Applying to a visa for business purposes such as meetings, training and other business engagements in a different country ? You may need to submit an invitation letter for business visa containing the details such as travel dates, trip agenda and other facts of your trip.
But what should you add in an invitation letter ? What is the format of a perfect business invitation letter that highlights all the facts of your trip to the visa officer? . This articles will show how you can make one for your own visa purposes in just 5 minutes .
FlightGen allows you to not only make a business invitation letter but also other supporting documents such as flight itinerary, hotel bookings, cover letter in under 5 minutes.
All you need to do is answer 10 questions about the trip and at the end you will be given a well formatted invitation letter for your business visa in pdf format.
IMPORTANT: You can get any single document at very affordable price, which starts from $3 and another offer is, get all types of visa documents unlimited for unlimited users from 1 account, for which price or subscription starts from $10/month. FlightGen offers multiple visa documents, including cover letters, travel itineraries, flight itineraries, invitation letters, leave letters, and hotel bookings. Avail this offer as soon as possible!
A Business Invitation letter (sometimes called as sponsorship or visa invitation letter) is a document that is written by the inviting company on behalf of the invitee (or an employee representing the inviting company) to the visa consulate to grant visa.
A well defined invitation letter should contain travel dates, travel agenda, where the invitee will be hosted as well as the agenda of the trip.
Note: All invitation letter must be written the inviting company’s perspective and not the invited person. it must be as if the host is talking to the consulate on behalf of the applicant.
An invitation letter can also be your sponsorship letter, provided you mention clearly who is responsible for the trip expenses such as flight, hotel, accommodation & other expenses of the trip, whether it is the inviting or the invited company.
FlightGen invitation letters can be used as sponsorship letters on your own.
Assume you need Invitation Letter for a US visa, it must be written by the host as if he/ she is speaking to the consulate on behalf of the invitee asking the visa officer to approve his/her visa application.
The host must meet specific criteria to ensure the validity of the invitation letter. These criteria include:
A well formatted invitation letter must include the following information:
There are two ways to create your Invitation Letter
The first step is to download the app, you can click the download button below and the app will be download , the button will automatically take you to either PlayStore or AppStore, depending on your mobile OS .
Next step would be to create an account in the app as this allows you to save your progress when making an invitation letter.
There are several options within the FlightGen App. But to make an invitation letter for business visa purposes select “Create invitation letter” option.
You can create two types of invitation letter in FlightGen
We will be clicking on “Invitation letter for Business” option since we are making a business invitation letter.
Normally, if you have created any letters before, you can see them in this list. But since we are going to be creating a new one, click on “create business invitation letter ” option.
We are now in the invitation letter wizard, where you will be adding your information and click on next at the end of which your invitation letter is generated for you.
We need to include the visa applicant’s information in this section, If the consulate wants to get in touch with you for additional information, this is how they will be able to find you.
For an invitation letter for business visa, we need to add personal information such as:
Remember an invitation letter is written to the consulate with whom you are applying for your visa, therefore we need to formally address them. For example, if you are applying for a Germany business visa, the details to add in your letter is:
Also, if you are applying for Europe visa, then the type of visa you will need is called the Schengen visa, so select that option as well if you are doing so.
Next, we will be providing the information of the inviter company that resides in the host country. The consulate may contact them to verify the authenticity of the invitation letter so it is necessary to provide the contact person in the company, typically the HR or the travel coordinator.
The details to include would be:
Provide the information of your company, that has been invited to visit. If you are an individual then leave this field empty. Your visa process would be easier if you have a long working relationship between the inviter and the invitee company.
Details to include in this would be:
The most important part of an invitation is “Why is this travel mandatory ?”, can’t this be done remotely ?. The consulate needs a concrete reason why a personal visit is needed in the age of Zoom calls. So you need to provide a full travel agenda for this meeting.
Travel agenda is a tentative plan that describes the purpose of your visit. It is recommended that you add an agenda for atleast 60% of the days of the trip. Here is a sample agenda that can be used to write your own.
Who is bearing the expenses of the trip ? Is it the host company or the invited company. Or is the visa applicant going to bear the expenses himself/herself and apply for the reimbursement ? . This must be part of every invitation letter .
For some visas, you will be asked to submit a sponsor letter, but in our case invitation letter itself is a sponsor letter, since are providing the acknowledgement of sponsorship for the trip within the letter.
Now all that is left to do is select the terms and conditions and click on “create letter” and in a few seconds your invitation letter is created.
Please note : An invitation letter is only valid if it is sealed and signed and printed on the letterhead of the inviter company.
The output of the wizard is an invitation letter in pdf format is as below. You need to get it signed, sealed and must be printed by the inviter company.
Here is the sample business letter of invitation for visa
Consulate of Germany
21, Palace Rd, Vasanth Nagar,
Bengaluru, Karnataka 560052
Sept 20 2024
Subject: Business Invitation Letter for Mr. Lohith Kumar [Applicant’s Name] with passport number M4033XX
Sony Entertainment Pvt Systems [Host’s Company] would like to formally invite Mr. Lohith Kumar [Applicant’s Name] , representing BlinkVisa Pvt Ltd [ Applicant’s Company] to visit us between Mar 5, 2024 and Mar 12, 2024, to discuss potential business opportunities between us, increasing our synergy. We have been providing headphone technology for Sony for the last 30 years
To take this further we want to invite Mr. Lohith Kumar to our office in France. He need a visa for the same, given his Indian nationality.
The [Tentative agenda] for this visit is as follows:
Mar 5, 2024 : Land in Paris and Checking to our hotel
Mar 6, 2024 : Visit the showroom and count the number of cars in the company
Mar 7, 2024 : Buy new micro fibre cloth and car cleaning shampoo
We can assure you that Mr. Lohith Kumar will comply with all the laws and regulations of France
during his stay and will return to his home country after the visit.
All the expenses of the visit, such as the return flight, accommodation, food and transportation within France, will be taken care of by Sony Entertainment Pvt Systems [Host’s Company].
The documents needed for a visa, as per the France consulate website, have been prepared and
enclosed herewith. I trust you will find that everything is in order.
For further clarification or additional details on the documentation, you can contact [Applicant’s Details ] Mr. Lohith Kumar at +18704945335 or email [email protected].The contact person on our end would be at the footnote.
We look forward to hearing a positive response by granting his business visa to help us nourish our
partnership with Blink Visa Pvt Ltd.
[Host’s Details]
…………………….Date: Dec 1, 2022
( Rahul Whadia on behalf of Sony entertatinment Systems )
Ph : +85134579338
Email: [email protected]
Writing an invitation letter for a Schengen visa follows same principles as explained above , however you can get a detailed explanation here Invitation letter for Schengen visa.
