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Letter of invitation
When applying for a visa, it is necessary to explain the purpose of the trip. In the case of private or business visits, this can be done in a letter from the host - a so-called letter of invitation. This is basically an informal letter in which you explain the purpose, duration and subject of the visit. Nevertheless, there are a few things to consider when writing the invitation letter. Below you will find out what the letter of invitation must contain and to whom you should address it.
Use our free template as a pattern for your invitation letter
The most important facts in a nutshell:
- When visiting friends, relatives or business partners from countries that require a visa, a letter of invitation is required
- With the letter of invitation, the host confirms the purpose, duration and content of his guest's trip
- In some cases it makes sense to submit a so-called declaration of commitment with the letter of invitation
What do I need a letter of invitation for?
When applying for a visa for a stay in Germany, a letter of invitation can be useful. This is basically proof of the purpose of the visit. The host – usually a company in the case of business trips – informs the German diplomatic mission responsible for the visa about the planned stay. It is important to distinguish between a mere letter of invitation and a declaration of commitment. With the letter of invitation itself, you only confirm to the mission abroad that you invited the applicant to Germany.
commitment declaration
The letter of invitation is to be distinguished from the declaration of commitment. With this, the host undertakes at the same time to pay for the costs of the applicant's stay. However, be particularly careful with such declarations of commitment. You bear the full financial risk.
If, for example, the visa holder can no longer afford the necessary costs for the return journey after entry, you have to pay for them. In addition, as part of the declaration of commitment, there is usually also an obligation to assume any medical costs. This can be very expensive in individual cases.
However, it may be necessary to submit a declaration of commitment for the visa to be issued. Because when applying for a visa, the applicant must prove that the costs of his stay are covered. If he cannot do this, the visa will only be issued if someone else agrees to bear the costs.
Please note that you cannot simply “cancel” the declaration of commitment. Once you have submitted this, there is a binding obligation.
What does the letter of invitation have to look like?
The letter of invitation does not have to meet any strict formal requirements. It is primarily used to prove the purpose of your stay. Above all, it is important to include all important data in the letter. These include:
- Your name, address, phone number, email
- Name, date of birth, address, passport number of the applicant/guest
- Duration of the stay
- Accommodation (hotel etc.)
- Content and purpose of stay - Date and signature
When explaining the content and purpose of the stay, explain in detail why your guest is coming and what is planned during their stay. The more comprehensible your letter is, the sooner the visa application will be granted. Therefore, it is also advisable to prove the information contained in the letter with documents in the appendix. For example, you should attach the hotel booking or documents proving the business relationship to the letter of invitation to visit a business partner.
At the end of the page you will find a free sample from us which you can use as a template for your letter of invitation.
Who has to write the letter of invitation?
The invitation letter is recorded by the host. In the case of business visits, this is the person responsible for the company or the employer.
Who should the letter be sent to?
The letter must be addressed to the responsible German mission abroad. As a rule, the embassy or consulate in your guest's home country is responsible for issuing them. The letter should be attached to your guest's visa application.
Short & sweet
A letter of invitation allows applicants to demonstrate the purpose of their trip when applying for a visa. The host informs the German mission abroad about the purpose, content and duration of the trip. In some cases it is necessary to submit a declaration of commitment in addition to the letter of invitation. The host undertakes to the state to assume all costs incurred as a result of the stay. Since this involves a great risk, the issuance of a declaration of commitment should be carefully considered
Use our free template as a pattern for your invitation letter