The Schengen visa is one of the most popular international visas. The main reason for this is that this one visa gives you access to more than 29 Schengen area countries. As for any visa, you need to submit some important documents while applying for this visa as well. Even in this case, there are categories of documents. The first category is the mandatory documents like passport, citizenship ID, financial documents, and more. The second category is the optional documents, which you do not have to submit mandatorily. However, the presence of them in your visa application will strengthen your case. One such document is the letter of invitation. Here is everything you need to know about the invitation letter for Schengen visa.
What is an Invitation Letter for Schengen Visa?
The invitation letter for Schengen visa is a formal document that is written by a citizen or a resident of one of the Schengen countries. The main purpose of the letter is to establish the purpose of your visit. It assures the visa officer that you have strong ties in the Schengen country you are planning to visit, and there is someone who would support you financially when you are in the country. It also assures them that you are not likely to overstay in the country and would return to your home country before your Schengen visa expires.
When is the Invitation Letter for Schengen Visa Needed?
- A Schengen visa is usually required for short-term visits and is also called Type C visa.
- A Schengen visa can be used for visiting family or friends, taking part in a private event or celebration like a wedding, engagement, etc. and exploring the place, i.e., tourism.
- Business visas also need this invitation letter. If you are visiting Schengen country for a business meeting, conference, corporate training, or short-term project, you will need an invitation letter from the company you are visiting.
- Invitation letters are also required for short-term emergency visits for medical or humanitarian purposes. For instance, in case you are visiting a sick relative or accompanying one who is visiting the Schengen country for medical treatment.
Who Can Write an Invitation Letter for Schengen Visa?
Two sets of people can write an invitation letter for a Schengen visa: the citizen of one of the Schengen countries and a legal resident of one such country.
- The invitation letter can be written for a family member or relative. For instance, a daughter working in France can write an invitation letter to invite her parents to the country.
- The letter can be written to a close friend. For instance, a person living in Germany can write this letter to invite his best friend to the country for his wedding or even for a holiday.
- A company in Norway can invite a business partner or employee to the country for a business meeting, conference, or training through this letter.
Essential Elements of an Invitation Letter for Schengen Visa
You may have done a lot of research to know about Schengen visa but may not know much about writing a letter of invitation for the said visa. An invitation letter should be written in detail and with precision. You should include all the important information to make it look and sound authentic. Here are the key elements that should be a part of your letter of invitation for a Schengen visa.
Information about the Host: The letter should start with the information about the host or the inviter. The details should include full name (as mentioned in the passport), residential address in the Schengen country, contact details (email address and phone number), passport number, nationality, and immigration status in the Schengen country. In case it is a business invitation letter, the information about the company should come first, and the details of the letter writer should be at the end.
Information of the Visa Applicant: The next comes the details of the visa applicant or invitee. Your full name, nationality, birth date, passport number, residential address, and relationship with the inviter should be mentioned clearly in the letter.
Purpose of Visit: The reason for your visit should be the next part of the letter. The letter writer should mention the exact reason for your visit. He/she should also mention the things you are planning to do during your stay in the Schengen country.
For instance: My mother is visiting me in Germany for a month to meet my newborn daughter. During her stay here, we would take her along for some sightseeing in our city (Munich).
Details of the Stay: After mentioning the purpose of the visit, the next step is to mention the details of your stay. This includes the intended duration of the visit in days or weeks. It is also necessary to mention the date of arrival and the date of departure. It is also necessary to mention whether the dates are flexible or fixed.
Details of Accommodation: If the visitor is staying with the host (which is true in the case of family and friends), this needs to be mentioned in the letter. The inviter should include his/her address in the letter. In case, the visitor is staying in a hotel or any other accommodation, this should also be mentioned in the letter. Details of the accommodation should be included. The inviter should also mention if he/she is going to bear the cost of the stay.
Financial Support: If the host is providing financial support to the invitee, he/she needs to mention the same in the letter. On the other hand, if as a visitor, you are going to take care of your own expenses, this should also be mentioned in the letter. In both cases, it is important to provide proof of finance like bank statements, salary slips, etc.
Declaration of Responsibility: The person inviting a foreign national to a Schengen country has to take responsibility for that individual. The inviter should assure the visa officer that the invitee would not overstay his visit and would leave the country before the visa expires. In case he/she is financially supporting the visitor, he/she should take the person’s complete responsibility.
Date and Signature: The letter should end with the host’s name and signature along with the date of writing the letter. In some cases, the letter may also have to be notarized.
Schengen Visa
Easy Documentation
Online Payment Option
Samples of Invitation Letter for Schengen Visa
A sample invitation letter for a Schengen visa would make it easy to draft one. We provide you with two different invitation letter for Schengen visa samples here: a family/friend invitation letter and a business invitation letter.
Sample Invitation Letter for Schengen Visa for Friend
There is not much difference in writing a Schengen visa invitation letter for family and friends. Here is a sample that you can use.
(Name of the Host)
(Address of the Host)
(City, Country)
(Phone Number)
(Email Address)
(Passport Number)
(Date)
To
(Name of Embassy or Consulate)
(Address of Embassy or Consulate)
Subject: Invitation Letter for (Name of the Visitor)
Dear Sir/Madam,
With this letter, I would like to invite my brother (name of the brother), whose passport number is (passport number), to visit me in France. I invite my brother to attend my daughter’s wedding and also to spend time with me and my family, while exploring the important attractions in the country.
(Name of the visitor) would be staying at my home (complete address) the entire duration of his stay. He would be staying with me from (arrival date) to (departure date). While he would be staying with me, he would be taking care of his expenses (flight tickets, sightseeing, internal traveling, etc.) on his own.
To confirm that I am a permanent resident of France, I am attaching my passport copy and proof of residence along with this letter. If you need any additional documents from my end, you can get in touch with me via email (email address) or on phone (phone number).
I am looking forward to seeing my brother and spending time with him. Thank you for considering this application.
Sincerely,
(Full Name of the Host)
Business Invitation Letter for Schengen Visa Template
Here is a business letter template that companies or organizations can use if they want to invite business partners or employees from foreign countries to their Schengen country.
(Letter Head of the Company)
(Name of the Company)
(Name of the Country in the Schengen Country)
(Office Phone Number)
(Office Email Id)
(Website of the Company – Optional)
(Date of Sending the Letter)
To,
Embassy of the (Schengen Country)
(Address of the Embassy)
(City, Country)
Subject: Business Invitation Letter for (Name of the Invitee and Passport Number)
Dear Sir/Madam,
I (name of the letter writer) am writing this letter on behalf of my company (name of the company), located in (name of the Schengen country). We invite (Mr/Ms. name of the invitee), a citizen of (name of the country), with passport number (passport number of the invitee) to visit our company headquarters for business purposes.
The reason for the person’s visit is to attend a meeting with our team from (start date) to (end date). During the stay, the person will be engaging in meetings, discussions, and demonstrations with our team.
We confirm that (name of the invitee) is our employee from our branch in (name of the country the person is residing in). It is crucial for the person to visit our headquarters to kickstart our new project.
During the person’s stay in (name of the Schengen country), the company would be covering all their costs, including flight tickets, accommodation, daily expenses, and transportation.
We assure that the visa applicant would not violate the terms of the visa and would not overstay. We ensure that he/she will depart from the country before the visa expires.
In case you need any additional information about the visitor or purpose of his/her visit, you can contact us via the email address or phone number mentioned below.
Sincerely,
(Full Name of the Letter Writer)
(Position of the Letter Writer)
(Signature)
(Contact Information)
(Company Stamp)
Frequently Asked Questions
1. What should be the tone and format of the letter?
The tone of the letter should be formal. The letter is addressed to the visa officer and hence should not be casual. It is also important to keep it short and crisp, while including all the important information.
2. What are the rules to follow while writing a letter of invitation?
- Do not make any spelling mistakes or even grammatical errors
- Make sure the arrival and departure days are correct
- Ensure that the tone of the letter is formal.
- Always include supporting documents
3. What is the list of supporting documents needed along with a letter of invitation for Schengen visa?
- Passport copy
- Proof of legal residence of the Schengen country
- Proof of accommodation
- Proof of finance – bank statements
- Travel itinerary
4. Is it mandatory to submit a letter of invitation for a Schengen visa?
No, invitation letter is not mandatory for Schengen visa, but it will strengthen your visa application.
5. Can I submit a handwritten letter of invitation for Schengen visa?
While there is no rule against submitting a handwritten letter for Schengen visa, it is best to send it digitally. A typed letter looks more professional than a handwritten one. Moreover, some handwriting may be difficult to decipher.
Conclusion
Submitting the visa application form and important supporting documents like the letter of invitation is only the first stage of the Schengen visa application. After submitting the application, you will also have to attend an interview to get the final verdict. Knowing the Schengen visa interview questions and answers beforehand will give you time to prepare for the interview. Moreover, going through the tips for successful Schengen visa interview would also be helpful.
