If you plan to stay with a friend, family member, or host in Europe, the Invitation letter for Schengen visa plays a serious role in your application.
Over the past 8+ years, we’ve reviewed a high volume of Schengen visa applications. Invitation letters most often create issues when they are incomplete, unclear, or inconsistent with the rest of the application, rather than due to intentional misrepresentation.
We’ll walk you through what works, what does not, and how visa officers actually read this document.
You can write the invitation letter on your own, or fill in the details and let our FlightGen app create a ready-to-use invitation letter in minutes that follows Schengen visa documentation standards and keeps the format clear and complete.
What Is an Invitation Letter for a Schengen Visa?
An Invitation letter for Schengen visa is a written confirmation from a host in the Schengen Area. It tells the visa officer:
- Who invited you
- Why you plan to visit
- Where you plan to stay
- How long the visit will last
Visa officers treat this as a supporting document, not proof of approval. They cross-check it with your application form, travel dates, financial proof, and accommodation details. When details line up, the letter strengthens your file. When they don’t, it raises doubts.
Is Invitation Letter Mandatory for a Schengen Visa?
No. An invitation letter is not mandatory for every applicant. You need one when:
- You plan a private stay with friends or family
- You do not submit hotel bookings
- Your host covers part or all of your stay
You do not need one when:
- You stay in hotels for the full trip
- You submit confirmed accommodation proof
Visa officers look for clarity in accommodation details. Either hotel bookings or a private Schengen invitation should support your stay not both, unless your trip includes mixed accommodation.
Who Can Issue an Invitation Letter?
A valid invitation letter must come from someone who legally resides in a Schengen member state.
Accepted inviters:
- Friends or relatives with legal residence (valid residence permit, long-term visa, or permanent residence card issued by that Schengen country.)
- Citizens of a Schengen country
- Legally Registered companies or institutions operating within a Schengen member state.
Not accepted as inviters:
- Tour or travel agents acting as private hosts
- Short-term visitors (tourists, temporary visitors, or those without residence permits)
Visa officers often request proof of the inviter’s status. A letter without backing documents rarely holds weight.
Types of Invitation Letters for a Schengen Visa
Invitation letters differ based on who invites you and why. Visa officers assess the letter against the declared purpose of travel and the inviter’s legal standing.
Private Invitation Letter (Friends or Family)
Issued by a host legally residing in a Schengen member state who confirms accommodation at their registered address. The letter must be supported by the inviter’s residence permit or passport and proof of address.
Business Invitation Letter
Issued by a company legally registered in a Schengen country confirming the business purpose, visit duration, and professional relationship. It must appear on official letterhead and match the applicant’s business intent in the visa application.
Medical Invitation Letter
This letter is issued by an authorized hospital or medical institution in a Schengen state, providing confirmation of the acceptance of the patient, treatment specifics, duration, and patient acceptance. Visa officers verify this with medical documents and, where applicable, proof of payment or cost estimates
Official or Institutional Invitation Letter
Issued by recognized institutions within the Schengen Area, such as universities, research bodies, or event organizers. The letter must clearly state the nature of participation and align with supporting admission or acceptance documents.
Sponsorship-Based Invitation Letter
Issued by a host who formally declares financial responsibility for the applicant’s stay. This letter must be backed by financial proof and, where applicable, an official sponsorship or declaration of support.
All invitation letters follow the same legal framework. Visa officers verify who issued it, their legal authority to do so, and whether the content matches the visa purpose and documents submitted.
What Should an Invitation Letter Contain? (Mandatory Details)
Visa officers expect consistency. Every correct and valid invitation letter includes:
- Full name of the inviter
- Address and contact details of inviter(host).
- Legal status of Host in the Schengen Area
- Full name of the applicant
- Relationship between inviter and applicant
- Purpose of the visit
- Travel dates and duration
- Address of stay
- Financial responsibility, if any
- Date and signature
Visa officers verify each of these details against the rest of the application. If even one required item is missing or inconsistent, the invitation letter is treated as incomplete and the file loses credibility.
General Format of an Invitation Letter for Schengen Visa
Below is a Sample Schengen Invitation Letter format for reference only. Content may vary based on purpose.
Full Name of Inviter
Registered Residential Address
City, Postal Code, Country
Contact Number
Email AddressDate
To the Visa Officer,
I, [Inviter’s full name], residing at [full registered address], hold [citizenship / residence permit number] issued by [Schengen member state]. I am inviting [Applicant’s full name, passport number] to visit me from [start date] to [end date].
The purpose of the visit is [personal / family visit]. During this period, the applicant will stay at my residence at the address mentioned above.
I confirm my relationship with the applicant as [relationship]. This invitation letter is submitted in support of the applicant’s short term visa application.
I declare that the information provided is accurate and can be verified. Copies of my residence permit/passport and proof of address are attached for reference.
Signature
Full Name of Inviter
This format stays neutral and aligns with what Schengen consulates generally expect in an invitation letter.
Documents Required Along With the Invitation Letter
An invitation letter is never assessed on its own. Schengen visa officers verify it against documentary proof that confirms the inviter’s identity, legal status, and ability to host the applicant.
To be considered valid, the invitation letter must be supported by:
- A copy of the inviter’s passport or residence permit, issued by a Schengen member state, to confirm legal residence
- Proof of address, such as a registration certificate, utility bill, or official residence record, matching the address mentioned in the letter
- When the visit is of a personal or family nature, relationship proof supporting the stated relationship is required.
- Financial proof for sponsorship is needed only when the inviter takes responsibility for the expenses.
Visa officers use these documents to verify authenticity, cross-check details, and confirm that the invitation is genuine and enforceable.
Common Mistakes That Lead to Visa Refusal
One of the standard refusal grounds listed on Schengen visa refusal notices is that the purpose and conditions of the intended stay have not been justified. This ground is commonly applied when accommodation details are unclear, travel dates conflict, or invitation letters are incomplete or unsupported.
- Supporting documents do not adequately establish the claimed relationship.
- Required copies of a valid residence permit, passport, or proof of address are missing or inconsistent.
- Discrepancies are noted in travel dates, duration of stay, or accommodation details.
- Sponsorship claims are not accompanied by acceptable proof of financial means.
- Documents submitted do not reflect the present visa application.
Does an Invitation Letter Guarantee Visa Approval?
No. An invitation letter does not guarantee visa approval. As per the Schengen visa guidelines, consular officials look through the entire application, not individual documents. The European Commission provides guidance to applicants stating the decision is based on whether or not the applicant satisfies the entry requirements, including evidence of purpose of travel, proof of sufficient funds, proof of intent to leave the Schengen area prior to visa expiration, and the credibility of the application as a whole.
Invitation Letter vs Hotel Booking
- Private stay: For Schengen visa applications, proof of accommodation must cover the full duration of the intended stay. When the applicant stays with a private host, an invitation letter confirming accommodation, supported by the inviter’s proof of address, is required for the relevant dates.
- Hotel stay: When the applicant stays in paid accommodation, confirmed hotel bookings must be submitted instead of an invitation letter.
- Mixed stay: If the travel plan includes both private and hotel stays, each accommodation type must be documented for the corresponding period. Accommodation documents that do not match the declared itinerary are considered insufficient during assessment.
Frequently Asked Questions
Who should sign the Invitation letter for a Schengen visa?
The invitation letter must be signed by the inviter (host or institution). Unsigned letters are not accepted.
Does an Invitation letter need to be notarized for a Schengen visa?
No, in most cases. Consulates require notarization only when they explicitly request it or when the member state issues the invitation through an official hosting or sponsorship declaration.
How recent should an Invitation letter be at the time of visa submission?
The inviter must issue the invitation letter for the current trip and match it to the intended travel dates. Consulates do not accept letters reused from previous trips or issued for a different purpose.
Do consulates accept handwritten invitation letters, or do they require typed ones?
Consulates accept both handwritten and typed letters when the letter is clear, complete, signed, and supported by the required documents. Consulates generally prefer typed letters for readability.
Can one Invitation letter cover multiple travelers?
Yes. If all applicants are clearly named, the relationship is explained, and accommodation capacity is credible, each applicant must still submit an individual visa application.
Can I submit an Invitation letter if I am visiting multiple Schengen countries?
Yes, but the letter must clearly cover the dates and place of stay in the host country and align with the declared main destination.
Does the inviter need to be present at the visa appointment?
No. The consulate requires the inviter’s presence only if it explicitly requests it.