Invitation Letter for Schengen Visa
When and how to provide one
What is an Invitation Letter?
An invitation letter is a document from a host in Europe inviting you to visit. It confirms your trip's purpose and shows you have accommodation.
Invitation letters are required (or strongly recommended) when:
- Staying with friends or family instead of a hotel
- Attending a business meeting or conference
- Visiting for any purpose where someone in Europe is expecting you
Invitation Letter Types
- Personal
- Family/friends
- Business
- Company invite
- Sponsorship
- Financial support
- Official
- Government/org
Visiting someone's home
Meetings, conferences
When host pays expenses
Official delegations
What to Include (Personal Invitation)
Host's full name and contact information
Host's address in the Schengen country
Host's legal status: Citizen, resident, visa holder
Your full name and passport details
Your relationship: How you know each other
Visit purpose: Why you are coming (vacation, family event, and similar)
Visit dates: When you will arrive and depart
Accommodation: Confirmation you will stay at their home
Financial responsibility: Whether they will cover any expenses
Host's signature and date
Additional Host Documents
Your host may also need to provide:
- Copy of their ID/passport: Proving identity and legal status
- Proof of residence: Utility bill, lease, or property deed
- Proof of relationship: Photos, previous visit stamps, communication history
- Bank statements: If sponsoring your trip financially
Requirements vary by embassy — some require notarized letters, others accept signed documents.
Business Invitation Letters
For business visits, the inviting company in Europe should provide a letter including:
- Company letterhead: Official company stationery
- Your name and details: Who is being invited
- Purpose of visit: Meetings, training, conference, negotiations, and more
- Dates of visit: When you are expected
- Who will you meet: Names and positions
- Who covers costs: Company or yourself
- Contact person: Name, position, contact details
- Company registration: Some embassies want registration numbers
Sample Personal Invitation Letter
[Host's Name]
[Host's Address]
[City, Country]
[Phone/Email]
[Date]
To the Visa Section,
Embassy of [Country]
Dear Sir/Madam,
I, [Host's Full Name], a [citizen/permanent resident] of [Country], hereby invite [Your Full Name], born on [Date of Birth], passport number [Passport Number], to visit me at my home in [City, Country] from [Start Date] to [End Date].
[Your Name] is my [relationship — for example, cousin, friend of 10 years]. The purpose of this visit is [describe — for example, tourism, attending my wedding, family reunion].
During their stay, [Your Name] will reside at my address above. [I will cover their accommodation expenses / They will cover their own expenses].
I enclose copies of my [ID/passport and proof of residence] for your reference.
Please do not hesitate to contact me if you require any further information.
Sincerely,
[Host's Signature]
[Host's Printed Name]