What is an Invitation Letter for a Schengen Visa Application?

Are you applying for a Schengen Visa? Then, you need to get a visa invitation letter. A Schengen visa (Type C) applicants are required to submit an invitation letter as part of the visa application process. An invitation letter is essential if you intend to visit family or friends, go on a business trip or get medical treatment in any Schengen state. This invitation letter for a Schengen visa application is written by the host (individual/institution) inviting you to the country.

This blog covers everything you need to know about the invitation letter for the Schengen visa application. You will learn what it is, who needs it, and what to include in your application. We will also provide you with some tips and a sample invitation letter that you can use.

Invitation Letter for Visa Application: An Overview

An invitation letter, generally, is a letter written by a person in the destination country inviting you to visit their country for a purpose. This purpose can be tourism, visitation, business trips, attending an event, etc.  An invitation letter for a Schengen visa serves as proof of the relationship between the host and you, the applicant. This way, the embassy can ensure that you are invited to an event or have genuine work in Europe.

Generally, a visa invitation letter consists of details of the trip, provides the reason for travel, the time of stay, and details of the host of the visitor. If the host is providing accommodation to you, they have to mention and demonstrate financial responsibility. You have to attach the letter to the rest of the documents and submit them to the embassy or consulate.

Who needs an Invitation Letter for a Schengen visa?

You need to provide an invitation letter for applying for a short stay visa or a Schengen Visa (Type C). Not submitting an invitation letter for a Schengen visa application means visa rejection, as it is a mandatory requirement. You need a letter of invitation if:

1. You intend to visit your family and friends in the destination country 
2. You are going on a business trip 
3. You are getting medical treatment in Europe 
4. You are invited to attend a cultural, scientific, or sporting event 
5. You want to stay with your family/friends while you are in the Schenegen state
6. You are making a government and/or diplomatic visit

Who can write a Schengen Visa Invitation Letter?

A Schengen visa invitation letter is written by a citizen or a permanent resident of country you are visiting. The invitation can also be written by an organisation (legal entity) that you inviting you. Therefore, it can be written by 

1. Your family member 
2. Your friend 
3. An employer, or colleague,
4. An organisation,
5. A hospital, or
6. A government institution

Requirements to Write an Invitation Letter for a Visa Application

In order for the letter of invitation to be valid, the host must meet the following requirements:

1. Must be a citizen or one of the permanent residents of nation the applicant intends to visit;  
2. Must be a friend, partner, family member/relative; 
3. Must have a registered place to stay (home or flat); 
4. Must provide sufficient space for the applicant

Types of Invitation Letter for Visa Application 

There are many different sorts of invitation letters because there are many different reasons why you would want to visit a Schengen area nation. Let’s take a look at them: 

1. Invitation Letters specific for visits from Friends or Family: This functions like a tourist visa request. Therefore, your friends or family must draft the invitation letter for you, stating your relationship and specifying the duration of your visit.
2. Schengen Visa Invitation for Business Purposes: Many individuals need to visit Schengen countries for professional purposes, which requires obtaining a business invitation letter from their prospective employer or business partners. This letter should explain your professional connection with the host and outline your intended activities during your stay.
3. Schengen Visa Sponsor Letter: Apart from traveling for business, you may be invited to a conference to present, deliver a speech, or take part in a trade fair. In such cases, the invitation letter must be issued by the individual or organization sponsoring your involvement in the event.
4. Invitation Letter for hospital emergencies:  If you have health issues and need to receive treatment abroad, you might need a Schengen visa. In such cases, you must secure an invitation letter from your doctor confirming that you will be undergoing medical care.

How to Write an Invitation Letter?

Writing an invitation letter for a visa application is generally straightforward. You or the person inviting you can prepare it easily as long as all essential details are included. Based on the purpose of your trip, you may need to include the following information:

1. The letter’s date of composition
2. The name of the embassy
3. Contact information for the embassy (phone number and address)
4. Salutations is importnat along with statements 
5. Name of the person you’re inviting
6. Obtaining a person’s Schengen visa status (whether you are a citizen or PR visa holder)
7. Obtaining the contact details of a person (number, current address, and personal email)
8. Name of the applicant
9. Number of the applicant’s passport
10. Purpose of Tour
11. Relationship with Invitee
12. Travel dates
13. Travel Itinerary 
14. Signature of the Invitee
15. Relevant Document

To learn about the format of the invitation letter for visa, watch this video

Mandatory Details to Be Included

The following are the mandatory details that you need to include in invitation letter

1. The reason for your visit, including the destinations you plan to see
2. The length of your stay and information about where you will be staying
3. Whether you will pay for your travel to and from the country
4. What portion of the visitor’s expenses, if any, you intend to support

Also Read: Education Loan Sanction Letter: Your Key to Studying Abroad

Tips for Writing an Invitation Letter for Visa Application

1.  In case the applicant wishes to apply for multiple visas, the application format must be double-signed, also on the third page near the sentence “I am aware of the need to have adequate travel medical insurance for my first stay”. 
2. An explanation letter for the reason for such a request must also be provided together with proof of future trips to the country. 
3.  After applying for the Visa, the applicants will not be able to collect their passports from the Embassy.
4. The processing time may be longer if an interview is required or other concerns arise. The consular authorities have complete discretion to assess your application and can ask for further documents whenever they find it necessary, beyond what you have already provided.
5. Additionally, the applicant should note that even providing all the necessary documents does not ensure that any specific visa will be granted.

Documents Required 

It would be very considerate if the applicant supports the invitation letter for visa application with any of the following documents:

1. A scanned copy of the host’s identification card or passport
2. Proof of financial support
3. Proof of ownership of a property or flat, or a rental agreement
4. An itinerary of the places you’ll be visiting as a group
5. If your host has taken time off work to be with you during your stay in their nation, providing a document confirming that would be beneficial to you

Use Formal Language

In addition to the required information and documentation, the invitation letter must employ the official language. You must demonstrate that you comprehend the Embassy’s significance and respect its authority. The letter of invitation must not contain any colloquial language, local phrases, or metaphors. The letter must be basic, with no embellishments, to reflect a real willingness to visit the country and return home.

Where to Submit the Letter of Invitation?

The letter is presented to the embassy or consulate by the guest, together with the visa document file. The host must scan and email it to the guest, who must then present it along with the other supporting documents on the day of their appointment at the embassy or consulate.

Samples of Invitation Letter for Visa Application

Also read: How to Prepare for a Visa Interview? What are the Common Questions Asked?

7 Common Mistakes To Avoid While Writing an Invitation Letter for Visa

Many applicants make mistakes while submitting an invitation letter. The invitation letter for a Schengen visa application needs to be clear and error-free. This is an important document that the visa official would read. Therefore, we have listed some of the common mistakes made by people that you need to avoid making in your letter.

1. Submission of misleading information– You must not submit misleading information.
2. Submission of incomplete information: Your invitation letter must be clear on the purpose of your visit, duration of your visit, and where you will be staying, if the host is taking care of your expenses, etc. Incomplete information means visa rejection or delay.
3. Use of casual language– The consular officers would read the application. Therefore, you must use formal language.
4. Spelling mistakes- Grammatical errors can put off the reader. They might feel the host is not genuine or capable of inviting you.
5. Language– The letter must be written in English.
6. Forgetting to attach documents– Proof of what you have claimed in the letter must be attached. Lack of documents can lead to visa rejection.
7. Handwritten letter- Only typed letters are accepted.

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We hope you thoroughly understand the idea of writing an invitation letter for visa application. Are you interested in being a part of European Universities? Then, get in touch with Leverage Edu professionals who will guide you through every step and will ensure your entry in your desired university.