An invitation letter for visa in one of the most important documents, along with a cover letter when applying for any visa. Usually these letters sit on top of the stack of documents you are submitting to the visa officer as the consulate can read them to get an overview of your whole visa application and can be crucial when they make a decision regarding your visa approval.
This is also the only place where you can talk to the consulate and add any additional information that might help the consulate. So it is important to maintain the right balance of being formal as well as add a personal touch.
FlightGen allows you to not only make a business invitation letter but also other supporting documents such as flight itinerary, hotel bookings, cover letter in under 5 minutes.
This article will show you how you can generate a letter of invitation for any visa that has been tested to work by more than 50,000 customers using the app FlightGen, where all you need to do is answer 10 questions and at the end download a well formatted invitation letter in pdf format.
What is an invitation letter ?
An invitation letter in simple terms is a document written by the host asking the consulate to approve the visa of the invitee . There are 3 parties involved in the drafting of an invitation letter, the host (with whom you will be staying), the consulate (the visa officer who is inspecting the visa documents) & the visa applicant.
So the host would be writing the letter asking the consulate to approve the visa of the applicant (in this case, yourself). So an invitation letter for any visa will be in the host’s perspective.
Note: An invitation letter for travel visa must be written in the perspective of the host, that is as if the host is talking to the consulate on behalf of the visa applicant.
Can I use the invitation letter as sponsorship letter ?
Yes. an invitation letter can also be a sponsorship letter as the format in FlightGen also allows you to enter the expense bearer of the trip.
The expense bearer for your trip can be:
- The host (or company in case of business invitation letter)
- The invitee (usually the visa applicant or the visa applicants company)
- Relative/Spouse of the visa applicant (in case you are travelling with your family to see the host)
- Others
Whatever the case may be it is necessary to submit proofs of sustenance for visa process to prove the ability to handle the expenses of the trip.
What are the different types of invitation letter for a visa?
The type of invitation letter depends on the purpose of travel . For example the invitation letter for tourist, visitor visa will be less formal and if you are applying for a business visa, then you will need to be more formal and also the invitation letter must be printed on the company letter head of the host company.
There are broadly two types of invitation letters for visa purpose.
Though the format for both travel and invitation letter are significantly different, there are some common details between them. We will the common fields between both them as well what makes them different.
Common fields between travel & business invitation letters
The common details between both the invitation letter are:
- Name as in passport of the visa applicant
- Phone number (if consulate wants to contact you for additional information)
- email & password
- Passport Number
- Nationality
- consulate name you are applying for visa with
- Address of the consulate (Google the address of the consulate and add them here)
- Applying for Schengen (Europe) visa ?
- Company name of the visa applicant
- Designation of the visa applicant
- Phone number & email of the host (for business contact person within the host company)
- Name of the host (contact person for business invitation letter)
- Relationship between the host & the visa applicant
- Expense bearer of the trip (company name for business who is taking care of the travel expenses)
- Travel dates of the trip
What should be included in letter of invitation for travel visa?
For travel visa the additional details needed other than the above mention are:
- Visa Type
- Work information of the visa applicant (employed, self-employed, student, retired)
- Relationship with the visa applicant
- Travel itinerary (explained below)
- Visa documents (explained below)
Travel Itinerary
A travel itinerary is a tentative day-wise activity that is planned if your visa is approved. Usually if you are applying for a visa for 10 days, it is recommended that you at least add travel plans for minimum 5 days.
Within FlightGen app, you have the option to add a travel itinerary by selecting the dates and adding one or two lines of details about what you intend to do that day.
A sample travel itinerary would be as shown below:
Apr 10, 2024 : Day 1: Arrive at Frankfurt and catch the ICE to Würzburg. Overnight at Babelfish
Hostel.
Apr 11, 2024 : Explore Marienburg Fortress and the Vineyards on the way up. While coming
down, enjoy the Japanese Garden. Optional: Guided tour of the fortress
Apr 12, 2024 : Take a day trip to Veitshochheim Castle and Rocco Garden via Ferry from
Würzburg
Apr 13, 2024 : Hike up the Vineyards (Wein am Stein) and do a wine tasting on the way. Watch
sunset at the Steinberg Hotel along with some local food
Apr 14, 2024 : Explore the City Centre and enjoy the various wares from local vendors at the
marketplace in front of the Church. Take an official city tour with a tour of the old town.
Visa documents
For travel visa, it is a good idea to add the documents that will be submitted as part of the invitation letter. FlightGen has already some 100 documents preloaded, all you need to do is select them and they will be automatically included in the invitation letter.
Ofcourse, there might be some additional documents that you might be submitting to make your visa application more stronger, such as tickets to an event or booking a special train or bus. There is an option to add those documents within FlightGen in the next section.
Sample Invitation letter for travel visa
If you had followed the steps above, you will be able to download a well formatted invitation letter which can be used for your visa purposes.
Invitation Letter created using FlightGen App
Consulate of Germany
House, 9th Floor, Hoechst, 193,
Nariman Point, Mumbai, 400021
Sept 20 2024
Subject: Letter of Invitation in favor of Mr. Dsouza Faric holding passport number B6348466
Dear Sir/Madam,
I, Mr. Dhara Mehta am a resident of Germany and would like to formally invite Mr. Dsouza Faric to
stay with me between Apr 10, 2024 and Apr 20, 2024. He need a visa for the same, given his Indian
nationality.
We have been best friend for the last 30 years. I currently reside at Dhara Mehta Domstraße 11 97070 Würzburg . Mr. Dsouza Faric will also be staying here with us.
We have planned the following activities during this time here
Apr 10, 2024 : Day 1: Arrive at Frankfurt and catch the ICE to Würzburg. Overnight at Babelfish
Hostel.
Apr 11, 2024 : Explore Marienburg Fortress and the Vineyards on the way up. While coming
down, enjoy the Japanese Garden. Optional: Guided tour of the fortress
Apr 12, 2024 : Take a day trip to Veitshochheim Castle and Rocco Garden via Ferry from
Würzburg
Apr 13, 2024 : Hike up the Vineyards (Wein am Stein) and do a wine tasting on the way. Watch
sunset at the Steinberg Hotel along with some local food
Apr 14, 2024 : Explore the City Centre and enjoy the various wares from local vendors at the
marketplace in front of the Church. Take an official city tour with a tour of the old town.
Apr 15, 2024 : take a day trip to Bamberg, UNESCO World heritage site via the regional train.
The old town is very well preserved and attracts millions of tourists throughout the year.
Apr 16, 2024 : Hike up to the Marienkapelle and enjoy the breathtaking views during the hike.
Apr 17, 2024 : Take a cycling tour along the Main River to Ochsenfurt via Randersacker and
enjoy the picturesque little town along with the local wine. Eibelstadt on the way offers bathing
oppurtunities in the river
Apr 18, 2024 : Visit the Würzburger Residenz, UNESCO World Heritage site (free guided tour
in English twice a day) along with the Hofgarten. In the evening enjoy a glass of wine at the Old
Main Bridge along with the sunset.
Apr 19, 2024 : Take a hiking trail around Steinbachtal, the city forest of Würzburg
Apr 20, 2024 : Return to Frankfurt via ICE and catch the flight back to Mumbai
Mr. Dsouza Faric has strong ties with his home country, has no intention of overstaying his visa, and is
committed to getting back home after this trip.
He is currently working with indian Navy, job designation being training officer. . The expenses of this
entire trip is borne by himself .
Please find enclosed the following documents to support Mr. Dsouza Faric’s Schengen Tourist Visa
application, from the applicant’s perspective:
- Travel Insurance for the duration of my stay as per visa specifications mentioned on the
- consulate site
- Hotel bookings made for this trip.
- Attested bank statement of last 6 months
- Original and copy of my passport with minimum 6 months validity
- Fully paid round trip flight ticket
- Photos as per visa specification
- Proof of visa fee paid.
- Attested bank statement for the last 6 months
- My latest ITR which have been filed till date
- Proof of my leave approval from my employer
- My employment contract
I trust you will find that everything is in order. For further clarification or additional details, you can
contact me at 163 0417215 or email me at [email protected].
I look forward to hearing a positive response granting his visa to visit the beautiful country of
Germany.
Sincerely,
…………………….Date: Dec 1, 2022
( James Matter )
Ph : +85134579449
Email: [email protected]
To know more about invitation letter for travel visa
Requirements for drafting a business invitation letter
For business invitation letter you will need to include details such as:
- Name of the inviting company
- Contact person name
- Contact person phone no
- Contact person email
- Company name of the visa applicant
- Designation of visa applicant
- Any existing relationship between the two companies
- Travel Agenda (explained below)
Travel Agenda
A travel agenda is a day-wise breakdown of work-related activities planned during your visit to the host country. This must convince the consulate that a travel is really necessary and cannot be done remotely.
- 12 Jan : Meet the management team and present the powerpoint presentation of growth plan for 2024.
- 14 Jan : Get training on the new software for manufacturing plant.
- 15 Jan : Get training on the new software for manufacturing plant.
- 16 Jan : Prepare training material that is to be taken back to India to train peers.
- 17 Jan : Prepare training material that is to be taken back to India to train peers.
- 18 Jan : Attend team lunch and be introduced to the team members who are working on the new project.
- 19 Jan: Visit the Production line of the upcoming products
- 20 Jan : Training on production line optimizing tool.
- 30 Jan : Fly back to India
Sample invitation letter for business visa
The output of the wizard is an invitation letter in pdf format is as below. You need to get it signed, sealed and must be printed by the inviter company.
Invitation Letter created using FlightGen App
Consulate of Germany
21, Palace Rd, Vasanth Nagar,
Bengaluru, Karnataka 560052
Sept 20 2024
Subject: Business Invitation Letter for Mr. Lohith Kumar with passport number M403383
Dear Sir/Madam,
Sony Entertainment Pvt Systems would like to formally invite Mr. Lohith Kumar , representing Blink
Visa Pvt Ltd to visit us between Mar 5, 2024 and Mar 12, 2024, to discuss potential business
opportunities between us, increasing our synergy. We have been providing headphone technology for
Sony for the last 30 years
To take this further we want to invite Mr. Lohith Kumar to our office in France. He need a visa for the
same, given his Indian nationality.
The tentative agenda for this visit is as follows:
Mar 5, 2024 : Land in Paris and Checkin to our hotel
Mar 6, 2024 : Visit the showroom and count the number of cars in the company
Mar 7, 2024 : Buy new micro fibre cloth and car cleaning shampoo
We can assure you that Mr. Lohith Kumar will comply with all the laws and regulations of France
during his stay and will return to his home country after the visit.
All the expenses of the visit, such as the return flight, accommodation, food and transportation within
France, will be taken care of by Sony Entertainment Pvt Systems.
The documents needed for a visa, as per the France consulate website, have been prepared and
enclosed herewith. I trust you will find that everything is in order.
For further clarification or additional details on the documentation, you can contact Mr. Lohith
Kumar at +18704945335 or email [email protected].The contact person on our end would be at the footnote.
We look forward to hearing a positive response by granting his business visa to help us nourish our
partnership with Blink Visa Pvt Ltd.
Sincerely,
…………………….Date: Dec 1, 2022
( Rahul Whadia on behalf of Sony entertatinment Systems )
Ph : +85134579338
Email: [email protected]