An invitation letter or proof of staying for your Schengen visa request is an official record from someone in a Schengen Zone nation that you want to visit. They will either invite you to stay with them or will represent the company or organization that is the cause for your visit. By default, the letter’s author ensures that you will not be staying in the nation illegally.
What Is an Invitation Letter for a Schengen Visa?
An invitation letter or a proof of accommodation for your Schengen Visa application is a written document from a person who you plan to visit in a Schengen Area country.
And also an invitation letter is looked upon as important by visa officials as it explains the purpose of your visit, gives a specific time frame for your stay, and offers immigration officials a point of contact should they believe you might be overstaying your visa.
In short, an invitation letter is as follows:
- It was written by the person who invited you.
- You must include your passport and residency information.
- There are various kinds of invitation letters, such as corporate, hospital, and student invitation letters.
- The candidate’s host writes a letter stating that they will allow the applicant to stay with them. The applicant or the consular official can receive the letter.
Do I need a letter of request to apply for a Schengen visa?
The Cover Letter for a Schengen Visa is a necessary part of your visa application because it is a way to introduce yourself, the reason why you want to travel to that specific country, as well as to communicate with the visa officers who are handling your application.
You should include an invitation letter from the person you plan to visit, as well as, if applicable, proof of the relationship with the person inviting you, such as a marriage or birth certificate.
They are not intended for tourism purposes. However, if you are visiting family or friends, or if you need to visit Europe for business or school, an invitation letter for visa is frequently required – especially for work purposes.
An invitation letter is vital to visa officials since it defines the purpose of your visit, provides a precise time range for your stay, and provides immigration officials with a point of contact if they suspect you are overstaying your visa. As a result, obtaining one increases your chances of being granted a visa.
Take a consultation from us, we help you to create your Invitation Letter for Visa.
Various Types of Invitation Letters
As there are many motives to visit the area known as Schengen, there are numerous forms of invitation letters. These might include a letter of invitation from
- Invitation Letter for Visiting family
- Invitation Letter for Visiting Spouse
- Invitation Letter for Visiting friends
- Invitation Letter for Businesses
- Invitation Letter for Sports event or Medical reasons
Further proof of authenticity will be required for each form of invitation letter to confirm that what is said in the letter is true. Without these proofs, officials will not regard letters as valid.
Invitation Letter for visiting Family
We are frequently get most requests to write invitation letters for family visits. You must create an invitation letter for visiting family members as in the manner that they are writing it on your behalf. All you need to do is print this invitation letter, which we have written for each and every one of our clients.
The information that you will have to provide about the invitee is:
- Full name of the invitee
- Invitee full address who are in the country
- Passport information of the Invitee
- Relationship with the Invitee.
- Host’s Residence permit information, if application
- Host’s phone number
- 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 Of The Host
In addition to the details which is listed above, you also will have to include a section explaining your plans for the stay, such as whether you have planed to attend any events or planned to visit any interesting locations, or just arrange to be at their house.
- A Scanned Copy of Host’s Passport or Residence Permit.
- Evidence of means of financial subsistence (In case the host will financially support the guest)
- Proof of flat / home ownership or rental contract
- The Travel Itinerary of the places planned to visit together
- As long as the host has taken time off work to be with you while you’re in their country,
Download Sample Invitation letter for Family Here
https://schengenvisaexperts.com/wp-content/uploads/2023/10/Invitation-letter-for-visa-Family-1.pdf
Take a consultation from us, we help you to create you Invitation Letter.
Invitation Letter for visiting Spouse
The second most common type of Invitation letter that we most receive is from a husband / wife who is traveling to Schengen area. You need to write an invitation letter as though your spouse is writing it on your behalf when sending it to visiting family. As part of the visa aid package, we will compose this for you.
As an attachment to this invitation letter, you must add proof of your relationship with the person and clearly state the duration, purpose, and your current financial status. For example, a marriage certificate would be proof of your relationship if you were asking your partner.
The Invitation letter is submitted by the individual by visiting the embassy or consulate, along with the necessary visa documentation. The host need to scan the document and should it to the guest, who will submit with other supporting documents on the day of their scheduled appointment at the embassy or consulate.
The required information that you will have to provide about the invitee is:
- Full name of the invitee or spouse
- Host full address
- Passport information of the Spouse
- Proof of relationship like marriage certificate.
- Residence permit information of the Spouse (If Applicable)
- Invitee phone number
- Invitee’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 of the Invitee
In addition to the above information, you will have to include a section which describes that what you have planned to do during your visit. For example, you are going for an event like a wedding, graduation, or office party for which your spouse has invited? they can choose to go to any interesting places or just stay at home.
You also need to submit supporting documents such as:
- A scanned copy of the Invitee’s residence permit or passport
- Evidence of means of financial subsistence (If the host will financially support the guest)
- Proof of home / flat ownership or rental contract
- Travel Itinerary of the places planned to visit together
- As long as the host has taken time off work to be with you while you’re in their country,
Download Sample Invitation letter for visiting Spouse here
https://schengenvisaexperts.com/wp-content/uploads/2023/10/Invitation-letter-for-visa-Spouse.pdf
Take a consultation from us, we help you to create you Invitation Letter.
Invitation Letter for visiting Friends
If you want to invite your friends to visit your place, you will have to write letter differently. when preparing an invitation letter for visiting friends, write it as though the Invitee is requesting that the embassy or consulate grant your Schengen visa.
Instead of attaching proof of your friendship to this Invitation letter, which doesn’t exist, you should tell the embassy or consulate more that about your friendship and how long you’ve been friends.
In addition with that, you should explain who is going to pay for the trip and how long your friend will get to stay with you.
The guest should submit the visa document file and Invitation letter at the embassy or consulate. The Invitee must scan, sign it, and deliver it to the guest, who should submit it with additional supporting documents at the embassy or consulate on their scheduled visa appointment day.
The information that you need to provide would about the invitee is:
- Full name of the invitee or spouse
- Host full address
- Passport information of the Spouse
- Residence permit information of the Spouse (If Applicable)
- A description of your friendship
- Invitee phone number
- Invitee’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 of the Invitee
In addition to the details which is mentioned above, you must also include a section about your visit, such as whether you will attend any tourist events or watch a sport or cultural events with your friend. Mention them.
You also need to submit supporting documents such as:
- A scanned copy of the Invitee’s residence permit or passport
- Evidence of means of financial subsistence (If the host will financially support the guest)
- Proof of home / flat ownership or rental contract
- Travel Itinerary of the places planned to visit together
- As long as the host has taken time off work to be with you while you’re in their country,
Download Sample Invitation letter for visiting Friends
https://schengenvisaexperts.com/wp-content/uploads/2023/10/Invitation-letter-for-visa-Friend.pdf
Take a consultation from us, we help you to create you Invitation Letter.
Invitation Letter for Business Visa
For business purpose trips to the Schengen Area, the invitation letter is second most important document. In this case, you will be applying for a your business visa.
You must also need to provide a letter from your employer confirming your employment, defining the purpose of your trip, and explaining your itinerary while in the nation.
The letter must state your business relationship with the visitor and your plans while in the nation. Attach a business activity itinerary to the invitation letter to explain that what you’ll do. Company letterhead is required for this invitation.
The information that you will have to provide in the invitation letter for business is:
- Full Name of the inviting company
- Company full address
- Reason for inviting you for Schengen country, either for meeting or education on upcoming products
- Who will be the bearer of the expenses
- Company phone number And travel desk email Id.
- Signature & Stamp of the company
Download Sample Invitation letter for business visa
https://schengenvisaexperts.com/wp-content/uploads/2023/10/Invitation-letter-for-visa-Business.pdf
Take a consultation from us, we help you to create you Invitation Letter.
How Do You Write An Invitation Letter For A Visa Application?
Many individuals may require an explanation, but if you understand what it is for, sending a letter of invitation may be the simplest part of applying for a visa. The letter must be written by the host and mailed to you or the consular officer.
When you obtain your visa records, double-check to see whether any embassies have their invitation form. If they already have a form, your host will just fill in the blanks with the appropriate information.
When creating a visa invitation letter, the major focus should be on including important information about both the host and the guest. As a result, the following information about the host must be provided in the letter:
Their full name as it appears on their international passport
- The birthdate
- Address
- A contact number
- The profession
- sort of residence (The sort of residence in which the host resides, such as a house or an apartment)
- Status of the host in the host country (If the host is in the country on a work visa, student visa, permanent residence visa, or is a citizen or has another legal status)
- The host’s and the guest’s relationship
- The trip’s purpose (friendly visit, holiday, wedding, or birthday party)
- The exact date of entry and exit
- signature of the person inviting
You must include all required details and supporting documentation along with a professional invitation letter that uses proper wording. You need to demonstrate that you appreciate the Embassy’s authorities and that you are aware of its relevance.
Most requests for visas are denied because the host must correctly prepare the letter of application. Pay attention to the tone as well; it should not sound extremely formal or professional. It would be beneficial if you demonstrated that you and the person who came have a strong connection.
Sample Invitation Letter
We will provide you with a sample invitation letter in this section that you can use while visiting friends or family.
Officer of Immigration
Embattled nation
Address of the Embassy
[Embassy Telephone]
Subject: Invitation Letter with Passport No. for [Applicant’s Name]
Greetings, Sir/Madam,
I, [host’s Name], submit this letter in support of [applicant’s Name’s] visa request to [country name].
I am a citizen of and a permanent resident of [country name] and currently reside at [address]. [Include details about the applicant’s and host’s relationship]I will be hosting [Applicant’s Name] during his trip to [country name] from [entry date DD/MM/YY] to [exit date DD/MM/YY].
During the designated dates, we want to travel to [tourist destinations/cities/locations] to partake in a variety of tourist activities, including [add purchased tours/agenda/itinerary]. Additionally, [applicant name] will remain at [host address] with me until the day of their departure for [applicant’s home country]. The [application name] will [give means of funding] to pay for all costs associated with the anticipated trip.
Take the time to get in touch with me if you require any extra details or have any questions.
Sincere Thanks,
[Signature of the host]
(Host Name)
Address of the host
[Host’s Telephone]
[Hosting Email]
For more details refer our recent articles:
https://blinkvisa.com/blog/invitation-letter-for-a-visa/
https://blinkvisa.com/blog/invitation-letter-for-us-visa/
Instructions for Preparing a Visa Invitation Letter
If the applicant desires to apply for several visas, the application form must be doubly signed, including on the third page near the statement “I am aware of the importance of having adequate travel medical insurance for my first stay.”
a letter stating the rationale for such a request, as well as documentation of future journeys to the country, must also be submitted. Applicants will not be allowed to receive their passports from the Embassy after applying for the Visa
The requirement for consultations or other difficulties may cause this period to extend. In addition to what is provided, the Consulate administration has complete authority to assess and seek additional
documentation.
Moreover, the applicant is advised that providing all essential papers does not guarantee the issuance of any specific visa.
What should your Invitation Letter for a Visa include?
- Full Name.
- Proof of residence.
- Legal Status such as Citizen or Permanent resident.
- Contact Information.
- Employment details if your sponsoring applicant’s trip.
- Company Address and Position/ Title of the Host in case of Business Invitation Letter.
Where Should the Letter of Invitation be Submitted?
The invitation letter for a visa is typically submitted along with other required documents to the appropriate embassy or consulate of the country where the visa application will be processed.
In other words we can say, 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.
Traveling to a Schengen Zone country is an excellent opportunity to discover everything that Europe has to offer. With so much to see and do, it’s no surprise that the Schengen Area attracts so many visitors each year. If you’re going on a vacation, make sure you get an invitation letter from the person or organization you’ll be seeing. This is going to render the enrollment procedure considerably easier. Enjoy!
We hope you grasp the concept of writing an invitation letter for a visa application completely.
Frequently Asked Questions:
How to get an invitation letter for a Schengen visa?
All the host needs to do is write the letter, get it notarised and send it to you. You can now add the letter as part of your supporting documents while applying for a Schengen visa. The invitation letter is also a guarantee from your host to the consulate that you will not stay illegally in the country.
Can an invitation letter be scanned?
Invitation letter can be the origin or scanned version. Please make sure it easily reads in A4-size.
What are the responsibilities of invitation letter?
After receiving an invitation letter to visit another country, your responsibilities generally include reviewing the terms of the invitation, ensuring you meet the visa requirements, providing necessary documentation, and respecting the local laws and customs of the host country.
How long is an invitation letter valid?
Notarized invitation letters in Canada do not have a standard expiration date. However, their validity may be limited by the intended purpose and duration of the visit. The notarization process ensures the letter’s authenticity, but its effectiveness may diminish over time or based on specific circumstances.
Is invitation letter mandatory?
While not mandatory, an invitation letter from a U.S. citizen or Legal Permanent Resident (LPR) can positively impact the visa process, especially when it highlights strong ties to the applicant’s home country.
Can an invitation letter be sent via email?
Invitation letters are of many different types that you can use depending on the occasion: a graduation party, a wedding, or a launch business party. You can use a formal or an informal tone when writing them, and you can send them through mail or e-mail.
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 United States. The purpose of the letter is to confirm that you will have a place to stay during your visit.
Can an invitation be declined?
All you need to do is to let the host of the event know that you are able to attend. Sometimes, though, you might need to decline an invitation. Whether it’s because you already have another commitment or simply that you don’t want to go, you need to let the host know in a way that won’t upset him or her.
Can I get a visa without an invitation letter?
Note: Visa applicants must qualify on the basis of the applicant’s residence and ties abroad, rather than assurances from U.S. family and friends. A letter of invitation or Affidavit of Support is not needed to apply for a visitor visa.