What Is An Invitation Letter For Visa Application?
What are the requirements for writing an invitation letter, how to write a letter of invitation for visa application, invitation letter sample, where to submit the letter of invitation, what is a visa cover letter, what are the types of visa cover letters, what information should be included in the visa cover letter, required details for medical purposes, required details for business purposes, cover letter samples, sample cover letter for tourist visa/sample letter of purpose of travel, sample cover letter for medical visa, sample cover letter for business visa, what is a sponsorship letter, what should be included in a sponsorship letter, visa sponsorship letter template, tips for writing a letter for visa applications, you can now confidently write your own invitation letter, visa invitation letter: with samples and letter format.
Jan 11, 2023
17 min read
One of the documents that first-time applicants need help understanding is a letter of invitation for tourist visa. Everything related to a visa invitation letter is simple and easy.
However, it may seem daunting if you've never written such a letter.
But not to worry. In this post, you'll find everything you need to know when writing your first invitation or visa cover letter.
After this post, you'll understand how to write a visa letter confidently.
No matter what type of visa you apply for, Atlys will provide you with the necessary visa application letter to ensure that your visa is approved.
A visa invitation letter generally states that you're invited by someone who resides abroad. The invitation letter is one of the visa requirements.
When you plan to visit a friend or relative who lives in a foreign country, you'll need to present a Visa invitation letter written by the person who resides in that country.
There are different invitation letters, such as business or hospital invitation letters. In addition, each visa letter will contain specific details of your intended trip.
The applicant must submit the letter to embassy for visa request consulate where they are doing so.
This letter, which the applicant's host writes and addresses to either the applicant or the consular official. It attests to their agreement to accommodate the applicant during their stay.
Although only some embassies in the world require it, it is still highly advised to submit a letter of invitation, even if it is optional.
The host must meet the following requirements for the letter of invitation to be accepted:
- Must be your friend, boyfriend/girlfriend, family member, or relative,
- Must be a citizen or lawful permanent resident of the nation you intend to visit (home, flat)
- They must have enough room in their home for the person applying for the visa
Many people may need clarification, but if you correctly understand its purpose, writing a letter of invitation could be the simplest part of applying for a visa. The host must write the letter themselves, and it must be addressed to you or the consular officer.
When you receive the documents needed for a visa, double-check whether any embassies have their invitation form. If they already have a form, your host will only need to fill in the blanks with the necessary details.
But even if they don't, we've included some examples below that you can use to change the details to fit your situation.
The main focus when writing a visa invitation letter is that the letter must have some important information about both the host and the guest. Therefore, the following details about the host must be included in the letter:
- Full Name as shown on their International Passport
- Date of birth
- Telephone number
- Type of home (The type the host lives in, for example, if it's a house/ apartment)
- Host's status in the host country (If the host is residing in that country on a work visa, student visa, permanent resident, or is a citizen or any other legal status)
- Relationship between the host and the guest
- The purpose of the trip (friendly visit, holiday, wedding, birthday party.)
- Exact entry date and exit date
Many visa applications are rejected because the host needs to format the letter properly. You should also pay attention to the tone; it shouldn't sound overly formal or professional. It would help if you showed that you and the visitor have a close relationship.
In this section, I'll provide a sample invitations letter you can use when visiting friends or relatives.
Immigration Officer [Embassy Name ] [Embassy Address] [Embassy Phone Number] Subject: Invitation Letter for [Applicant's Name] with Passport No. __________________ Dear Sir/Madam, I, [host's Name], am writing this letter on behalf of [applicant's Name] to support their visa application to [country name]. I >currently reside in [country name] as a citizen/permanent resident at [address]. [Include information of the relationship between the host and the applicant] [Applicant's Name] will be visiting me from [enter date DD/MM/YY] to [exit date DD/MM/YY] for tourism purposes in [country name]. We plan to visit [tourist destinations/cities/places] during the specified dates to engage in numerous tourism activities such as [add booked tours/agenda/itinerary]. Furthermore, [applicant name] will be staying with me at [host's address] until their departure date to [applicant's home country]. All expenses for the planned trip will be covered through [provide means of funding] by the [applicant name]. Should you need additional information or have any questions, please don't hesitate to contact me. Kind regards, [host's Signature] [host's Name] [host's Address] [host's Phone Number] [host's Email]
The host should include copies of their residence permit, proof of residence (address), and other applicable documentation.
Suppose you're applying for a US visa. In that case, the visitor's letter and visa application form are delivered to the U.S. embassy or consulate. The guest will submit it along with the other required supporting documents on the day of their visa interview at the embassy or consulate when the host scans and sends it to them.
Simply put, the visa cover letter is a letter that includes important details regarding your trip to a desired country. Think of it as a proposal of why you are eligible to receive your visa.
Please note that it should be addressed to the Embassy, Consulate, or Visa Application Center where you plan to submit your Visa application. Now, not all cover letters are the same. You'll find that your trip's purpose will determine your visa letter's content.
As I just mentioned, the purpose of your trip will determine the content of your visa cover letter. There are mainly 3 types of cover letters:
- A cover letter for tourism purposes - written by you (the applicant)
- A cover letter for business purposes - typically written by your employer
- A cover letter for medical purposes - typically written by an authorized medical institution
These are self-explanatory. Just remember to include applicable information supporting your trip - I'll get to this next.
The key to writing a convincing cover letter is details, details, and details. Remember, you must convince Embassy/Consular staff that you're eligible for a visa. Remember that a standard visa cover letter is used to prove the purpose of travel to the intended destination. Within this section, I'll include a sample letter about the purpose of travel.
Generally, your visa letter will include the following details:
- The reason why you plan to visit the Country in question,
- The dates you plan to enter and exit the country (flight reservations),
- A detailed itinerary of what you plan to do in the country,
- Proof that you have the financial means to support yourself,
- Where do you plan to stay,
- Other countries you plan to visit (if applicable),
- If you have someone that will sponsor your trip, explain your relationship and how they will support you (if applicable),
- In the case that you can't submit any of the required documents, explain why you can't and what alternative documents you've submitted,
- Other relevant information you find applicable,
Quick note: You can use your supporting/required documents to help prove the purpose of your trip. For example, enter the hotel name and refer to your proof of accommodation. "My friend and I plan to stay at ABC Hotel in Paris; our complete hotel reservation is attached."
The information included in your cover letter for medical purposes (typically written by the doctor/specialist):
- An official letterhead of the medical institution
- Patient's diagnosis and history
- Dates of the treatment
- The treatment the patient will undergo and specific information (how it will benefit the patient, the exact treatment, etc.)
- The duration of the treatment
- Any other relevant information
Quick note: You can also request the hospital/medical center abroad to write you an invitation letter. This is known as a Hospital invitation letter and will include relevant details regarding your medical treatment, trip details, personal information, etc.
When traveling for business purposes, your employer must include a cover letter for a business visa. A cover letter for a business visa must include the following:
- Letterhead of company
- Travel dates
- The purpose of the business trip
- The duration of the trip
- The company name, as well as your position in the company
- The visa type you are applying for (Business Visa)
- Contact information of the employer
Quick note: You'll sometimes receive an invitation letter from the company for a visa from abroad. The company you plan to visit abroad can also write you a visa invitation letter that can be attached to your visa application.
Next, you'll find samples of the different cover letters you can provide for your visa application. Remember that these samples are only guidelines; you should edit the letter to suit your specific needs.
Date: Immigration Officer [Embassy Name] [Embassy Address] [Embassy Phone Number] Subject: Cover Letter for tourism to [Desired Country] of [applicant name] with Passport No. __________________ Dear Sir/Madam, I would like to apply for a visa to travel to [country name] from [enter date DD/MM/YY] to [enter date DD/MM/YY] My trip to [country name] is for tourism. I am excited to visit numerous tourist destinations such as [add places you plan to see] and experience [country name] 's unique cuisines and culture. Furthermore, I plan to visit the [city name(s)] to ensure I have the ultimate tourist experience. [Feel free to add your schedule/itinerary and elaborate more on what you plan to do] While visiting [country name], I plan to stay at the following hotels: [hotel name and address] - [date DD/MM/YY] [hotel name and address] - [date DD/MM/YY] I am currently employed at [company name] with the title of [position]. I have received approval for vacation days for the dates specified above. Furthermore, I will support myself financially for my trip using [provide means of finances]. I am attaching all the required documents for my Visa application. I trust that you will find everything is in order. However, if you have any questions or requirements, please do not hesitate to contact me anytime. Thank you in advance for a favorable reply to my application. Sincerely, [Your Complete Name] [Your Address]
In most cases, your medical examiner/specialist will provide this visa letter to you.
[Official letterhead of hospital/medical institution] [Current Date] [Name of Referring Hospital] [Address and Phone] [Patient Name] Dear Sir/Madam, I am writing on behalf of my patient, [patient Name here], to document the medical need for [medication/treatment/equipment in question] for the treatment of [the exact diagnosis]. Please, find in this letter the information regarding the patient's medical diagnosis and history and a summary of my treatment motive. I am writing on behalf of my patient, [Name], to confirm the medical necessity of [treatment/medication] for [the treatment in question]. This visa letter will contain information regarding [name ('s)] medical diagnosis, history, and a summary of my treatment motivation. Patient's Diagnosis and History: (Add applicable information of the patient's diagnosis and medical history) Treatment: (Add applicable information about the patient's treatment, the reason thereof, and how it will benefit the health of the patient) Treatment Duration: (Add the expected duration of the treatment) Summary: As highlighted, the [medication/treatment] is necessary for my patient's medical condition. My patient could recover/improve successfully with the correct treatment and care. Please do not hesitate to contact me if any further information is required to guarantee the approval of my patient's medical treatment. Sincerely, [name and signature of physician]
Quick note: Ensure that you include other relevant required documents alongside your medical cover letter. These can include records of your medical condition, health insurance policies, and so on.
In this section, I will show you the Business visa cover letter sample.
[Letterhead of Company] [Date] [Embassy name] [Embassy address] Dear Consul General: I'm writing this letter to confirm that Mr./Mrs.[Name and Last Name] is an employee at [company name] as [job title/position]. During the last [number of years you've been working at the company], Mr./Mrs. [Name] has been key to improving relationships with our investors abroad. As such, Mr./Mrs. [Name] will be traveling to [Name of city], [country] from [Date of entry] until [Date of exit] for a total of [number of days] to attend to the following work-related activities: [Write in as much detail as possible about the business that will be conducted abroad] Furthermore, during this time, Mr./Mrs. [Name] will attend an important business meeting in (city name) to improve corporate relations with our partners abroad. Mr./Mrs. [Name] will be staying at [hotel name, address, phone number] and will return to [country of origin] on the dates specified above. I kindly ask for the [visa type] to be issued to Mr./Mrs. [Name and surname] at your earliest convenience. Please, do not hesitate to contact me if you need additional information. Kind regards, [Supervisor signature] [Name and last name] [Title] [Phone number] [Address of employer]
A sponsorship letter is required when you (the applicant) won't provide the funds for your trip abroad and is written by the person who will be funding your trip (the sponsor). It's an important document that proves you'll have the financial means to support yourself for the duration of your trip (for expenses such as accommodation, food, transport, etc.)
Quick note: This should be distinct from an visa invitation letter . Here I'll provide a Visa letter sample of sponsorship you can use for sponsorships.
The sponsorship visa letter should include details of both the applicant and the sponsor. Here's what you can include:
- Your details
- Your trip details (travel dates, itinerary, etc.)
- The duration of your trip
- Your sponsor's details (Name, surname, and contact details)
- What expenses will be paid
One more thing: Your sponsor should also submit copies of the following required documents:
Copies of their passport/I.D.
Proof of sufficient funds such as bank statements or payslips
A travel itinerary (if applicable)
Proof of accommodation for the applicant
A flight itinerary to prove that you will return to your home country (if applicable)
The Visa sponsorship letter sample can be used as a guideline. For this sample visa letter, we'll look at a husband sponsoring his wife's trip (you could replace "wife" with the applicant's Name).
Date: Immigration Officer [Embassy Name] [Embassy Address] [Embassy Phone Number] Subject: Sponsorship Letter for [Wife's Name] with Passport No. __________________ Dear Sir/Madam, I, [Your Full Name], currently residing at [address] and a [country] citizen, am writing in support of my wife, [Wife's Full Name], visa application. [Wife's Name] will be traveling with me to [Destination name] for tourism and the purpose of the visit. My wife and I will depart on [enter date DD/MM/YY] and return to [enter the home country/another country] on [enter date DD/MM/YY]. During the dates specified above, my wife and I plan to visit [places you plan to visit] [add more details if applicable - a schedule, tours, etc.]. In addition, [Wife's Name] will be staying with me at [hotel name(s)]. Furthermore, I will cover all expenses through [provide means of funding]. Please find all the required documents attached to this letter to support the statements. Kind regards [Applicant name] [Your home address] [Your phone number] [Your occupation] [Your signature]
How to write a visa letter is one of many things you should know. Writing a cover letter can be effortless if you understand what information authorities are looking for. However, it may seem daunting if it's your first time writing a visa letter to official embassy authorities. Therefore, I recommend using Atlys when applying for any visa, as they will generate a visa application letter for you. Even so. I'll include some useful tips you can use when writing your next cover letter.
- Include important details: To increase the chances of a successful visa application, include important information regarding your trip to the country. First, however, think of what authorities would want to know about. For example, authorities are not interested in the means of transportation you plan to use when visiting the country. However, they want to know what cities you plan to visit and if you have booked any accommodation within those cities.
- Always refer to your supporting documents: The great thing about your supporting documents is that you can refer to them within your cover letter. This proves the purpose of your trip and acts as additional information that you don't need to include within your cover letter. For example, suppose you have a planned trip itinerary. In that case, you can mention a few activities within your cover letter and refer to your planned itinerary attached to your visa application. Should authorities want to know more about your plan, they will find more information in your complete itinerary.
- Don't be too personal: Remember, you're only trying to prove the purpose of your trip, not explain your ambition for travel. It's acceptable to explain your relationship with a friend or family member you plan to visit. However, it's not recommended to highlight how much you've missed them and how you can't wait to see them because it's been 10 years since you've had a coffee and discussed politics and love.
- Avoid including unnecessary details: Including essential travel details is important. Nonetheless, it would help if you avoid including information that adds no value to your visa application. A good way to ensure that the information you've included is important is to use your required documents as a reference. For example, adding that you plan to finance your trip using cash is important. Yet, embassy authorities don't want to know how much you plan to spend on transportation, food, clothes, and other expenses. Instead, they want to confirm that you have the financial means to support yourself for your trip.
- Please keep your letter short and to the point: I know I sound like a broken record, but including important information will help keep your letter short and to the point. As a result, authorities will have a much easier time reading through your visa letter, increasing your chances of a successful visa application.
After reading through this post, you'll be able to easily write your visa letter no matter the visa you plan to apply for. Remember, you can use the sample visa letters as a guideline. However, it would be best if you make it your own. You now know everything there is on how to write a visa letter.
Frequently Asked Questions
Where should i submit my visa cover letter.
Once you have written your cover letter, you must submit it alongside your visa application form and other required documents at the Embassy, where you will lodge your visa application.
What Are The Other Required Documents With A Visa Invitation Letter?
As a U.S. visitor, you must ensure your visa invitation is complete and includes all of the sponsor's information( a U.S. citizen). In addition, it would be helpful to include a letter of invitation for a visa and supporting documentation.
- A copy of your Passport, I.D., or green card
- Proof of sufficient funds, such as your bank statements (if funded by the host in the U.S.)
- You can also attach a Declaration of Financial Support or USCIS Form I-134
- Proof of residence such as your home address, a rental contract, etc.
- Students can supply the applicant with their enrollment verification letter or a copy of their transcripts.
- The applicant must attach the other required documents for their visa application.
What Other Countries Can I Visit With My Schengen Visa?
With your Schengen Visa, you can visit the following Schengen Member States in Europe: Austria , Belgium , Czech Republic , Denmark , Estonia , Finland , France , Germany , Greece , Hungary , Iceland , Italy , Latvia , Liechtenstein , Lithuania , Luxembourg , Malta , Netherlands , Norway , Poland , Portugal , Slovakia , Slovenia , Spain , Sweden , and Switzerland .
Why Is A Cover Letter Important?
In some cases, you might not be able to attend an in-person interview with a visa officer, especially when applying through a Visa Application Center (like VFS global). A cover letter will help clearly explain the purpose of your travel to the embassy authorities responsible for processing your visa application. Not only will a cover letter facilitate the visa processing time, but it will also potentially increase the chances of a successful visa application.
Can I get a Schengen visa without an invitation letter?
When traveling for any purpose to a Schengen area country, it's definitely recommended to have an invitation letter. The letter will make it much easier for the Embassy to grant you the Schengen Visa.
What Other Documents Should I Submit Alongside My Schengen Visa Cover Letter?
For a successful visa application, you'll need to submit certain documents that form part of the Schengen Visa requirements. You must submit the following documents in addition to your cover letter:
- A Valid Passport (valid for 6 months after your trip)
- 2 Passport-Size Pictures
- A Complete Schengen Visa Application Form
- A Flight Itinerary or Return Flight Ticket
- Proof Of Financial Means (bank statements for the past 6 months)
- Proof Of Accommodation (hotel bookings, Airbnb reservations)
- A Cover Letter
- Valid Schengen Travel Insurance
- Employment Status Documents
- Proof Of Civil Status
- COVID-19 Requirements
How To Write A Cover Letter For VFS Global?
Writing a cover letter for VFS Global is as simple as writing a letter to the embassy. Keep in mind that VFS Global acts as a bridge between you and the embassy. So when writing a cover letter for VFS Global, use the samples above (depending on purpose). In any case, remember that any visa cover letter follows the same principle and format.
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Schengen Visa Application Cover Letter – Samples for Tourist, Medical and Business Visa Applications
A Schengen Visa Cover Letter is the letter, which the visa applicant writes for the embassy where the visa application documents will be submitted.
A Schengen visa cover letter contains:
- The purpose of your travel to the Schengen member state or states
- Proof of how you will fund your trip (own funds or sponsor)
- If you have a sponsor – explain your personal relationship with your sponsor and the reason why they will be sponsoring your trip
- An overview of your itinerary, which also explains why you chose to apply at the specific Embassy
- If you cannot submit any of the required documents, write about the reasons why you cannot submit and explain alternative documents that you may have submitted
- Your intent to return to your home country – you can also write a separate letter of intent to explain your rootedness to your home country
It is important to write a cover letter as a way of communication with the embassy officer that will/is going to process your visa application.
Especially, now that a lot of the Embassies use the VFS services to collect documents and deliver the applicant’s passport, you have no chances given to speak to the visa officers and explain your details. As the visa officers make their decisions based on the documents you provide, it is highly recommended to write a cover letter that would do the explaining for you.
Therefore, write a compelling cover letter even though it is not to be found on the list of required documents!
Cover Letter Sample for a Tourist Visa Application
Find a personal template or sample of a tourist visa cover letter with details below:
April 03, 2017
EMBASSY OF THE FEDERAL REPUBLIC OF GERMANY No. 6/50G Shanti Path, Chanakyapuri, New Delhi 110021 India
Subject: Anjali XXXXXXX, Indian Passport No: XXXXXX, Schengen Visa for Visit Friend/Famliy
Dear Sir/Madam,
I would like to apply for a Schengen visa upon my intention to travel to Germany from June 2 to June 28, 2017.
The main purpose of my travel is to visit my German friends. However, I look very forward to also visit the magnificent sights throughout Germany, as well as experience the famous German food and learn the German culture and way of life. During my stay, me and my friends wish to spend a holiday in the Netherlands and France to celebrate my upcoming graduation.
I am employed at <name of employer> in <address of employer> since April 2014, currently holding the position of Marketing Executive. My employer has already approved my vacation from work for the duration of this trip.
Please, find the following documents to support my visa application:
- Visa application form, duly dated and signed with attached passport-size pictures
- Passport, showing my travel experience
- Travel Insurance , coverage of €30,000
- E-ticket reservation for my flight via LH for New Delhi – Frankfurt – New Delhi [June 2-June 28, 2017]
- Hotel reservations for our holidays in the Netherlands and France
- Employment and leave certificates showing approved leaves as well as the date I am expected to return to work
- ITR, Payslips, and Savings Account as proof of my income
Also, the additional documents required for Medical Purposes Schengen Visa Application:
- Enclosed copies of medical records about your condition
- Bank statements and health insurance coverage to cover for medical expenses in [name of country]
Planned Itinerary:
- June 2, 2017 – Flight from New Delhi to Frankfurt via LH-761
- June 7, 2017 – Sightseeing in Germany
- June 10, 2017 – Travel from Frankfurt to Amsterdam Schiphol; Arrive in Amsterdam and stay at Clemens Hotel
- June 11, 2017 – Sightseeing in the Netherlands
- June 14, 2017 – Travel from Amsterdam Schiphol to Paris Gard du Nord and stay at Ibis Hotel – Sacré Coeur
- June 15, 2017 – Sacré Coeur, Opera, Tour Eiffel, Musee du Lourve
- June 17, 2017 – Chateau de Versailles
- June 20, 2017 – Travel from Paris Gard du Nord to Frankfurt via Air France
- June 28, 2017 – Flight back to New Delhi from Frankfurt via Lufthansa
I trust that you will find everything is in order. For any questions or clarifications, please do not hesitate to contact me anytime.
Thanking you in advance for a favorable reply to my application.
<Your Complete Name> <Your Address>, India
Cover Letter Sample for Medical Visa Application
Please use the following guidelines when you submit a cover letter for medical purposes to the Embassy:
- The diagnosis must be specific
- The recommended treatment must be named and described in detail by a licensed health care provider
- Your provider must state a specific length of treatment. Lifetime or indefinite lengths of treatment will not be approved
Find a personal template or sample of a Schengen visa cover letter with details below:
Current Date
Name of Referring Hospital Address and Phone
Patient Name
I am writing on behalf of my patient, (patient name here), to document the medical need of (medication/treatment/equipment in question) for the treatment of (the exact diagnosis). Please, find in this letter the information regarding the patient’s medical diagnosis and history and a summary of my treatment motive.
Patient’s Diagnosis and History: (Here include the information regarding the patient’s condition and diagnosis as well as the patient’s relatable history)
Treatment: (Include information on the treatment and the course of care up to this point, and why the medication/treatment/equipment in question) is required and how you expect it will benefit your patient.)
Treatment Duration: (Length of time the medication/treatment/equipment in question is necessary – possibly not exceeding 12 months)
Summary: In summary, the (medication/treatment/equipment in question) is medically necessary for this patient’s medical condition and/or improvement.
Please, do not hesitate to contact me should any additional information be required to ensure the approval of the (medication/treatment/equipment in question).
Sincerely, (Name and signature of physician) Your licensed provider must complete, date and sign the letter.
Read also:
- Business Schengen Visa Cover Letter Sample
- How to Write an Invitation Letter for Tourist/Visitor and Medical Visa
- Sponsorship Letter for Visa Application
- How to Book a Flight Reservation Without Payment
For visitors, travel, student and other international travel medical insurance.
Home » Visas » USA Tourist Visa » Letter to Consulate
Sample Letter Addressed to the Consulate for a US Tourist Visa or Visitor Visa
If you are writing a letter the US Consulate for the purposes of US tourist visa issuance, you can use the following as a template.
Rahul Gupta 123 Park Avenue, Iselin, NJ 08830 USA Home: 732-391-9293 Work: 732-733-4087
November 22, 2021
American Consulate General, Mumbai Lincoln House 78 Bhulabhai Desai Road Mumbai 400 026, INDIA
Subject: Issuance of visitor visas to my parents
Dear Sir/Madam,
I, Rahul Gupta, work as a Software Developer at AT&T Inc. located at Piscataway, NJ and earn $60,000 per year. I would like to invite my parents Mr. Ram Gupta and Mrs. Sita Gupta to visit the USA for tourism purposes and to meet me. They would be staying with me at my home at the abovementioned address for 6 months.
During their stay in the United States, I will bear all responsibilities including, but not limited to, financial responsibilities, return air ticket fare to travel from INDIA to the USA and back, travel expenses within the USA, medical insurance, housing, and food. I will personally make sure that they leave the United States before the expiration of their authorized stay. I will also personally make sure that they will not become a public charge on the part of the United States government.
Therefore, I respectfully request you to grant my parents their visitor visas.
Yours Sincerely, Rahul Gupta
Note: Important information about sample documents
- Visitors Insurance
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SAMPLE COVER LETTERS for VISA APPLICATION: Korea, Schengen, Australia
Employment certificate, financial documents, and income tax return (ITR) are the staples of most visa applications. But there is one document that is usually overlooked — the cover letter.
A cover letter isn’t always a requirement when applying for a visa. However, it’s something that we often recommend to add to your pile of documents, especially if there is no interview and you have some explaining to do.
You see, sometimes, things don’t always fit the mold perfectly. There are cases wherein you can’t provide the exact document needed, but you have a very good alternative. Or maybe you just can’t provide something at all, but you have a perfectly valid reason. Or perhaps you’re traveling with a group or for a special purpose. These instances could probably benefit from a well-crafted explanation to give the visa officer a clearer picture of your situation.
When I apply for a visa, I usually submit a cover letter regardless of whether or not it’s one of the requirements. I always want to give a summary of my application and clarify some aspects that may be prone to misinterpretation.
WHAT'S COVERED IN THIS GUIDE?
What should be in a cover letter?
For me, a good cover letter must be able to provide the following:
- A short introduction about yourself.
- Your travel dates and the purpose of your trip
- If traveling with a group: your companions and your relationship with them
- If sponsored: your sponsor’s name, your relationship with them, and the reason why they are willing to sponsor you
- If you’re missing some requirements: the reason why you won’t be able to provide them and the alternatives you are submitting instead
- If applying for a double entry or multiple entry visa: the reason why you need to be allowed more than one entry
- A quick rundown of the destinations you will be visiting
- A quick summary of your travel history (if any), highlighting that you have NEVER violated visa rules in the past
- A promise to return to your home country in time
Looks like a lot, huh? But here’s the thing: According to a couple of friends who used to work as visa officers at strict embassies, they usually had very little time to assess each application. Hence, if you’re going to make a cover letter, go straight to the point . One page should be enough. The key is being concise — finding the balance between giving enough information and keeping it short and sweet.
Here are some samples. I intentionally used complicated situations to give you an idea how I usually explain them. If they don’t apply to you, feel free to modify these to match your case. Please use this only as a model for your own cover letter. Please do not copy-paste the whole thing without adjustments.
Sample Cover Letter for Australian Visa (Online Application)
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Sample Cover Letter for Schengen Visa
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Sample Cover Letter for Korean Visa
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where to attach cover letter for Australia Visa application?
In my case, I uploaded it under Evidence of Planned Tourism Activities > Others.
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Cover Letter for Visa Application
If you are in the process of applying for a Schengen Visa , you may have noticed that are asked to submit a Cover Letter.
The Cover Letter for Schengen Visa applications is an important requirement, and knowing how to properly write one could affect the outcome of the visa application.
What is a Cover Letter for Schengen Visa Application?
The Cover Letter for a Schengen Visa is a necessary part of your visa application because it is a way to introduce yourself, the reason why you want to travel to that specific country, as well as to communicate with the visa officers who are handling your application.
Please note that the Cover Letter should be addressed to the Embassy or Consulate of the country you will visit, even if you are applying through a visa application center, such as VFS Global.
In the Cover Letter for a Schengen Visa, you have to convince the Consular staff that you are suitable to receive a visa for the country you intend to visit.
What Information to Include in a Cover Letter for Schengen Visa Application?
When you write a Cover Letter for your Schengen Visa application, you have to include details of your entire trip including:
- The reason why you want to visit a Schengen country .
- The dates when you intend to enter and depart.
- A planned itinerary of your activities in the Schengen Area.
- Where you will stay once you enter the Schengen area.
- All the countries you intend to visit.
- The status of your employment.
- If you were unable to submit any of the required documents, give an explanation of why that is.
Sample Cover Letters for Schengen Visa
Below, you will find a sample Cover Letter for a Schengen Tourist or Visit Visa, a Schengen Business Visa , as well as for a Schengen Medical Treatment Visa which will give you an idea of what to include on your own Visa Cover Letter.
Sample Cover Letter for Tourist Schengen Visa
March 20, 2019
New Delhi, India
Netherlands Embassy in New Delhi
6/50 F, Shantipath
Chanakyapuri
New Delhi – 110021
Dear Sir or Madam,
I am writing this letter to apply for a Schengen visa to visit the Netherlands from the dates May 20 to June 10, 2019. I am traveling alone and the main reason why I want to visit the Netherlands is tourism.
I would like to visit the popular tourist attractions in the Netherlands, such as the Van Gogh Museum, the house of Anne Frank, as well as the Keukenhof gardens to see the Netherlands’ most popular flower – the tulip.
During my stay, I also want to visit Germany from May 29 to June 5 to visit my sister who lives in Dusseldorf, where I will stay at her house. Then, I will return to the Netherlands, where I will explore the Hague before I leave the country.
I am employed at the [name of company/organization] where I have the position of [job position]. I have worked here for X years, and I have an annual salary of XX. My employer has given me a No Objection Certificate for my trip, which you will find enclosed.
I intend to finance my own trip, and I have also enclosed proof I have the necessary financial means to cover my stay.
Below you can see a planned itinerary of my activities :
Supporting visa application documents I have enclosed with this letter:
- The completed Schengen Visa Application Form
- My passport
- My flight and train ticket reservations
- Schengen Visa Travel Health Insurance
- Hotel reservation receipts (Amsterdam and Hague)
- Letter of Invitation from my sister in Dusseldorf
- No Objection Certificate from my employer
- My Bank Statements from the last six months
I hope you find that the details I have provided in this letter are adequate for a favorable reply to my application. Thank you for your time, and do not hesitate to contact me should you need further information.
Best regards,
Alan Shilmani
[Full address in India]
Sample Cover Letter for Business Schengen Visa
If you are applying for a Schengen Business Visa, it is your employer who has to write the Cover Letter on your behalf. It must be written on the company’s letterhead.
I am writing this letter to request a Schengen Business Visa on behalf of [applicant’s full name] with the passport number XXXX.
Through this letter, I would like to confirm that [applicant’s full name] is employed at our company [company’s name] where he works as [job title or position]. [The applicant] has been working in our company for [X number of years], and needs to travel to the Netherlands to visit our partner company [partner company’s name] during the dates April 20 to April 30, 2019.
During his visit at [partner company’s name] in the Netherlands, [the applicant] will be engaged in the following duties:
- Attending meetings
- Negotiating a deal between the companies regarding [XYZ]
- Giving a presentation
- (Any other tasks that you will have to do during your trip)
[The applicant] will stay at the [hotel name/other accommodation], and the expenses will be covered by our company (if applicable).
Please do not hesitate to contact me if you have any additional questions.
Thank you for your time,
[Name of employer/supervisor along with siganture]
[Position or job title of employer/supervisor]
[Email address of employer/supervisor]
[Phone number of employer/supervisor]
Sample Cover Letter for Medical Treatment Visa
If you are traveling to a Schengen country to receive medical treatment, your doctor has to write the Cover Letter on your behalf. The Cover Letter for a Schengen Medical Treatment Visa has to include the following information:
- Your detailed diagnosis
- Your medical history
- The nature and duration of the proposed treatment you will receive in the Schengen country
I am writing this letter to request a Schengen Medical Treatment Visa on behalf of my patient [applicant’s full name] with the passport number XXXX.
[Applicant’s name] is diagnosed with [XYZ] and needs to receive [XYZ] treatment at the [medical facility name] in the Netherlands.
[Detailed diagnosis]
[Medical history]
[The nature and duration of the proposed treatment you will receive in the Schengen country]
I hope you consider the information I have enclosed in this letter to be satisfactory for my patient’s Schengen Visa application.
Should you have any additional questions, please do not hesitate to contact me.
Thank you for your time.
[Name of the doctor along with siganture]
Where should I submit the Cover Letter for Schengen Visa?
Depending on what country you are applying from, you can submit the Schengen Visa application at:
- An Embassy or Consulate of the Schengen country you are visiting.
- The Embassy/Consulate of another Schengen country, in case the country you want to visit has no diplomatic representation in your place of residence.
- A visa application agency, to which the Embassy or Consulate of the Schengen country you are visiting has outsourced visa applications to.
Keep in mind that if you’re going to visit multiple countries, submit the application at the Embassy/Consulate of the country you will visit first.
What other documents should I submit along with the Cover Letter for Schengen Visa?
When you submit your application for a Schengen Visa, along with the Cover Letter, you have to submit several other supporting documents , such as:
- Your passport, which must be valid for at least another six months
- Passport-size pictures, in line with Schengen visa photo requirements
- Your flight itinerary or reservations
- Proof of accommodation in a Schengen country
- No Objection Certificate from your employer/school
- Letter of Invitation from a relative or company in the Schengen country you are visiting, depending on the purpose of travel
- Proof of paid Schengen Visa Fees
- Your Bank Statements from the last six months
Read more: How to write a cover letter for Germany Student Visa Application?
Corporate Business letters should include the following information:
- The letter should be written on company letterhead
- Addressed to the Consulate General of [ Country you Intend to Visit ]
- State the name of the applicant sponsored (traveler) or employed by the company or organization
- Mention that you're going for business meetings ( avoid these words: work, train, assist)
- State that your company will be financially responsible for you while traveling and for your return transportation to the USA
- State the dates of your visit
- The earliest possible date of departure (if you may travel at any time, indicate an approximate date)
- Company guarantee of financial responsibility for all travel expenses as well as return transportation to the USA
- Letter must specify the validity of the visa and number of entries the applicant is requesting. If this is not specified the consular officer will issue the visa at their discretion.
- A closing original signature (someone other than the applicant). Electronic signature not accepted.
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