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What is the purpose of an invitation letter and what key details should it include?
What is the purpose of an invitation letter and what key details should it include?

A comprehensive explanation, along with two downloadable templates.

Victor Gorbina avatar
Written by Victor Gorbina
Updated over a week ago

An invitation letter is a formal document from the person inviting you to visit (the host), to you (the applicant). It explains why you're being invited to travel. When applying for a travel document, this letter is important as it proves the legitimacy of your travel reasons.

In this article, you'll learn about:

Invitation letter types

There are four main types of invitation letters for travelers:

  1. Business invitation letter: Written by the host company, usually an employee from a foreign company, to invite the guest to a corporate event, conference, meeting, or closing a deal.

    Applies to: Business and Work Visa applications.

  2. Personal invitation letter: Written by the traveler’s friend or family member, explaining their relationship, why are they receiving the traveler and the duration of the stay. This invitation is usually made if the traveler wishes to travel for tourist purposes or to attend a family event.

    Applies to: Tourist Visa application.

  3. Medical invitation letter: Written by the medical institution receiving a patient coming from abroad. This type of letter explains the nature of the treatment, the cost, and the expected duration. It is usually made for a traveler who can’t receive certain treatment in their home country.

    Applies to: Tourist and Medical Visa applications.

    📌 Recommendation: We advise including proof of financial capability with this invitation letter (e.g., bank statements from the last 3 months). This will support the fact that the traveler can afford the health treatment.

  4. Conference invitation letter: Written by the host, in this case, the organization, company, or university who initiated the event, to the traveler who wishes to attend the event. This letter includes the name, the purpose, the activities, and the length of the conference.

    Applies to: Business and Work Visa application.

Invitation letter requirements

All invitation letters must include:

✅ The date

✅ Applicant's travel dates

✅ Host's name and address

✅ Host's signature

✅ Applicant’s name

✅ The host and applicant's relationship

✅ Trip purpose

Invitation letter samples

Now you know the basics of invitation letters, it’s time to see what one looks like.

Please note: The samples we're sharing with you are references meant to guide you. The samples can change according to the country you’re applying for. Don’t worry! During your application, we will provide you with a specific sample if it’s needed.

Business invitation letter sample

Business Invitation letter template

Personal invitation letter sample

Personal invitation letter template

📌 Recommendation: Print your invitation letter in case you need to present it at the Embassy or Visa Application Center.

How to upload your invitation letter

If you've already paid for your travel document and need to upload your invitation letter, follow this guide.

If you haven't applied, paid, or have missing information on your form, refer to these articles.

How to upload your invitation letter on a computer

Step 1

Make sure you're in your account with your application form displayed.

Step 2

On the left side, you'll see the sections of your application you need to complete. Fill them out before uploading your invitation letter.

Step 3

Once completed, select the documents section.

Step 4

  • A list of required documents you’ll need to upload will appear on the right-hand side of the form.

  • Click on the “Add document” button.

  • Before uploading, read the instructions to submit a government-compliant invitation letter. When you’re ready, click on the “Upload” button.

  • To upload your invitation letter, you can either:

✔️ Select a file from your computer.

✔️ Select a file from your phone, using a QR code.

  • Once you’ve selected your document, click on the “Save and close” button.

That’s it! 👍

After uploading your invitation letter, you can continue uploading the rest of your documents and submit your application.

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