Navigating the visa application process can be complex, but a well-crafted invitation letter can significantly impact your success. As your trusted travel companion, I’m here to guide you through the process, especially if you’re a first-time traveler.

With the FlightGen app, generating your Letter of Invitation is quick and easy. Download the app now to streamline your visa application process. Checkout the samples below,

What is a Letter of Invitation for a Visa? Why do you need one?

Assume you’re planning a trip to the United States. You will need an Invitation letter from a host who is a US Citizen or Legal Resident. This letter serves as evidence of your purpose of visit ( Tourism, business, or visiting family and friends) and connection to your US host.

It’s not a compulsory requirement, However, having one can add value to your visa application by assuring authorities of your accommodation arrangements.

Who can write an Invitation Letter for a Visa Applicants?

Assume you are visiting Canada , an invitation letter for a Canadian visa can be written by a Permanent Resident or a Citizen of the Canada. This could include family members, close friends, or authorized representatives of companies or organizations hosting specific events.

It’s essential that your host has a genuine relationship with you and is willing to provide support during your stay in Canada.

What should your Invitation Letter for a Visa include?

Before drafting your letter, determine whether you need Invitation letter for visitor visa or Invitation letter for business visa. Invitation letters can vary based on the visa type, but they generally include:

  1. Host’s Information :
    • 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.
  2. Applicant’s Information :
    • Full name
    • Contact information
    • Passport
    • Employment details [Position/ Title and Company details]
    • Relationship to the host.
  3. Purpose of visit : Whether it’s for tourism, business, or for visiting friends or family.
  4. Duration of stay and Travel Itinerary : Dates of the stay along with planned activities.
  5. Financial support : Mention how you cover the expenses during the stay, and if host is sponsoring for your trip then provide evidence.
  6. Supporting documents : such as Flight Itinerary, Proof of Accommodation, Travel Itinerary, Travel Insurance based on respective Country’s Consulate / Embassy.

Sample Invitation Letter for Travel/Visitor visa

[Embassy or Consulate name]

[Address, City, State, Zip Code]

[Date]

Subject: Letter of Invitation in favor of [ Applicant’s Full Name] holding passport number B6348XXX

Dear Sir/Madam,

I [ Host’s name ] am a resident of [ Host’s country ] writing this letter to invite [Applicant’s Full Name], a citizen of [Applicant’s Country], to visit me in [Host’s Country] for tourism purposes.

[Applicant’s Full Name] is a close friend/family member/colleague of mine, and I am excited to show them around [Host’s Country] and introduce them to our culture and traditions. They will be staying with me at [ Host’s Address] during their visit, which is planned from [Planned Arrival Date] to [Planned Departure Date].

During their stay, we plan to explore various tourist attractions, including [ Travel Itinerary ].

[Applicant] has close connections to their home country, and he/she is fully committed to returning after their trip. He/she works as a [position] in the [ Company/ Organization ] and is covering all the expenses for this trip by themselves.

Please find enclosed the following documents to support [Applicant’s Full Name]’s visa application:

  1. A copy of [ Host’s ] passport and residence permit.
  2. A copy of [ Applicant’s ] passport.
  3. Travel itinerary detailing planned activities and dates.

I kindly request you to consider [Applicant’s Full Name]’s application favorably and grant them the necessary visa to facilitate their travel to my [Host’s Country].

If you require any further information or documentation, please do not hesitate to contact me at [Host’s Phone Number] or [Host’s Email Address].

Thank you for your attention to this matter.

Sincerely,

{Host’s Details}
[Name]
[Address] [City, State, Zip Code]
[Ph number]
[Email Address]

Business Invitation Template

[Embassy or Consulate name]

[Address, City, State, Zip Code]

[Date]

Subject: Business Invitation letter in favor of [ Applicant’s Full Name] holding passport number B6348XXX

Dear Sir/Madam,

I [Host’s name] am writing to formally invite [Applicant’s Full Name], [Applicant’s Position/Title] of [Applicant’s Company Name], located in [Applicant’s Country], to visit [Host’s Country] for business purposes.

[Applicant’s Full Name] will be representing [Applicant’s Company Name] during their visit, and the purpose of their trip is to [Briefly describe the purpose of the business visit, for example attend meetings, negotiations, conferences, etc. ].

[Applicant’s Full Name] is scheduled to visit from [Planned Arrival Date] to [Planned Departure Date]. During their stay, they will be staying at [Accommodation details ].

As the host company, [ Company Name] will be responsible for arranging [Briefly describe any arrangements made by your company, such as meetings, accommodations, transportation, etc.].

Please find enclosed the following documents to support [Applicant’s Full Name]’s visa application:

  1. A copy of [ Host’s ] passport / ID.
  2. A copy of [ Applicant’s ] passport.
  3. Travel Agenda : Day-wise breakdown of work-related activities planned during your visit to the host country.
  4. Proof of accommodation.

We kindly request you to expedite the processing of [Applicant’s Full Name]’s visa application to facilitate their travel to [Host’s Country].

Should you require any additional information or documentation, please do not hesitate to contact me at [Host’s Phone Number and Email Address].

Thank you for your attention to this matter.

Sincerely,

{Host’s Details}
[Name]
[Position/ title]
[Company Name]
[Ph number]
[Email Address]

Where should I send the Letter of Invitation?

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.

How to write a Invitation Letter for Schengen Visa?

Writing an invitation letter for a Schengen visa follows same principles as explained above , however you can get a Invitation letter for Schengen visa in 5 min using FlightGen app.

What are the other Travel Visa Documents other than Invitation letter for visa?

The important travel visa documents are:

Cover Letter for Visa

NOC letter for Visa

Dummy Ticket / Dummy Flight Ticket

Flight Itinerary

Travel Itinerary

Travel Insurance

Proof of Accommodation / Dummy Hotel Booking

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Sample Leave approval letter & NOC for visa application

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