group-2

Apply visa

Invitation Letter for Schengen Visa: How to write, Sample letter & Tips 2024

Last Update: 13-11-2024

A woman sitting in a cafe with a cup of hot chocolate, wearing a red sleeveless top and resting her chin on her hand.

Tejeswini Murali

A man writing an invitation letter

An invitation letter for a Schengen visa is a crucial document required when applying for a Schengen visa. Whether you are visiting family, friends, or travelling for business purposes, this letter can significantly strengthen your visa application. In this guide, we’ll explain what an invitation letter is, how to write one, and provide a sample invitation letter for a Schengen visa to help you create one.

Table of Contents

  1. What is an Invitation Letter for a Schengen Visa?
  2. Why Do You Need an Invitation Letter for a Schengen Visa?
  3. Who Needs a Schengen Visa Invitation Letter?
  4. How to Write an Invitation Letter for a Schengen Visa?
  5. Sample Invitation Letter for Schengen Tourist Visa
  6. Sample Invitation Letter for Schengen Business Visa
  7. Points to Remember When Writing a Letter of Invitation
  8. FAQs

What is an Invitation Letter for a Schengen Visa?

An invitation letter for a Schengen visa is a formal document written by a host (a resident of a Schengen country) to invite a visitor from outside the Schengen area. This letter serves as proof that the host will accommodate the guest and may provide financial support if needed. It must include essential details such as the host’s contact information, the visitor’s purpose of travel, and the duration of stay.

Why Do You Need an Invitation Letter for a Schengen Visa?

An invitation letter helps the visa officer assess the genuineness of your travel intentions. It’s often required for:

  • Personal visits: When visiting family or friends in a Schengen country.
  • Business purposes: When attending meetings, conferences, or other professional events.
  • Proof of accommodation: To show where you’ll stay during your visit.

Including a well-written letter in your Schengen visa application increases your chances of approval by providing clarity about your travel plans.

Who Needs a Schengen Visa Invitation Letter?

  1. Tourist Visits with a Host: If you are travelling to a Schengen country for tourism and staying with a host (such as a friend or family member) instead of booking a hotel, you will need an invitation letter. This letter confirms your accommodation and the host’s willingness to host you during your stay.
  2. Visiting Family or Friends: If your trip is primarily for social reasons, such as visiting family members or friends, and you’ll be staying with them, an invitation letter is required. This document helps verify your travel purpose and accommodation arrangements.
  3. Business Visits: If you’re travelling to the Schengen area for business-related purposes, such as attending meetings, conferences, or other professional events, an invitation letter from the inviting company or organisation is essential. The letter should formally request your participation and include details of the event.
  4. Cultural, Scientific, or Religious Activities: If you’re visiting to attend cultural events, conduct scientific research, or participate in religious gatherings, you may need an invitation letter from the organising entity. This confirms your purpose of travel and participation.
  5. Sports or Political Events: If you are participating in sports competitions, athletic team activities, or political conferences in the Schengen area, an invitation letter from the event organiser is often necessary. This letter outlines the event details and your role in it.
  6. Official Visits: If you are a member of an official delegation or government representative travelling to the Schengen area, an invitation letter is mandatory. This document is typically issued by a government entity or an official organisation inviting you to attend meetings or events.

Having the right invitation letter tailored to your travel purpose ensures a smoother Schengen visa application process and enhances your chances of approval.

How to Write an Invitation Letter for a Schengen Visa?

When writing a Schengen visa invitation letter, make sure your letter is clear, professional, and provides all the necessary details to support the applicant’s visa application. A well-prepared invitation letter can make a significant difference in the visa approval process.

Information to Include in a Schengen Visa Invitation Letter

  1. Start with Basic Information: Include the host's and visitor's full names, dates of birth, and passport numbers and mention the purpose of the visit and the relationship between the host and the visitor.
  2. Specify the Duration and Details of Stay: Clearly state the intended duration of stay in the Schengen area. Provide details about proof of accommodation, including the host's address.
  3. Mention Financial Support: Indicate whether the host will bear the visitor's travel expenses or provide accommodation.
  4. Provide Supporting Documents: Attach documents such as the host's ID, passport copy, or proof of residency in the Schengen country.
  5. End with a Formal Closing: Use a professional tone and sign the letter with your full name.

Sample Invitation Letter for Schengen Tourist Visa

Here’s a sample invitation letter template for Schengen visa to customise for your needs:


[Host’s Name]

[Host’s Address]

[City, Country]

[Phone Number]

[Email Address]

[Date]


To

[Consulate/Embassy Name]

[Address of Consulate/Embassy]


Subject: Invitation Letter for [Visitor’s Name]


Dear Sir/Madam,

I am writing to formally invite my [relationship, e.g., brother, friend] [Visitor’s Full Name], who holds passport number [Passport Number], to visit me in [Schengen country]. The purpose of their visit is to spend time with me and explore the cultural heritage of the region.


[Visitor’s Full Name] will be staying at my residence located at [Full Address] from [Start Date] to [End Date]. I will be responsible for their accommodation during this period.


Additionally, I confirm that I am a [citizen/permanent resident] of [Schengen country], and I am attaching copies of my [ID/passport/proof of residence] as supporting documents. Should you require any further information, feel free to contact me at [Phone Number] or via email at [Email Address].


Thank you for considering this application.


Sincerely,

[Host’s Full Name]

Sample Invitation Letter for Schengen Business Visa

Below is a business invitation letter template for Schengen visa:


[Company Name]

[Company Address]

[City, Country]

[Phone Number]

[Email Address]

[Date]


To

[Consulate/Embassy Name]

[Address of Consulate/Embassy]


Subject: Invitation Letter for Business Visit of [Visitor’s Name]


Dear Sir/Madam,

On behalf of [Company Name], I am pleased to invite [Visitor’s Full Name], holding passport number [Passport Number], to attend [purpose of visit, e.g., a business meeting/conference] at our office located at [Address].


The visit will take place from [Start Date] to [End Date], and all arrangements regarding accommodation and travel will be managed by our company. Enclosed are copies of relevant supporting documents, including the event schedule and proof of accommodation.


Should you have any questions, do not hesitate to contact us at [Phone Number] or via email at [Email Address].


Yours sincerely,

[Host’s Name]

[Position]

Points to Remember When Writing a Letter of Invitation

  • Always include contact information and the duration of stay.
  • Be clear about whether you’re providing financial support or proof of accommodation.
  • Attach copies of supporting documents like the host’s ID or residence proof.

Final Thoughts

A well-crafted invitation letter for a Schengen visa can make the difference in securing your visa approval. Whether it’s a personal or business trip, following the guidelines and using a sample invitation letter for a Schengen visa can simplify the process. Use the provided templates and samples to create a strong letter that supports your application.


Let us know if you have any questions about Schengen visa applications or writing an effective letter of invitation!

FAQs

What should an invitation letter for a Schengen visa include?

An invitation letter should include the host's and visitor's full names, contact details, purpose of visit, stay duration, accommodation details, and supporting documents like the host's ID or proof of residence.

Who can write an invitation letter for a Schengen visa?

The invitation letter can be written by a resident or citizen of a Schengen country, including family members, friends, or businesses hosting the visitor.

Can a business write an invitation letter for a Schengen visa?

Yes, businesses or organisations hosting visitors for meetings, conferences, or other events can provide a formal business invitation letter.

How do I format an invitation letter for a Schengen visa?

Use a formal tone, address the consulate/embassy, include host and visitor details, and attach supporting documents. Keep the letter concise and professional.

Do I need to attach additional documents with the invitation letter?

Yes, you must attach the host’s ID, proof of residence, and other relevant documents like financial support evidence or event details if applicable.

Discount Icon

Get flat 10% OFF

On your first visa. Use code "TEL10". T&C apply

Apply
logo