Invitation letters: when you need one and what it must say

An invitation letter is required for business visas, most family visit visas, and some conference and study trips. For ordinary tourism it is usually not needed — and a weak one can raise questions that would not otherwise be asked.

What the letter must contain

• Full name, date of birth and passport number of the person being invited, matching the passport exactly
• Full details of the inviter: name, address, phone, and the company registration number if it is a company
• The relationship or business connection between you
• The purpose of the visit, stated specifically
• Exact dates of arrival and departure
• Who is paying for the trip and who is providing accommodation
• Signature, date and company stamp

Supporting documents from the inviter

• Company invitation: business registration certificate, and often a trade or contract history with your company
• Family invitation: the inviter’s ID, passport or residence permit, plus proof of the relationship
• Some countries require an official form rather than a free-form letter — Germany and the Netherlands are examples. Check before the inviter writes anything.

Common problems

• Dates in the letter that do not match the flight booking
• A generic letter that could apply to anyone — it reads as manufactured
• An inviter who cannot be reached when the embassy calls. Warn them that this happens.