Doc Summary
Quick answer: Ask your host company or event organiser to issue a signed letter on official letterhead confirming your identity, visit purpose, dates, itinerary, and who covers costs. Include your passport details, company roles, and contact information. Submit the letter (PDF is usually fine) with your visa application and supporting documents.
What is a business visa invitation letter? #
A business visa invitation letter is a formal document from a host company or organisation confirming you have been invited to conduct approved business activities (for example, meetings, negotiations, training, or attending a conference) in their country. While not always mandatory, it frequently strengthens your visa application and is often requested by embassies or consulates to verify the purpose and details of your trip.
Who can issue the invitation? #
- The host company you will visit (e.g., supplier, client, partner, subsidiary, or parent company)
- Conference or trade fair organisers (for registered delegates or speakers)
- Industry associations hosting the event
Ensure the issuer is legitimate and reachable on their official phone/email. Invitations should be printed on company letterhead and signed by an authorised representative.
What must the invitation letter include? #
- Host company details: legal name, address, phone, official email, website, ABN (if in Australia)
- Invitee details: full name (as in passport), nationality, job title, employer, passport number, DOB
- Purpose of visit: specific business activities (e.g., contract negotiation, site visit, training, conference)
- Dates and duration: entry and exit dates, expected length of stay
- Itinerary: cities/sites to be visited, meeting locations
- Financial responsibility: who pays for flights, accommodation, daily expenses
- Undertakings: invitee will comply with visa conditions and depart on time
- Contact person: name, position, phone, email for verification
- Signature: signed and dated by an authorised person; company stamp if available
