Category: Document types

While preparing for your international travels, there are so many things to be done! The documentation process involved in getting the visa is the most cumbersome. There are many steps involved in the procurement of a visa. Embassies of many countries ask for documents that can seem very confusing, especially if it is the first time that you are applying for a visa. One of the documents that most commonly come across as confusing is the invitation letter for visa. However, it is pretty simple and easy to obtain once your travel plans are clearly set out.

Content

1. What is an invitation letter for visa?
2. Types of invitation letters (tourism, business, sponsor, university, hospital)
3. How to write an invitation letter for visa?
4. Supporting documents needed
5. Sample invitation letter

What is an invitation letter for visa?

An invitation letter for visa is a letter that an applicant will be required to submit to the Embassy or Consulate of the visiting country. It is written by a person who resides in that country and mentions that you are invited to stay with him/her. The invitation letter for visa application guarantees, by default, that you will not be staying in the country illegally. Therefore, it increases your credibility and increases your chances of procuring a visa. It is important to ensure that the invitation letter encompasses all the necessary information in a formal manner of writing.

Also read: Covering Letter For Visa: What it is and how you can make one

The invitation letter for visa application must be attached to the rest of the documents that you will be submitting to the Embassy for the visa process. Ensure that the invitation letter is not forgotten because it clarifies to the officials in-charge that you are not travelling without a purpose. The letter will clearly state the reason behind your travel to the country and the people who you will be staying with. In case of any violations to the rules and conditions of the visa, the officials will contact the person who wrote the invitation letter if they are unable to reach you. As a very important document, the invitation letter for visa is very credible in the eyes of the officials. 

Types of invitation letters for visa 

You could be travelling to other countries for several purposes – tourism, study, work, business, or others, and each of these will have different invitation letters. Every invitation letter for visa will have to be submitted along with supporting documents to prove the authenticity of the letter. Embassies and Consulates will not consider those letters submitted without the support of documents. Here are the different types of invitation letters.

1. Invitation letter from family or friends for tourism purposes 

A very common reason for people to travel to various countries is to visit family and friends. To accomplish this, you will require a visitor visa to that country which is also often treated as a tourist visa. For the invitation letter for visitor visa, friends or family that you will be staying with will have to write it for you. The letter must clarify that you are the letter writer’s friend or relative and will be staying with him/her for a particular duration. To support this invitation letter for visitor visa, friends or family must attach proof of the relationship between you both. There must be a clear description of your stay duration, purpose of travel, and financial status.

Must read: UK tourist visa from India – How to prepare your visa application

2. Business invitation letter 

You could also travel to other countries for business purposes. You might have to meet a potential investor or your foreign partners. To be able to do this, you will need to obtain a business visa to that country. You will need the support of a business invitation letter to prove your credibility. The letter will have to mention the relationship shared by you and the person you will be meeting with for business purposes. The letter must also specify what exactly you will be doing during your stay in the country. It is highly recommended that you attach an itinerary of all your planned business activities in the country. This can significantly elevate the chances of procuring the business visa. You must also have a letter from your employer that confirms your position in a specific company and your work description. This would have to include – job position, dates of employment, salary, and the reason why it is necessary for you to travel to another country for business purposes.

Related: A Guide to Business Visa

3. Sponsor invitation letter 

You could be invited to another country for a conference to give a speech or to attend a trade show. For this purpose, the invitation letter for your visa must be written by the person or company that will be sponsoring your travel and stay for the same. With clear mention of your name and the reason why you are chosen for the event, the organizers of the trade or conference must write the letter in a professional manner. Other important details such as the dates of the conference, itinerary, and accommodation details must be specified. Additionally, there has to be a mention of whether or not the sponsors will be paying you for attending the event. The sponsor invitation letter for visa must include the contact information and certificate of registration of the company sponsoring you for the event.

Also read: What is a Sponsorship Letter for Visa?

4. University or college invitation letter 

If you will be visiting another country for the purpose of studying in a university or college there, you will need to apply for the student visa. To support this, you will require an invitation letter from the institution that you will be studying in. The invitation letter here takes the form of an acceptance letter given by the institution when you are chosen to join them. The letter must include the details of your accommodation, your course, duration of study, and financial support.

Suggested read: Self Introduction letter for Visa: All you need to know

5. Hospital invitation letter 

In case of any health issues, you might want to travel to another country for better health care services. Indians most often travel to the Schengen area due to the high levels of development in the medical field there. For this you will require a Schengen visa. An invitation letter for Schengen visa will have to be provided by the doctor. This doctor will have to be associated with a hospital in a Schengen country. The invitation letter for Schengen visa for medical purposes must clarify your health condition, the reason why you need to seek treatment in that specific hospital, and the dates prescribed for treatment. The invitation letter cannot give an indefinite timeframe for your treatment. It must also mention the person responsible for paying for the treatment and the mode of payment as well. Therefore, you must ensure to attach relevant medical documents to your invitation letter.

Also read: Visa Interview – Questions, Answers, Tips

How to write an invitation letter for visa?

Though writing an invitation letter can seem to be an overwhelming task, it is not really a very complicated document to obtain. If you ensure that the letter has all the required information that can convince the officials at the Embassy or Consulate, you are good to go!

The person writing the invitation letter for you must fulfil the following requirements – 

• Must be a citizen or permanent lawful resident of the country you intend to visit 
• Must be related to you 
• Must have a registered place of stay 
• Must have enough room for the applicant 

Required information for invitation letters depending on the purpose of your visit can include –   

• The date of writing the letter
• Name of the Embassy
• Contact information of the embassy (address and phone numbers) 
• Opening salutations 
• Inviting person’s name (including date of birth)
• Inviting person’s status in the foreign country (occupation and visa / citizenship status) 
• Inviting person’s contact information (address, phone number, and email) 
• Applicant’s name (including date of birth)
• Applicant’s contact information (address, phone number and email) 
• Applicant’s passport number 
• Purpose of travel
• Relationship with the inviting person 
• Dates of travel 
• Travel itinerary 
• Closing salutations 
• Inviting person’s signature 
• Important supporting documents or enclosures

Know in-depth: Guide To Visa Photo Size Requirements

The supporting documents include

• A scanned copy of the host’s passport / ID
• Proof of the host’s financial status, if he/she will be funding the applicant’s stay 
• Proof of home / flat ownership or rental agreement  
• Travel itinerary 
• If the host is taking off some days from work to be with you, a proof of the same will be helpful  

The tone of the invitation letter

Invitation letters can be written addressed to the Embassy of the applicant. If it is addressed to the guest, ensure that the invitation letter for visa uses formal language, especially if it is for business, study, sponsorship, or hospital purposes. Usage of formal language would show to the Embassy or Consulate that you understand their importance and respect their authority. The use of colloquial language in an invitation letter can prove to be detrimental to the procurement of your visa. The letter must be clear and concise while including all the required information. The writing must be straightforward to show your serious intent to visit the country for your intended purpose and that you will return to India once the purpose of your visit is met. Invitation letters addressed to the applicant can be friendlier.

Read: France Visa From India: Explained

Place of submission of the invitation letter

The invitation letter for visa will have to be submitted at the Embassy or Consulate of the country you want to visit. It must be submitted along with your visa documentation. Even if the Embassy of that specific country does not ask for an invitation letter, it is recommended that you submit it. The host must scan the letter and send it to the applicant. Once you receive it, you will have to submit it along with the other supporting documents on the day of your appointment with the Embassy or Consulate. 

Sample invitation letter for visa 

There is no specific way of writing an invitation letter. It is up to the host to write it the way he/she wishes to. However, all the required information must be present in the letter. 

Sample invitation letter for visa given for visiting purposes addressed to the Embassy – 

[Date]

The [Country] Embassy, 

[Address] 

Letter of Invitation for [Applicant’s Name]: Passport No: [Applicant’s Passport Number]

Dear Sir / Madam

I, [Host’s Name}, born on [Date of Birth] am writing this letter in order to support the visitor visa application for [Applicant’s Name], born on [date of birth] travelling to [Country]. 

He/she is a permanent resident of India and is my [relationship]. She/he lives at [Visitor’s Address] and can be contacted at [Phone number and Email].

I am a permanent legal resident of [Country], and I live at [Host’s Address]. I can be contacted at [Phone number and Email]. I work as [Host’s Occupation] with a net income of [Income Amount] per year. I would like for [Applicant’s Name] to visit me from [Date of entry] to [Date of Exit] for the purpose of [reason such a wedding, graduation, baby shower, family event, party]. 

I request you to grant [Applicant’s Name] with the visitor visa for this period of stay in [Country]. During his / her stay here, I will bear complete responsibility of his / her financial requirements and cater to his/ her well-being. He/she will be residing in my home for the duration of his / her stay. Prior to the expiration of his / her visa, I will ensure that [Applicant’s Name] returns to India. 

Kindly find attached all the documents that support this letter of invitation. 

I anticipate your favourable response to the same.

Thank you.

Sincerely, 

[Host’s Name]

[Host’s Signature]

Read: Tourist Visa for USA from India

Sample invitation letter for visa given for visiting purposes addressed to the applicant   

[Date]

Letter of invitation for [Applicant’s Name]: Passport Number: [Applicant’s Passport number], born on [Date of Birth], staying at [Address], and who can be contacted at [Phone Number and Email] 

Dear [Applicant’s Name], 

I invite you to visit me in [Country]. It has been a long time since I saw you [description of relationship as mother, father, daughter, son, friend] and I am so glad to finally have you meet all the people who have made my stay in [Country] so fulfilling. 

While you are here, you will be staying in my home [Host’s Address], and I will bear the responsibility of your movement around [Country] from [Date of Entry] to [Date of Exit]. 

I have attached all the documents required to be submitted to the [Country] Embassy along with this letter. 

I eagerly await your arrival. 

Yours faithfully, 

[Host’s Name]

[Host’s Date of Birth]

[Host’s Address]

[Country]

[Host’s Occupation]

[Host’s Phone Number and Email]

[Host’s Signature] 

Now, you are all set to obtain an invitation letter and set out to explore a different country!

Further read: Bhutan Visa: All you need to know before entering the Land of Happiness

Proof of Accommodation for Visa is one of the essential requirements for applying visa, requested by the consulates and embassies of different countries. This particular visa requirements for Indian citizens is more importantly, necessary while travelling to Europe.

You must be wondering why the immigration authorities demand proof of accommodation for a visa? How to comply with all the requirements for a hassle-free visa? What is the proof of accommodation documents required for a visa? The article will provide you with clear guidance on what arrangements and documents you need to do for proof of accommodation for a visa.

Content Index:

1. Important Documents required as Proof of Accommodation for Visa
2. Hotel reservations as proof of accommodation
3. Invitation letter from host
4. Confirmation from Tour Operator
5. An Agreement or Contract for Rent as Proof of Accommodation for Visa
6. Evidence of Financial Support as Proof of Accommodation for Visa
7. Specific Mandate for Schengen Visa application as Proof of Accommodation for Visa

Must Read: Guide To Visa Photo Size Requirements

1. Important Documents required as Proof of Accommodation for Visa

You can produce either of the documents as proof of accommodation for visa application:

1. Confirmation letter from the hotel where you are planning to stay or can be a letter of accommodation OR
2. A certificate of accommodation OR
3. A proof of accommodation

The basic reason for verifying the proof of accommodation for visa application is to be certain that the person has a place to stay or sleep in the visiting country.

The verification is performed by the Visa consulates or embassies through the following letters or proofs or certificates:

• Hotel reservations where you will be staying during the tenure of the visit
• An invitation letter from a host on the proof of accommodation example if you are staying with a family or a friend
• A confirmation letter from a tour operator (if you are travelling through a packaged tour) with the payment details
• An agreement or a contract if planning to stay in rent during the visit

There are few exceptions though depending on the immigration requirements of certain countries. They may only demand a proof to substantiate that you have sufficient money to sustain the tour. In such cases, the documents required for a visa can be a bank statement or a salary proof or an employment letter for example.

Suggested Read: Visa Interview – Questions, Answers, Tips

2. Hotel Reservations as a Proof of Accommodation for Visa 

While visiting a country, if you are planning to stay in a hotel then the confirmation letter from the hotel is a proof of accommodation for visa application. Normally after you reserve a room in a hotel, the authorities issue a letter to confirm your stay.

The following information should be provided in the letter:

1. Your full name
2. The address of the hotel
3. The contact email or phone numbers of the hotel
4. The arrival and departure dates
5. The reservation code

You can also book a hotel without any payment, referred to as dummy hotel booking for a visa. If such an option is not available then it is advisable to either book a hotel where the payment is refundable or a very low priced hotel. There may be delays in visa approval or sometimes visa gets rejected. Hence it is advisable to keep the hotel expenses at a minimum.

Follow Visa reservation for guidance on hotel reservations without payment.

Guide: How to apply for Visa?

3. Invitation Letter from Host as a Proof of Accommodation for Visa

Many times, Indians visiting foreign countries either stay with their family members or friends. If you are also planning to do the same, then you have to submit an invitation letter by the host. 

The proof of accommodation template for the above case has certain prerequisites that need to be complied with. The letter should contain your details, details of your host and supporting documents required for visa.

Your details include

1. Full name as per your passport
2. Your date of birth
3. Residential address and contact details
4. Your relation with the family member or friend you are staying with
5. The arrival and departure dates
6. The purpose behind the trip 

The host details include

1. Full name of the friend or family member
2. The date of birth of the person
3. The residential address and contact details of the person
4. The citizenship status or the visa details of the person
5. The occupation of the person
6. Type of residence of the person, for example, rent or own
7. Signature of the host

Know in-depth: Covering Letter For Visa: What it is and how you can make one

The supporting documents include (anyone among the list) 

1. A scanned copy of any id proof of the family member or friend can be the passport
2. A proof of residence, owned or rented
3. Financial proof that your stay will be sponsored by the host
4. A tentative itinerary of the places you are planning to visit with the host

The family member or the friend can apply for a “certificate of accommodation” to the local authorities and submit the same as a proof of accommodation for visa application.

4. Confirmation from Tour Operator as a Proof of Accommodation for Visa

Indians travelling abroad for a holiday or vacation, often book package tours or customized tours with professional tour operators or established travel agents. As proof of accommodation for visa requirements for Indian citizens, you can also submit a confirmation letter from the tour operator.

As per the proof of accommodation template, the letter must contain the following information:

1. The list of places to visit
2. The address of each place of a visit
3. The contact details, maybe email or phone numbers
4. Arrival and departure dates at each of the places of visit
5. The name in each reservation

Also read: A Guide to Business Visa – B1 Visa, Schengen Business visa & More

5. An Agreement or Contract for Rent as Proof of Accommodation for Visa

If you prefer to rent an apartment or house while visiting a country abroad, then the visa requirements for Indian citizens demand the submission of a contract or an agreement. You can make arrangements for the place of stay and sign the agreement or contract online. Once done it can be submitted as proof of accommodation for visa application to the embassy or consulate at the time of the visa interview.

The proof of accommodation template specifies the following requirements to be mentioned in the contract:

1. The full name of the landlord
2. Address of the landlord 
3. Contact details
4. Address of the rented apartment or house
5. The duration of stay, including the arrival and departure dates

6. Evidence of Financial Support as Proof of Accommodation for Visa

Evidence of financial support also known as means of subsistence is required to be submitted before the consulate or embassy mandated for visa requirements for Indian citizens. This is to ensure that you have in your possession adequate funds to sustain your trip through the entire duration.

Each country has a specified sum of money each day, necessary to be available with the visitor for expenses. If you are planning to stay in a hotel, the sum of money in possession, for obvious reasons, need to be comparatively more than while staying with a family or a friend.

1. In Denmark, the Indian visitor must possess an amount of EURO 67.24 per day to stay in a hotel. If the person is opting to stay in a hostel or further cheaper accommodation, the amount further reduces to EURO 47.07 per day.
2. In France, the amount of money is EURO 120 per day for a stay in a hotel if there is no prepayment done and EURO 65 per day in case of prepayment. The amount further reduces to EURO 32.35 per day in case the person opts for a cheaper means of accommodation.
3. In Belgium, the visitor is required to have in his or her possession an amount of EURO 95 per day for staying in a hotel. For cheaper means of accommodation, the requirement is EURO 45 per day.

Know: What is a Sponsorship Letter for Visa?

7. Specific Mandate for Schengen Visa application as Proof of Accommodation for Visa

Certain rules must be strictly followed for the Schengen Visa requirements for Indian citizens while submitting the invitation letter from a host (family member or friend). The rules state that:

1. In Netherlands, the host needs to submit the “Bewijs van Garantstelling”, the Proof of Sponsorship document. The other documents that need to be submitted are the salary slips of the person and the work contract. 
2. When In France and Luxembourg, the person needs to submit “Declaration d’Accueil”, the Guarantee document. 
3. In Belgium, the document that needs to be submitted is as a Proof of Sponsorship is “Engagement de Prise en Charge – Verbintenis tot Tenlasteneming 3 bis”. 
4. And, In Austria, the host needs to submit “Elektronische Verpflichtungserklärung”, the declaration of Commitment to the designated authorities.

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Tip: A Community Code on Visas has been established by the European Parliament, the details of which is available here.

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Additional Information 

Even if you are planning to attend seminars or conferences or training sessions, with the expenses being incurred by the organizer, you need to submit the proof of accommodation for the visa. A letter must be provided by the organizer or sponsor, duly signed and attested. It must contain the address, contact details of the place of stay and the person bearing the expenses.

Further Read: How to get your Schengen visa from India?

Without any doubt, getting your visa feels very liberating. You are now free to enter a new country or group of countries as you find suitable. However, getting this visa is not as simple. A tedious procedure is associated with the receiving of a visa, and if this is your first time applying, you need to understand, it is essential. Now, this process involves several documents, each playing a vital role in your application process. A sponsorship letter for visa is one of these documents. Your sponsorship letter for visa is a necessity as it helps you explain how your trip is being funded.

Read: How to apply for Visa? In focus – Schengen visa, H1B visa

What is a Sponsorship letter?

So, let’s start with what a sponsorship letter for visa is. A sponsorship letter for visa is a document wherein, your sponsor justifies their relation to you. Say, you are applying for a sponsorship letter for tourist visa, your family will probably fund the trip. Therefore, the Embassy would require a sponsorship letter from father or mother. Even if you are travelling for business purposes, you will be required to provide a sponsorship letter for visa from company. This serves as evidence for you to be able to sustain your trip and stay anywhere.

How do we write one?

Now, the natural question to ask next is for an example. A common visa applied for is the Schengen visa. This too requires a Schengen visa sponsorship letter. What is important to note is the format. This applies regardless of whether you are writing a Schengen visa sponsorship letter, a sponsorship letter for tourist visa or a sponsorship letter for visa from company. A sponsorship letter for visa follows a standard format which we have displayed below in a sample. The format and content contribute to whether your visa application is accepted or rejected.

Also Read: How to get your Schengen visa from India?

Tips to write a good Sponsorship Letter

• Ensure that you use formal language. Start with the salutation, ‘Dear Sir/Madam’. This will give the consular the impression that the sponsor is aware of what they are doing. This should be followed with details about the sponsor; where they stay, where they work and what post they hold, the cause for the letter and of course the relation they have.
• Keep it short and simple. Do not write too much because quantity does not equal quality. In fact, excessive content stands a chance to frustrate the consular. The more relevant your content is, the more likely it is to be accepted immediately.
• Any emotional content or matter which is too personal will be seen as unnecessary. The consular has no desire to know where you are going to eat breakfast or how much you will spend on clothing. Nor are they interested in knowing how much your sponsor cares for you. Really, they need evidence of whether your sponsor will be able to support you financially.

Know in depth: Self Introduction letter for Visa: All you need to know

• Try to see that the information you are mention in writing is backed by documents you can submit. Evidence is a must to submit. It creates less room for questions and speeds the process up.
• Do not forget to add your contact details outside your address. In case of any confusion, the Embassy can contact you, making the process as a whole faster.

Finally, your sponsorship letter for visa should clearly state the details of travel; including the dates, and a brief itinerary (if you are travelling with them. This makes the sponsors financial position transparent and guarantees that they will be able to fund the trip; journey and stay included.

Remember to add the date the letter was written and include a line about the documents which you have attached.

Sample Sponsorship letter for visa

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Date:

Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]

Sponsorship Letter for [Applicant’s Name] with Passport No. *************

 

Dear Sir/Madam,

I, (Sponsor’s Full Name) currently residing at (Sponsor’s Home Address]), and a citizen of (Country’s Name), am writing this letter in support of the visa application of my (parent/sibling/friend/other), (Applicant’s Name).

The purpose of the visit of my (parent/sibling/friend/other), (Applicant’s Name) in the country of (Name of Country) is to [give the reason behind the trip]. He/she will be here from (Mention starting date of visit in format DD/MM/YY) to (Provide ending date of visit in DD/MM/YY).

During the specified trip dates above, (we/he/she) will be visiting (Specify city/place names). In addition, (Applicant’s Name) will be staying at (Sponsor’s Address or Hotel Address). I will be covering all of the expenses of the trip, through (Mention means of funding).

Attached to this letter, please find all of the required documents to support the given statements.

 

Best Regards,

[Sponsor’s name]

[Sponsor’s home address]

[Sponsor’s phone number]

[Sponsor’s occupation]

[Sponsor’s signature]

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Documents to be submitted with the letter

• Your sponsorship letter for visa needs to be submitted with a few other files and things. These will support your sponsorship letter for visa and act as proof for what you have written. The needed documents are:
• A scanned copy of your ID / passport
• Proof of financial funds for instance, bank statements, a work contract and the last three payslips
• Proof of home/rental contract that provides the address of the sponsor
• A Travel Itinerary of the places planned to visit together (if applicable) or alone. This clears out the question of how much you intend to spend at the place of stay, especially concerning travel and stay. Additional charges do not concern anyone as much.
• If the sponsor is taking days off for the trip, submitting a document from the workplace along with the application, serves as a bonus!

Suggested Read: Visa Interview – Questions, Answers, Tips

Be sure that each document is up to date and attached carefully. The loss of even one document can cause the rejection of the application. It also helps to have evidence as the consular will not be as confused and can move faster.

Submission – Where and When

Once the sponsorship letter for visa is written and the required additional documents are attached, you submit the letter. The question you would naturally have is, when and where? The answer is quite simple. After signing the letter, the letter is put along with the rest of the documents required for application and submitted at the Embassy. This is done on the day of the visa appointment, following which each document will go through the required checks. There is little you can do in this period but wait. As long as you have followed through with the instructions you will not face any difficulty.

Also read: Tourist Visa for USA from India

Conclusion

The sponsorship letter for visa sounds complicated, but it really is not. It is a simple document you do not need to stress for. It is written like any formal letter and does not need too much effort. Collecting the required additional documents can be quite the hassle, but it really helps the application. Additionally, it increases the sponsors credibility be it a sponsorship letter from father, your boss or close friend. It is a formality you undergo to travel. And, when you finally hold that visa in your hand, does it not fee worth it?

So do not let the details get to you. It is as simple as writing a letter of leave to your school principal or boss. It seems nerve-wracking but all it requires is proper grammar, the ability to be formal and write an impersonal letter. Of course, the relationship with the sponsor should be in alignment with the reason for travel, but the consular is not as bothered by these personal details. A well defined financial statement with a clearly defined travel plan helps you express yourself to the consular well enough that your sponsorship letter for visa clears the path for the rest of the documents involved in the application. So, do not worry and plan an enjoyable trip!

Further Read: Covering Letter For Visa: What it is and how you can make one

The one document which is a must for visa application is an introduction letter. It’s a self introduction letter for visa which is also referred to as the No Objection Certificate. What happens most of the times is that either your employer or your head will need to prepare this introduction letter for visa. But, that is applicable only if you are traveling for business. If it’s for travel or personal reasons, you are the one who needs to write. It is one of the most important documents you would require for travelling abroad. 

Many times the applicant has a lot of questions before writing this letter. This blog would cover the basic requirements on how to write a prim and proper introduction letter for visa. The content and format for this kind of letter are mostly the same for all countries. The reason you need to provide an introduction letter is usually to present an entity. The personnel would also want a thorough detail of the purpose behind visiting another country. Let’s take a detailed look at the same.

Also Read: Covering Letter For Visa: What it is and how you can make one

Tips for writing a good Self introduction letter for visa

First of all, you should know which type of visa you would require depending on the country. Reason? Because there are a lot of visa types. There is a travel visa, business visa, permanent and temporary visa. The format might be the same but the visa application requirements are different in each embassy.

So, read up and research well before you plan on writing a self introduction letter for visa. Most important is that you need to keep the letter formal. 

Business introduction letter for visa:

1. Name of the applicant
2. Employment length in the company
3. Position of the applicant in the company
4. Annual CTC
5. Reason for the visit
6. Visit duration
7. Financial commitment of the company to the trip

There are other relevant facts as well, which you can add to the letter to further strengthen it. But, make sure to include all important facts as they will get you through the process in a seamless manner.

Self introduction letter for tourist visa 

1. In the upper right corner of your letter, write the recipient’s address.
2. Active personal address and contact details along with emergency contact number.
3. Purpose of travel which shouldn’t be more than one sentence.
4. The letter should be addressing the person you are writing to if you know the name.
5. A formal starting with ‘I’ and then description of where you are going and with what purpose.
6. At the end, do mention that you have gathered all the documents for the visa.
7. Close your letter with ‘Yours Sincerely’, your full name and signature.

For business introduction letter for visa, sometimes you also need to add your letter along with the one provided by your employer. You can also check up for sample letter of introduction for visa application. There are a lot of guides, blogs and written materials available online on how to write a good self introduction letter for visa. 

Also Read: 10 Amazing Countries That Offer Visa On Arrival For Indians

Introduction Letter for Schengen Visa

Apart from a particular business visa or an introduction letter for tourist visa, there’s also a specific one just for Schengen visa. Applying for a Schengen visa is altogether a different process. It is a bit complicated but not something you can’t achieve. If you are planning to visit any one of the Schengen countries then you need a separate visa other than the one you would require for England. Your documents need to be detailed and specific so that the officer can grant you permission in one go. Just looking at all your documents.A good self introduction letter for visa is the most crucial document that you need here.

The letter should not only answer all the questions the officer already had in mind, but also several additional ones. The information provided in the letter should be easy to read and also talk about the supporting documents. The officer should find no reason to stop you from getting the visa. There is as such no watertight format as to how you should write an introduction letter for schengen visa. However, few details are quite mandatory without which the whole letter is baseless.

Self-introduction letter for visa for Schengen Visa

1. Your name, occupation and how long have you been working.
2. Are you traveling alone or with someone?
3. Your purpose of visit to the Schengen Zone.
4. Your residence while you would be on trip.
5. How will you be funding your trip?

These are called W5H questions by the Visa consultants. Apart from answering these questions correctly, make sure that they are backed by proper documents. Your self introduction letter for visa should sound convincing enough.

Suggested Read: How to get your Schengen visa from India?

How to make your self introduction letter for visa more convincing?

The best way to make your letter more convincing is by providing relevant documents. For eg: If you are traveling to Switzerland, make a detailed and proper itinerary. A vague travel plan might dampen all your efforts as the officer might not find anything constructive in your travel plan. If the itinerary is issued by any reputed travel company, the better. 

Your flight and hotel reservations should be kept attached to the application as well. Or if you would be visiting a relative and staying at their place, ask them to provide a letter for you. Keep their identification details with you in case the officers ask for their documents. There should also be a document showing how you would sustain yourself during the stay. It is usually a statement of account and another letter showing that you have enough ties with your home country. The letter should be addressed to the consular officer of the country you are applying to. 

Conclusion: 

Writing a self introduction letter for visa is not rocket science. You can easily follow the above set of rules and write a good letter which would make your process easier.

1. What is letter of introduction for visa? 

Ans: A document explaining your identity, your work details and purpose of your visit.

2. How can I start my self-introduction?

Ans: Start by introducing yourself and what you do, your age, occupation and where do you stay.

3. What should I say in self introduction? 

Ans: About yourself, what you do and the purpose of your visit.

A cover letter for visa application or a personal covering letter for visa is an important document wherein the traveller states their purpose for travel along with other relevant details. The cover letter could be for business visa application or a covering letter for tourist visa; in any case, this is written to the Embassy to ensure that you have permission to enter the member state or states.

Your cover letter for visa application is a means of communication between you and the Embassy making it necessary for your covering letter for visa to be carefully written.

Essential components of a covering letter for visa

• Your personal covering letter for visa application must state your purpose for travel.
• The cover letter for visa application must give a clear outline of how you intend to fund your travel and stay. In the case of a sponsored travel, you must name your relationship to the sponsor and their cause for sponsoring you. 
• Your covering letter for visa must contain a condensation of your itinerary, further labelling why you have applied at specific Embassy. 
• The duration of stay and intention to return to the home country must be specified as well. 
• If due to any challenge, you are unable to provide any of the above-mentioned details, you are expected to provide a written reason.

Also Read: How to get your Schengen visa from India?

It is essential to understand whether you are writing a covering letter for tourist visa or a cover letter for business visa application, the content must be to the point. This is because this is the only method for you to establish any communication with the Embassy officials.

 

How do you write a visa cover letter?

To provide you with some ease, a sample cover letter for visa application has been provided. It is a sample Schengen visa application form filled, and it gives an idea about how your covering letter for visa is to be formatted and written. While the covering letter for visa is often not mentioned in the list of required documents, it is essential and must be written under all circumstances.

Remember: There is no room for error. As the acceptance of your visa application depends on details you provide in your covering letter.

Suggested Read: 10 Amazing Countries That Offer Visa On Arrival For Indians

Sample cover letter for visa application

September 27, 2019

2nd & 3rd floor, Cash Pharmacy Building Corner St Marks, 

Residency Rd, 

Bengaluru, Karnataka 560025

India

Subject: Name XXXXXXX, Indian Passport No: XXXXXX, Schengen Visa for Tourist Travel

Dear Sir/Madam,

I would like to apply for a Schengen visa as I wish to travel to Germany from December 14, 2019, to December 28, 2019.

The primary purpose of my travel is to visit Germany and look around the country. I wish to learn about German culture and way of life while also gaining familiarity with the neighbouring country of Switzerland. During my stay, I wish to relax and sightsee as much as the time permits me to.

I am employed at *employer name* in *employer address* since XXXX, currently in the position of XXXX. This vacation has been approved by my employer for the period mentioned above. 

Please find the following documents to support my visa application:

1.  Visa application form, duly dated and signed with attached passport-size pictures
2. Passport, (with previous travel experience)
3. Travel Insurance
4. E-ticket reservation for my flight via LH Bangalore – Frankfurt – Zurich – Bangalore [December 14 2019 – December 28, 2019] 
5. Hotel reservations for my stays in Germany and Switzerland
6. Employment & leave certificates showing approved leaves as well as the date I am expected to return to work
7. ITR, Payslips, and Savings Account as proof of my income
8. Do remember to add medical reports in relevance to any existing conditions and details about the health insurance valid in [name of country]

Planned Itinerary:

• December 14, 2019 – Flight from Bangalore to Frankfurt via *flight/airline name*
• December 16, 2019 – Travel from Frankfurt to Berlin and stay at XXX
• December 19, 2019 – Travel from Berlin to Dusseldorf and stay at XXX
• December 20, 2019 – Travel from Dusseldorf to Geneva and stay at XXX
• December 23, 2019 – Travel from Geneva to Bern and stay at XXX
• December 26, 2019 – Travel from Bern to Zurich and stay at XXX
• December 28, 2019 – Flight back to Zurich from Frankfurt via *Flight/airline name*

I hope that you will find everything in order. For any clarifications, do contact me. 

Thanking you in advance for a favourable reply to my application.

Sincerely,

Your Complete Name

Your Address, India

 

Personal covering letter for visa

It is to be noted that, your personal covering letter for visa application must include the cause for travel in the subject (e.g: Business, Medical, Tourist, etc.) This will make your covering letter for visa appear to the point and concise. If you are traveling for medical purposes, you will be required to give the following documents: 

• A specific diagnosis must be shown. This diagnosis must be approved by a licensed healthcare provider. 
• The provider must also be able to give a specific duration and length of treatment. Lifelong treatments and indefinite periods will not be accepted. 
• This letter must be written by the provider to vouch for the patient and their contact details must be given as well for the clarification of any doubts.

Those travelling for business purposes must, in the same manner, provide a cover letter for business visa application written by their employer. The employer must give the cause for travel and must state the duration of travel as well. They too will be needed to provide their contact details for the clarification of any doubts. You need not worry about this procedure. It is a formality set to establish communication among the passenger. 

Note: As most Embassies operate digitally, it is near impossible to reach them personally. This makes the approval of the visa application dependent on the documents you provide.

To make this process faster, the covering letter for visa is provided. It ensures that your reason for travel is communicated to the officers without any hinderance, therefore it needs to be written convincingly.

All you need to be cautious of when writing your covering letter for visa is, be aware of the cause and gather the required approval and documents. As long as appropriate material is provided along with the cover letter, your application is unlikely to face any challenge.

If you can’t provide a complete itinerary, try to provide a rough idea about the places you intend to visit over your stay in the country. It might sound like a task, but it just makes your life simpler as you will enter the country with a plan in the case of tourism. When visiting for any other purpose, there will not be much room for adjustment and change in your plans, therefore the covering letter for visa will come with a structured itinerary.

However, do ensure that you format the letter correctly. The first paragraph after the subject must contain the details about you and your purpose for travel. The second paragraph is formatted in bullet points to provide an itinerary with the smaller details about your travel. Just like any letter is written, it must be formal and should be checked thoroughly for the minute parts.

Conclusion

We hope this article summed a covering letter for visa and visa applications for you. As you must have understood by now, it is not very complicated and is in fact quite simple. You need to ensure that you have the additional necessities attached when you send it. 

So, write a convincing covering letter for visa with a summary of your travel and be free of concerns about the acceptance of your application. Just ensure that you know the address of the Embassy before you send it in. That should summarize covering letters for visa applications for you.