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How to write an invitation letter?

Writing an invitation is not a very complicated task. As long as the letter includes all the necessary information, you or the person inviting you will not have trouble writing it. Some people might choose to pay someone, such as a visa expert or lawyer to write this, but it should not be necessary. To be able to write a good invitation letter, you can follow the tips below.

Write all the required information

The required information depending on your purpose of visit can include:

  • The date that the letter was written
  • The Embassy name
  • Embassy contact information (phone number and address)
  • Opening salutations and statements
  • Inviting a person’s name
  • Inviting a person’s status in the Schengen country (citizen or permanent resident)
  • Inviting a person’s contact information (phone number, address, and email)
  • Applicant’s name
  • Applicant’s passport number
  • Purpose of travel
  • Relationship with the inviting person
  • Dates of travel
  • Itinerary of travel
  • Closing salutations
  • Inviting a person’s signature
  • Necessary document attachments or enclosures

Use formal language

In addition to the necessary information and documents, you must also use formal language in the invitation letter. You must show that you understand the Embassy’s importance and you respect their authority.

The letter of invitation cannot use colloquial language or any local expressions or metaphors. The letter must be straightforward without any embellishments, so as to demonstrate a serious intent to visit the country and also return to your home country. To show how this could be phrased, we have included samples of invitation letters below.

Invitation letter samples for Visa Application

Sample Invitation Letter for Visitor Visa

The sample inviting letter below shows a typical invitation letter for a tourist visa or visitor visa:

To:                                                                                                                   Date:

Immigration Officer

[Embassy Name] [Embassy Address] [Embassy Phone Number]

 

Re: Invitation Letter for [Applicant’s Name] with Passport No. __________________

Respected Sir/Madam,

I, [Inviting Person’s Name] currently residing at [Inviting Person’s Address], and a citizen/permanent citizen of [Country’s Name], am writing this letter to support the visa application of my friend, [Applicant’s Name].

The purpose of the visit of my friend, [Applicant’s Name] is to visit me and engage in tourism in [Country’s Name]. Our long-standing friendship has endured distance and time, and we have wanted to use the visit of my friend to reconnect and share old memories.

[Applicant’s Name] and I have been friends for [enter number of years or length of time]. We have [provide a description of activities or other events you have attended/done together]. This has led to us developing a close relationship and we have stayed in touch ever since.

[Applicant’s Name] will be visiting during the following dates: from [Provide starting date of visit in format DD/MM/YY] to [Provide ending date of visit in format DD/MM/YY].

During the specified trip dates above, we will be visiting [Specify city/place names]. In addition, [Applicant’s Name] will be staying at [Provide Inviting Person’s Address or Hotel Address]. The trip will be funded through [Provide means of funding].

Enclosures:

  • Copy of inviting person’s Passport
  • Copy of inviting person’s other ID
  • Proof of relationship (you can attach pictures of events together or other supporting documents)
  • Proof of accommodation
  • Proof of return to home country (employment contract, property ownership, lease agreement, etc.)
  • Bank statement and solvency certificate
  • Other applicable documents

We sincerely request that you consider [Applicant’s Name] visa application and please do not hesitate to contact me for any questions or inquiries at [Inviting Person’s Phone Number] or [Inviting Person’s E-mail].

Kind regards,

[Inviting Person’s Signature]
[Inviting Person’s Name] [Inviting Person’s Address] [Inviting Person’s Phone Number] [Inviting Person’s Email]

 

Sample Invitation Letter for Visitor Visa for Parents or Relatives.

To:                                                                                                                   Date:

Immigration Officer

[Embassy Name] [Embassy Address] [Embassy Phone Number]

 

Re: Invitation Letter for [Applicant’s Name] with Passport No. __________________

Respected Sir/Madam,

I, [Inviting Person’s Name] currently residing at [Inviting Person’s Address], and a citizen/permanent citizen of [Country’s Name], am writing this letter to support the visa application of my parent [mother/father], [Applicant’s Name].

The purpose of the visit of my parent, [Applicant’s Name] is to visit me in [Country’s Name]. We have not seen each other in [Provide length of time] and would very much appreciate if we could spend time together. I have wanted to show my parent, [Applicant’s Name], the life I have built in [Country’s Name] for a very long time and would appreciate the chance to reconnect. We have a very close relationship and even from a distance, we continuously keep in touch.

[Applicant’s Name] will be visiting during the following dates: from [Provide starting date of visit in format DD/MM/YY] to [Provide ending date of visit in format DD/MM/YY].

During the specified trip dates above, we will be visiting [Specify city/place names]. In addition, [Applicant’s Name] will be staying at [Provide Inviting Person’s Address or Hotel Address]. The trip will be funded through [Provide means of funding].

Enclosures:

  • Copy of inviting person’s Passport
  • Copy of inviting person’s other ID
  • Proof of relationship (birth certificate and other documents)
  • Proof of accommodation
  • Proof of return to home country (employment contract, property ownership, lease agreement, etc.)
  • Bank statement and solvency certificate
  • Other applicable documents

We sincerely request that you consider [Applicant’s Name] visa application and please do not hesitate to contact me for any questions or inquiries at [Inviting Person’s Phone Number] or [Inviting Person’s E-mail].

Kind regards,

[Inviting Person’s Signature]
[Inviting Person’s Name] [Inviting Person’s Address] [Inviting Person’s Phone Number] [Inviting Person’s Email]

Note: The above visa letter samples may also be used for USA visitor visa and other country visas as well.

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