Doc Summary
Securing a visa invitation letter is a common requirement for business travel to many countries. This letter, issued by your host company or organisation, confirms the purpose of your visit, the relationship between parties, and key trip details. Below is a clear, step-by-step guide to help you request, prepare, and use a compliant business visa invitation letter—plus a copy-ready template you can share with your host.
What is a visa invitation letter? #
A visa invitation letter is a formal document written by the host company or organisation in the destination country confirming you are invited for legitimate business activities (meetings, conferences, negotiations, training, site visits, or after-sales service). While not a guarantee of visa approval, it is frequently required to verify your travel purpose.
Who can issue the invitation letter? #
The letter should be issued by the host entity you are visiting, such as:
- Registered companies or organisations (on official letterhead)
- Event organisers (for conferences or trade fairs)
- Government agencies or institutions (for official visits or research)
It should be signed by an authorised representative (e.g., HR manager, director, or event coordinator) and ideally include their contact details.
What details must the letter include? (Compliance checklist) #
- Host details: legal name, physical address, phone, email, website, registration number (if applicable)
- Visitor details: full name (as per passport), passport number, nationality, job title, employer, contact details
- Trip purpose: clear business purpose (meetings, training, negotiations, after‑sales support, etc.)
- Dates and itinerary: intended arrival/departure dates, locations, and scheduled activities
- Financial responsibility: who covers flights, accommodation, daily expenses, and insurance
- Accommodation: hotel details or confirmation if the host provides lodging
- Relationship: how the host and visitor (or visitor’s company) are connected
- Assurances: confirmation of compliance with local laws and intent to return after the visit
- Signature: name, position, wet/digital signature, and date
- Attachments (recommended): host’s company registration, ID of signatory, event invitation/tickets, draft agenda
Step-by-step: how to request and obtain the letter #
- Confirm visa category: Identify the correct visitor/business visa for your destination (e.g., Australia Visitor 600 business stream, US B‑1, UK Standard Visitor – business).
- Share a checklist: Send the host the compliance checklist above and your passport bio page for exact details.
- Draft a template: Provide a prefilled template (see below) to speed up approval by the host’s legal/HR team.
- Verify letterhead and signatory: Ensure the letter is on official letterhead, dated, and signed by an authorised person.
- Request PDF and original if required: Many embassies accept PDFs, but some may ask for originals on letterhead.
- Match documents: Ensure the invitation letter matches your application form, itinerary, and employer letter.
- Add supporting evidence: Include company registration, event registrations, and proof of funding, if requested.
- Submit with visa application: Upload or attach the letter according to the destination’s online/consular process.
Country-specific notes to avoid refusals #
Australia #
For short-term business visits, review the Business Visitor stream of the Visitor visa (subclass 600): https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-listing/visitor-600/business-visitor-stream. The invitation should outline the business purpose and duration and confirm who covers costs. Evidence of funds and ties to your home country is often required.
United States #
For B‑1 business visitors, an invitation letter is not mandatory but can strengthen your case when attending meetings or conferences. See official guidance: https://travel.state.gov/content/travel/en/us-visas/tourism-visit/visitor.html.
United Kingdom #
For business activities under the Standard Visitor visa, ensure your invitation matches permitted activities and includes event/meeting details. Guidance: https://www.gov.uk/standard-visitor/visit-for-business.
Schengen Area #
Schengen embassies typically request an invitation on letterhead and supporting evidence of the business relationship. Overview: https://www.schengenvisainfo.com/schengen-visa/business-visa/. Check the specific consulate’s website for exact formatting requirements.
Documents to submit with your visa application #
- Invitation letter (signed, on letterhead)
- Passport (with required validity)
- Visa application form and photo(s)
- Employer letter (confirming your role, salary, leave approval, and return)
- Flight itinerary and accommodation bookings
- Proof of funds and/or host’s financial undertaking
- Travel insurance (if required)
- Event registration/tickets, meeting schedule, or training agenda
Common mistakes that cause delays or refusals #
- Missing or incorrect passport details, dates, or purpose statements
- No signatory details or non-official letterhead
- Purpose not permitted under the chosen visa (e.g., paid work under a visitor category)
- Inconsistent information across your letter, application, and itinerary
- Failure to show ties to home country or insufficient funding evidence
How long does it take? #
- Invitation preparation: 2–10 business days (depending on host approvals)
- Visa processing: varies widely by country and season (check official processing times and apply early)
Copy-ready template your host can use #
Subject: Invitation Letter for Business Visit – [Your Full Name], [Passport Number]
[Host Company Letterhead]
Date: [DD Month YYYY]
To Whom It May Concern,
We, [Host Company Legal Name], located at [Full Address], invite [Visitor Full Name as per passport], [Job Title] at [Visitor’s Employer], passport number [XXXXXXX], nationality [Country], to visit [City, Country] from [Start Date] to [End Date] for [brief purpose: meetings/training/negotiations/site visit].
During this period, [brief itinerary/agenda]. The visit supports our business relationship regarding [project/contract/event].
Costs for [flights/accommodation/daily expenses] will be covered by [Host/Visitor/Shared]. Accommodation is arranged at [Hotel/Address] (if applicable).
[Host Company] confirms responsibility for providing necessary local support during the visit. The visitor will comply with all laws and will depart on or before [End Date].
For verification, contact [Name, Position] at [Phone] and [Email]. Attached: [Company Registration/Signatory ID/Agenda/Event Confirmation].
Sincerely,
[Name of Authorised Signatory]
[Position]
[Host Company Legal Name]
[Email] | [Phone] | [Website]
If you can’t get an invitation letter #
If a host won’t issue a letter, consider alternatives:
- Provide conference/event confirmations and paid registration
- Submit a detailed meeting schedule and email correspondence
- Ask for a neutral “attendance confirmation” from organisers
- Ensure your employer letter clearly explains the purpose and funding
How Skills Campus can help #
Skills Campus supports professionals and businesses with compliant invitation letter templates, document reviews, and complete visa application preparation for Australian business visits and global travel itineraries. For tailored assistance, visit https://skillscampus.com.au/ or contact us directly at https://skillscampus.com.au/contact.
