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Sample Letter for Business Visa
It should have the following:
1. Be from the employer
2. Be written on company’s stationary
3. Reference the name, address, and phone of firm to be visited in a foreign country
4. Detail the nature of business to be conducted as well as duration of stay.
5. State company guarantee of financial responsibility for all travel expenses incurred by applicant.
6. A closing signature (someone other than the applicant)
7. If you have a letter from company, you’re going to visit, please enclose it with your application.
To: Consulate General of <<Country>>
Dear Consul General:
This letter is to confirm that Mr./ Mrs. <<Your First and Last Names>> is one of our employees who is engaged as a(n) <<Position>> for <<Your Company Name>> . Mr./ Mrs. <<Your Last Name>> has been with << Your Company>> for the last <<#>> years, and will be traveling to <<city>> , <<country>> from <<date of entry>> to <<date of exit>> for total of <<#>> of days to conduct the following business activities:
- <<Detail as much as possible the business to be conducted>>
- <<more details>>
While in your country, Mr./Mrs. <<Your Last Name>> will visit <<Person name>>, <<Person Title>>, <<Visiting Company’s Name, Address, and Phone Number>>.
Mr./Mrs. <<Your Last Name>> will be staying at <<hotel name, address, and phone number>> during the trip. <<Company Name>> hereby guarantees sufficient funds for Mr./ Mrs. << Your First and Last Names >> Stay, as well as accommodation, round trip air transportation, and full medical insurance coverage.
Therefore, I kindly ask to issue Mr./ Mrs. << Your First and Last Names >> <<type (e.g. Business 1year, multi-entry>> visa at your earliest convenience. Thank you for your assistance. Please contact me should you have any questions.
<<Supervisor’s signature>> <<Supervisor’s Name and Last Name <<Title>> <<Phone Number>>
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Visa Invitation Letter: With Samples and Letter Format
Last Updated : Aug 9, 2023
Atlys in the news
You might be required to submit a letter of invitation for your tourist visa. Luckily, everything related to a visa invitation letter is simple and easy.
Now, I know —writing a letter sounds like a daunting task. But, after reading our guide, you'll be able to confidently write your own letter.
No matter what type of visa you apply for, Atlys will provide you with the necessary visa application letter to ensure that your visa is approved.
What Is An Invitation Letter For Visa Application?
An invitation letter is a common requirement for many visas and generally states that you're invited by someone who resides abroad. The person inviting you acknowledges that you will be traveling to their residence.
An invitation letter in a nutshell:
Is written by the person who is inviting you.
Requires you to enclose your passport/residency information.
There are different types of invitation letters, including business, hospital, or student invitation letters.
The applicant's host writes a letter to say they will let the applicant stay with them. The letter can be given to the applicant or the consular official.
What Are The Requirements For Writing An Invitation Letter?
Although only some embassies in the world require it, it is still highly advised to submit a letter of invitation, even if it is optional.
The host must meet the following requirements for the letter of invitation to be accepted:
Must be your friend, boyfriend/girlfriend, family member, or relative,
Must be a citizen or lawful permanent resident of the nation you intend to visit (home, flat)
They must have enough room in their home for the person applying for the visa
How To Write A Letter Of Invitation For Visa Application?
Many people may need clarification, but if you correctly understand its purpose, writing a letter of invitation could be the simplest part of applying for a visa. The host must write the letter themselves, and it must be addressed to you or the consular officer.
When you receive the documents needed for a visa, double-check whether any embassies have their invitation form. If they already have a form, your host will only need to fill in the blanks with the necessary details.
But even if they don't, we've included some examples below that you can use to change the details to fit your situation.
The main focus when writing a visa invitation letter is that the letter must have some important information about both the host and the guest. Therefore, the following details about the host must be included in the letter:
Full Name as shown on their International Passport
Date of birth
Type of home (The type the host lives in, for example, if it's a house/ apartment)
Host's status in the host country (If the host is residing in that country on a work visa, student visa, permanent resident, or is a citizen or any other legal status)
Relationship between the host and the guest
The purpose of the trip (friendly visit, holiday, wedding, birthday party.)
Exact entry date and exit date
Many visa applications are rejected because the host needs to format the letter properly. You should also pay attention to the tone; it shouldn't sound overly formal or professional. It would help if you showed that you and the visitor have a close relationship.
Invitation Letter Sample
In this section, I'll provide a sample invitation letter you can use when visiting friends or relatives.
[Embassy Phone Number]
Subject: Invitation Letter for [Applicant's Name] with Passport No. __________________
Dear Sir/Madam,I, [host's Name], am writing this letter on behalf of [applicant's Name] to support their visa application to [country name].
I currently reside in [country name] as a citizen/permanent resident at [address]. [Include information of the relationship between the host and the applicant][Applicant's Name] will be visiting me from [enter date DD/MM/YY] to [exit date DD/MM/YY] for tourism purposes in [country name].
We plan to visit [tourist destinations/cities/places] during the specified dates to engage in numerous tourism activities such as [add booked tours/agenda/itinerary]. Furthermore, [applicant name] will be staying with me at [host's address] until their departure date to [applicant's home country]. All expenses for the planned trip will be covered through [provide means of funding] by the [applicant name].
Should you need additional information or have any questions, please don't hesitate to contact me.
[host's Phone Number]
The host should include copies of their residence permit, proof of residence (address), and other applicable documentation.
Where To Submit The Letter Of Invitation?
Suppose you're applying for a US visa. In that case, the visitor's letter and visa application form are delivered to the U.S. embassy or consulate. The guest will submit it along with the other required supporting documents on the day of their visa interview at the embassy or consulate when the host scans and sends it to them.
What Is A Visa Cover Letter?
Simply put, the visa cover letter is a letter that includes important details regarding your trip to a desired country. Think of it as a proposal of why you are eligible to receive your visa.
Please note that it should be addressed to the Embassy, Consulate, or Visa Application Center where you plan to submit your Visa application.Now, not all cover letters are the same. You'll find that your trip's purpose will determine your visa letter's content.
What Are The Types Of Visa Cover Letters?
As I just mentioned, the purpose of your trip will determine the content of your visa cover letter. There are mainly 3 types of cover letters:
A cover letter for tourism purposes - written by you (the applicant)
A cover letter for business purposes - typically written by your employer
A cover letter for medical purposes - typically written by an authorized medical institution
These are self-explanatory. Just remember to include applicable information supporting your trip — I'll get to this next.
What Information Should Be Included In The Visa Cover Letter?
The key to writing a convincing cover letter is details, details, and details. Remember, you must convince Embassy/Consular staff that you're eligible for a visa. Remember that a standard visa cover letter is used to prove the purpose of travel to the intended destination. Within this section, I'll include a sample letter about the purpose of travel.
Generally, your visa letter will include the following details:
The reason why you plan to visit the Country in question,
The dates you plan to enter and exit the country (flight reservations),
A detailed itinerary of what you plan to do in the country,
Proof that you have the financial means to support yourself,
Where do you plan to stay,
Other countries you plan to visit (if applicable),
If you have someone that will sponsor your trip, explain your relationship and how they will support you (if applicable),
In the case that you can't submit any of the required documents, explain why you can't and what alternative documents you've submitted,
Other relevant information you find applicable,
Quick note: You can use your supporting/required documents to help prove the purpose of your trip. For example, enter the hotel name and refer to your proof of accommodation."My friend and I plan to stay at ABC Hotel in Paris; our complete hotel reservation is attached."
Required Details For Medical Purposes
The information included in your cover letter for medical purposes (typically written by the doctor/specialist):
An official letterhead of the medical institution
Patient's diagnosis and history
Dates of the treatment
The treatment the patient will undergo and specific information (how it will benefit the patient, the exact treatment, etc.)
The duration of the treatment
Any other relevant information
Quick note: You can also request the hospital/medical center abroad to write you an invitation letter. This is known as a Hospital invitation letter and will include relevant details regarding your medical treatment, trip details, personal information, etc.
Required Details For Business Purposes
When traveling for business purposes, your employer must include a cover letter for a business visa. A cover letter for a business visa must include the following:
Letterhead of company
The purpose of the business trip
The duration of the trip
The company name, as well as your position in the company
The visa type you are applying for (Business Visa)
Contact information of the employer
Quick note: You'll sometimes receive an invitation letter from the company for a visa from abroad. The company you plan to visit abroad can also write you a visa invitation letter that can be attached to your visa application.
Cover Letter Samples
Next, you'll find samples of the different cover letters you can provide for your visa application. Remember that these samples are only guidelines; you should edit the letter to suit your specific needs.
Sample Cover Letter For Tourist Visa/Sample Letter of Purpose of Travel
Subject: Cover Letter for tourism to [Desired Country] of [applicant name] with Passport No. __________________
Dear Sir/Madam, I would like to apply for a visa to travel to [country name] from [enter date DD/MM/YY] to [enter date DD/MM/YY].
My trip to [country name] is for tourism. I am excited to visit numerous tourist destinations such as [add places you plan to see] and experience [country name] 's unique cuisines and culture. Furthermore, I plan to visit the [city name(s)] to ensure I have the ultimate tourist experience.
[Add your schedule/itinerary and elaborate more on what you plan to do]
While visiting [country name], I plan to stay at the following hotels:
- [hotel name and address] - [date DD/MM/YY]
I am currently employed at [company name] with the title of [position]. I have received approval for vacation days for the dates specified above. Furthermore, I will support myself financially for my trip using [provide means of finances].
I am attaching all the required documents for my Visa application. I trust that you will find everything is in order. However, if you have any questions or requirements, please do not hesitate to contact me anytime.
Thank you in advance for a favorable reply to my application.
[Your Complete Name]
Sample Cover Letter For Medical Visa
In most cases, your medical examiner/specialist will provide this visa letter to you.
[Official letterhead of hospital/medical institution]
[Name of Referring Hospital]
[Address and Phone]
Dear Sir/Madam, I am writing on behalf of my patient, [patient Name here], to document the medical need for [medication/treatment/equipment in question] for the treatment of [the exact diagnosis]. Please, find in this letter the information regarding the patient's medical diagnosis and history and a summary of my treatment motive.
Patient's Diagnosis and History: (Add applicable information about the patient's diagnosis and medical history).
Treatment:(Add applicable information about the patient's treatment, the reason thereof, and how it will benefit the health of the patient).
Treatment Duration:(Add the expected duration of the treatment).
Summary: As highlighted, the [medication/treatment] is necessary for my patient's medical condition. My patient could recover/improve successfully with the correct treatment and care.
Please do not hesitate to contact me if any further information is required to guarantee the approval of my patient's medical treatment. Sincerely,
[name and signature of physician]
Quick note: Ensure that you include other relevant required documents alongside your medical cover letter. These can include records of your medical condition, health insurance policies, and so on.
Sample Cover Letter For Business Visa
In this section, I will show you the Business visa cover letter sample.
[Letterhead of Company]
Dear Consul General,
I'm writing this letter to confirm that Mr./Mrs.[Name and Last Name] is an employee at [company name] as [job title/position].
During the last [number of years you've been working at the company], Mr./Mrs. [Name] has been key to improving relationships with our investors abroad. As such, Mr./Mrs. [Name] will be traveling to [Name of city], [country] from [Date of entry] until [Date of exit] for a total of [number of days] to attend to the following work-related activities:
[Write in as much detail as possible about the business that will be conducted abroad]
During this time, Mr./Mrs. [Name] will attend an important business meeting in (city name) to improve corporate relations with our partners abroad. Mr./Mrs. [Name] will be staying at [hotel name, address, phone number] and will return to [country of origin] on the dates specified above.
I kindly ask for the [visa type] to be issued to Mr./Mrs. [Name and surname] at your earliest convenience.
Please, do not hesitate to contact me if you need additional information.
[Name and last name]
What Is A Sponsorship Letter?
A sponsorship letter is required when you (the applicant) won't provide the funds for your trip abroad and is written by the person who will be funding your trip (the sponsor). It's an important document that proves you'll have the financial means to support yourself for the duration of your trip (for expenses such as accommodation, food, transport, etc.)
Quick note: This should be distinct from an visa invitation letter. Here I'll provide a Visa letter sample of sponsorship you can use for sponsorships.
What Should Be Included In A Sponsorship Letter?
The sponsorship visa letter should include details of both the applicant and the sponsor. Here's what you can include:
Your trip details (travel dates, itinerary, etc.)
The duration of your trip
Your sponsor's details (Name, surname, and contact details)
What expenses will be paid
One more thing:Your sponsor should also submit copies of the following required documents:
Copies of their passport/I.D.
Proof of sufficient funds such as bank statements or payslips
A travel itinerary (if applicable)
Proof of accommodation for the applicant
A flight itinerary to prove that you will return to your home country (if applicable)
Visa Sponsorship Letter Template
The Visa sponsorship letter sample can be used as a guideline. For this sample visa letter, we'll look at a husband sponsoring his wife's trip (you could replace "wife" with the applicant's Name).
Subject: Sponsorship Letter for [Wife's Name] with Passport No. __________________
Dear Sir/Madam, I, [Your Full Name], currently residing at [address] and a [country] citizen, am writing in support of my wife, [Wife's Full Name], visa application.
[Wife's Name] will be traveling with me to [Destination name] for tourism and the purpose of the visit. My wife and I will depart on [enter date DD/MM/YY] and return to [enter the home country/another country] on [enter date DD/MM/YY].
During the dates specified above, my wife and I plan to visit [places you plan to visit] [add more details if applicable - a schedule, tours, etc.]. In addition, [Wife's Name] will be staying with me at [hotel name(s)].
I will cover all expenses through [provide means of funding].
Please find all the required documents attached to this letter to support the statements.
[Your home address]
[Your phone number]
Tips For Writing A Letter For Visa Applications
How to write a visa letter is one of many things you should know. Writing a cover letter can be effortless if you understand what information authorities are looking for. However, it may seem daunting if it's your first time writing a visa letter to official embassy authorities. Therefore, I recommend using Atlys when applying for any visa, as they will generate a visa application letter for you. Even so. I'll include some useful tips you can use when writing your next cover letter.
Include important details: To increase the chances of a successful visa application, include important information regarding your trip to the country. First, however, think of what authorities would want to know about.For example, authorities are not interested in the means of transportation you plan to use when visiting the country. However, they want to know what cities you plan to visit and if you have booked any accommodation within those cities.
Always refer to your supporting documents: The great thing about your supporting documents is that you can refer to them within your cover letter. This proves the purpose of your trip and acts as additional information that you don't need to include within your cover letter.For example, suppose you have a planned trip itinerary. In that case, you can mention a few activities within your cover letter and refer to your planned itinerary attached to your visa application. Should authorities want to know more about your plan, they will find more information in your complete itinerary.
Don't be too personal: Remember, you're only trying to prove the purpose of your trip, not explain your ambition for travel. It's acceptable to explain your relationship with a friend or family member you plan to visit. However, it's not recommended to highlight how much you've missed them and how you can't wait to see them because it's been 10 years since you've had a coffee and discussed politics and love.
Avoid including unnecessary details: Including essential travel details is important. Nonetheless, it would help if you avoid including information that adds no value to your visa application. A good way to ensure that the information you've included is important is to use your required documents as a reference.For example, adding that you plan to finance your trip using cash is important. Yet, embassy authorities don't want to know how much you plan to spend on transportation, food, clothes, and other expenses. Instead, they want to confirm that you have the financial means to support yourself for your trip.
Please keep your letter short and to the point: I know I sound like a broken record, but including important information will help keep your letter short and to the point. As a result, authorities will have a much easier time reading through your visa letter, increasing your chances of a successful visa application.
You Can Now Confidently Write Your Own Invitation Letter
After reading through this post, you'll be able to easily write your visa letter no matter the visa you plan to apply for. Remember, you can use the sample visa letters as a guideline. However, it would be best if you make it your own. You now know everything there is on how to write a visa letter.
Frequently Asked Questions
Once you have written your cover letter, you must submit it alongside your visa application form and other required documents at the Embassy, where you will lodge your visa application.
Corporate Business letters should include the following information:
- The letter should be written on company letterhead
- Addressed to the Consulate General of [ Country you Intend to Visit ]
- State the name of the applicant sponsored (traveler) or employed by the company or organization
- Mention that you're going for business meetings ( avoid these words: work, train, assist)
- State that your company will be financially responsible for you while traveling and for your return transportation to the USA
- State the dates of your visit
- The earliest possible date of departure (if you may travel at any time, indicate an approximate date)
- Company guarantee of financial responsibility for all travel expenses as well as return transportation to the USA
- Letter must specify the validity of the visa and number of entries the applicant is requesting. If this is not specified the consular officer will issue the visa at their discretion.
- A closing original signature (someone other than the applicant). Electronic signature not accepted.
Your Company Letterhead
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- [email protected]
- US Passport
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Sample Business letter
DATE Consulate of COUNTRY OF DESTINATION Washington, DC
Dear Sir or Madam, This letter is to introduce TRAVELER’S NAME (passport #, date of issuance and expiration date) , who holds the position of POSITION with COMPANY NAME. TRAVELER’S NAME is planning to visit COUNTRY OF DESTINATION from DATE to DATE for business meetings with: NAME OF THE SPONSORING COMPANY.
Name and address of our contact in DESTINATION COUNTRY is: CONTACT NAME CONTACT ADDRESS CONTACT PHONE
TRAVELER’S NAME will represent U.S. COMPANY’S NAME in the meeting. The meetings will include discussions of TOPIC MUST BE EXPLAINED IN DETAIL in support of TRAVELER’S NAME business interests in DESTINATION COUNTRY .
We respectfully request that you grant TRAVELER’S NAME a business visa valid for SINGLE/DOUBLE/MULTIPLE journeys to COUNTRY OF DESTINATION .
U.S. COMPANY NAME guarantees round-trip transportation, financial support and good moral conduct for TRAVELER’S NAME . During the course of his/her visit, TRAVELER’S NAME will fully observe the laws of DESINATION COUNTRY . If you require any further information please do not hesitate to contact us at your convenience.
Thank you in advance for your assistance in granting this visa request.
Sincerely, (MUST BE SIGNED BY SOMEONE OTHER THAN THE APPLICANT) NAME OF PERSON SIGNING THE LETTER POSITION
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U.S. embassies and consulates assist nearly 200,000 Americans each year who are victims of crime, accident, or illness, or whose loved ones need to contact them in an emergency. Although it is unlikely, should natural disaster, terrorism, or civil unrest strike during your foreign travel, the nearest U.S. embassy or consulate would be your source of assistance and information. By registering your trip, you help the embassy or consulate locate you when you might need them the most.
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