1
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Travel document guide
What is a visa invitation letter?
Understand when an invitation letter may support a visa application and what the host may need to include.
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Requirements can vary by passport, destination, purpose of travel and length of stay.
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Check requirementsThe essentials
Supporting evidence for the purpose of a visit
An invitation letter is a supporting document written by a genuine host, company or institution. It can help explain a visit, but it is not a visa and does not guarantee approval.
An invitation letter is a statement from a host in the destination country describing who is invited, why they are travelling, how long they plan to stay and where they will stay.
The required format depends on the visa route. Some authorities provide a checklist, require proof of the host’s status or ask for a signature, company letterhead, certification or notarisation.
When travellers may need an invitation letter
Invitation letters may be requested for family or friend visits, business meetings, conferences, study, events, medical treatment or other trips involving a host organisation.
Not every visitor visa requires one. Some authorities focus on different evidence, and an unnecessary letter does not replace the applicant’s own eligibility documents.
Compare common travel documents
The name of a document does not determine whether it is right for your trip. Always check the destination rules for your passport and travel purpose.
| Document | Main difference | Typical timing |
|---|---|---|
| Invitation letter | Explains the host, purpose and arrangements; it is supporting evidence only. | Before applying |
| eVisa | A visa applied for online before travel. | Before departure |
| Appointment-required visa | A visa route with an in-person step where the letter may be presented. | Before departure |
| Arrival card | A traveller declaration completed separately from supporting evidence. | Before or at arrival |
What you may need to prepare
This is a practical starting point. The destination authority may request different or additional information.
Full name and contact details of the host
Full name and passport details of the traveller where requested
Relationship between host and traveller
Purpose and planned dates of the visit
Accommodation and funding arrangements
Proof of the host’s status or organisation where requested
A typical journey
The exact invitation letter process varies by destination. These steps help you prepare for the official route.
2
Identify the correct host
The letter should come from the real person, company or institution connected with the visit.
3
Follow the official format
Include the details, supporting evidence, signature or certification requested by the authority.
4
Check consistency
Make sure names, dates, purpose, accommodation and funding match the visa application.
5
Submit it with the application
Attach or present the letter using the method described in the official checklist.
Invitation letter checklist
Use truthful information from the genuine host
Match names and passport details carefully
Explain the purpose, dates and relationship clearly
Describe accommodation and funding accurately
Attach host-status or company evidence where requested
Before you travel
Keep a copy of the submitted letter
Carry supporting host details if the authority requests them
Remember that the letter does not replace a visa or entry authorisation
Ensure the planned visit still matches the approved travel purpose
Official guidance used for this guide
These sources support the general distinctions on this page. Use the destination checker for the rules that apply to your trip.
Checked 10 August 2026.
eVisa Immigration is an independent travel-document service and is not affiliated with any government.
Explore related travel documents
Common questions
Answers to common questions about invitation letter.
No. It is supporting evidence. The traveller still needs the visa, authorisation or other entry document required for the trip.
Know what you need before you apply
Check the travel-document route for your passport and destination, then continue with the relevant official authority.