary
- Rough plan: “Visit Louvre on 5th Sept, day trip to Versailles on 7th Sept.”
2. Business Visa
- Company Proof
- Business registration certificate or Chamber of Commerce letter.
- Signed contract/project details between your company and the applicant’s employer.
- Accommodation
- Hotel booking (paid by you? Attach your card statement).
3. Medical Visa
- Hospital Letter
- On hospital letterhead: Treatment plan, doctor’s name, costs, and admission dates.
- Payment Proof
- Receipts for advance payments or insurance coverage confirmation.
4. Student Visa
- University Proof
- Enrollment letter with course dates.
- Accommodation confirmation (dorm/housing contract).
- Sponsorship Docs
- If parents fund the trip: Their bank statements + notarized sponsorship letter.
Writing Tips That Cut Through Embassy
I’ve had clients rejected for stupid reasons (wrong consulate address, expired passport dates). Here’s how to win:
- Keep It Short: 1 page max. Immigration officers skim.
- Double-Check Addresses: Sending to the Berlin consulate? Don’t list the Frankfurt embassy.
- Attach Proof: Hotel bookings in France? Flight tickets? Staple them to the letter.
- Get It Notarized: Some countries (looking at you, Switzerland) demand this.
Common Schengen Invitation Letter Mistakes
- Vague Travel Plans: “Staying for a few weeks” → Denied. Use exact dates.
- Missing Financial Proof: If your aunt’s sponsoring, include her bank statement.
- Ignoring Local Rules: Germany cares about insurance. Italy wants daily expense breakdowns. Research the specific consulate.
FAQs: Schengen Invitation Letters
Can my boyfriend in Norway write the letter?
Yes, if he’s a resident/citizen. Include his residency permit copy.
Does it cost money?
The letter itself? No. But some embassies charge fees for visa processing.
How long is the Invitation letter for Schengen visa valid?
Usually 6 months. Don’t write it a year in advance.
Can I reuse the same Invitation letter for visa for multiple entries?
Nope. Each visa application needs a fresh letter with updated dates.
Who can issue a letter of invitation?
A letter of invitation is a signed letter from the family member or friend who you will be staying with during your trip to the Schengen area. The purpose of the letter is to confirm that you will have a place to stay during your visit.
What If I’m Unemployed?
- Savings: Show a fixed deposit or savings account with enough to cover their stay (€50-100/day).
- Sponsor: Add their bank statements + a signed letter: “I, [Name], will fund [Applicant]’s trip.”
- Property owner? Attach mortgage-free proof or rental income statements.
Final Move
Nail the invitation letter for Schengen visa, and you’re 70% done. Use tools like FlightGen to save hours, or DIY it with the tips above. Either way, keep it clear, factual, and glued to the embassy’s checklist.
Need a shortcut? Generate your Schengen invitation letter here. Less time typing, more time planning that trip to Berlin.