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[Write] Invitation Letter for a Schengen Visa

As being mentioned in the checklist for a Schengen visa, if purpose of the travel is to visit someone, an invitation letter from the inviting person is required. There are many samples of invitation letters on the Internet that you can download, but I preferred to write my own one to make sure that it must be a perfect formal letter with a right format.

In the invitation letter, the inviting person must mention clearly the relationship between the two, purpose of visiting, length of stay, where you are going to stay, and who is gonna pay for the travel.

We wrote one letter in English and another in German, and we’d love to share one with you for future reference. However, it was our personal situation,please do not copy exactly the same . You need to write your own situation and change the details. Then, put in faith and love πŸ˜›

How to write a formal Invitation Letter for a Schengen visa

With the invitation letter, please do not forget to attach a scan of your friend’s passport and his/her ID. Put three in a row, and then you are all set πŸ™‚

UPDATE 2019

As we have a lot more comments now, please kindly read them and ourΒ Schengen Visa: Must-know tipsΒ andΒ Schengen visa: Check listΒ before posting new question. If you cannot find information of what you are looking for, please write question clearly with detailed info so that it is easier for us to help. Thank you & Big hugs!

 

AnhThy
AnhThy
AnhThy(Tea) started to travel at a very young age, but things get serious during her years living abroad where she was exposed to majestic nature and wonderful people from all walks of life. Apart from photography, writing becomes part of her life in which she relives all of the memories built up along the way, and in which she can become as many different characters as she always wants to be. Following her journey to discover more of the personality that comes across in her work.

44 Comments

  1. AvatarAbhishek says:

    Hi,

    I am going to apply for tourist visa to travel Italy and I have prepaid hotel bookings. But I see Invitation Letter in the checklist Do I really need to have an Invitation Letter?

    Thanks

    • AvatarAnhThy says:

      Hi Abhishek,

      Regarding the nature of travel, there are several types of Schengen visa with different requirements issued by the designated Embassy/Consulate. If your purpose is to visit your friend(s) and travel (of course), then you need an Invitation letter. But if you don’t intend to visit anyone, there is no point of submitting an Invitation Letter. Just follow exactly the requirements from the Embassy of Italy for your country as requirements for the visa vary from nation to nation.

      Thanks for reaching out. Let us know if we can help with anything else πŸ™‚

  2. AvatarWALID NOORI says:

    Hello sir
    I wanted to ask about german invitation letter,is it needed to have the the real paper of invitation or does the hard copy of it works?
    If the organization or academy says in invitation letter that they will cover accomodation health insurance etc…
    Will the embassy still request for health insurance?

    • AvatarAnhThy says:

      Hi Walid Noori,

      Thanks for approaching us for help.

      1. Regarding the invitation letter, a hard copy with date and signature (of the invitor) works for us every time we apply for a Schengen visa.
      2. As for health insurance and accommodation: even when they are covered by your sponsor, a proof of them must be presented. Minimum coverage of the health insurance must be at least 30,000 euros and the sum depends on the residing days. If the visa is refused (which we hope not), health insurance can be canceled!

      Good luck and let us know if we can help with anything else!

      Cheers,

  3. Avatarjessie says:

    Hi Sir,

    My husband is holding a 2 months’ Schengen visa for a 2 months training in Germany, me & my daughter wants to join him for the Easter Holiday in Germany.

    In this case, do you know whether an Invitation Letter from a Schengen visa holder would works? Inviting the family members for a visit?

    Or we shall book the hotel of our own?

    cheers…

    • AvatarAnhThy says:

      Hi Jessie,

      In our experience, we highly recommend that your husband writes an Invitation Letter in this case. As we are not from any Embassy/Consulate and we can’t decide whether you will be granted a visa thanks to this Invitation Letter or not (because it depends on many different factors), but an Invitation Letter certainly strengthens your application and smooths the way! The Invitation Letter states a very concrete purpose: You and your daughter are going to visit-a-family-member-for-the-Easter-holiday! What can be more rational than this?
      Be sure to include all necessary information in the Invitation Letter as we suggested in this blog post.

      Booking a hotel is another thing and it’s a matter of your choice. If you decide to stay with your husband, he should let the landlord or company (if that property belongs to the company) know first. Then be sure to state clearly this in the Invitation letter (give detailed address and mention the approval from the landlord/company ). With this, please also submit a renting contract (or housing document) in which there is detail information of your husband and the address of the property where he is living). The idea of this document is that: you are giving a PROOF to show that everything is written in the Invitation Letter is true.

      If you decide to live in a hotel, then just book a hotel and submit the reservation alongside this Invitation Letter and other required documents.

      Bottom line:
      – An Invitation Letter is strongly recommended
      – If stay together: write detailed information in this Invitation Letter + submit a housing contract
      – If stay in a hotel: do write in the Invitation Letter that accommodation is not covered by your husband and that you’re going to stay in a hotel + submit the hotel reservation.

      P/S: If you need urgent support, feel free to hit us up via Facebook page: https://www.facebook.com/Bittersweet.Travel/

      Best wishes,
      Thy

  4. AvatarPangz says:

    Hello sir,

    How can I have a copy of the airline reservation ticket unless I have to booked my flight? What if I was refused a Schengen visa?

    Or, is there a way that I can have a copy of a confirm airline booking ticket just to show to the embassy when I apply for a visa?

    Thank you, sir.

    • AvatarFabian says:

      Dear Pangz,

      (1) One possibility would be to make a reservation at your local travel agency office. As a private person you are not able to get a reservation without actually booking the flight online.
      (2) Furthermore, you can call or a visit one of the airline offices and explain your situation. For example, Emirates has many offices selling air tickets over the phone or in person.
      (3) There are also some online services that specialize in helping you to have different types of reserved documents for the visa. For example: flight ticket reservation, hotel room reservation, travel insurance reservation, etc. However, keep in mind that doing online business is often more risky (there are scams) than working with someone face-to-face. If you choose this option, please choose a reliable online service.
      (4) Another possibility is to book a more expensive ticket where you have the right to cancel the flight X days before the flight. Unfortunately, these tickets are hella expensive and you need to consider whether you want to spend that extra amount of money for this certain booking class.

      ***Be aware reserved tickets normally expire after one or two weeks, so make sure to remind the travel agency of that. Also, making a reservation is not totally free and travel agencies or airlines offices may charge you a very economical fee but it is still better than buying an actual ticket.

      In case you need further assistance, we are happy to help!

      Regards,
      Fabian

  5. AvatarBlessing says:

    Hello Sir,
    Greetings.
    I applied for a family reunion Visa since 10th of October 2017.
    So yesterday they returned all my original documents, with a letter attached to it saying that my means of subsistence in Germany is not ensured..
    So my hubby wants to use Lawyer and ask them why they returned his wife documents without informing him, because he was still gathering all the necessary documents required of him.
    And again I want to ask you.. If someone doesn’t have a life contract job can’t they bring their spouse over to Germany.

    My hubby said he wants to send me an invitation letter so that I can come and spent the Easter holiday together with him. And also treat my jaw. Because I have a fractured jaw.
    Please we need your advise in what to do, in other not to go and waste money on lawyer.

    Thanks dearie

    • AvatarFabian says:

      Hi Dearie,
      by applying for a family reunion visa you need to ensure that all legal documents are submitted at the time of application. It seems that the embassy thought you or your husband cannot cover the living cost due to missing proof of finance. Once your application was denied you need go through the whole process again. I would suggest taking a look at the offical mission website of the German Embassy in Nigeria. (https://nigeria.diplo.de/ng-en/service/visa/family-reunion-visa/1015542)

      Because we can’t give you any legal advice please consult a lawyer specialized on this topic in case you want to take legal actions.

      Depending on the job and the respective salary your husband has he might or might not be able to cover living cost for two people. This is something the embassy decides depending on their criteria. It would be beneficial if your husband has a permanent employment contract.

      In case you want to visit your husband for vaction you can apply for a Schengen Visa which allows you to spend up to 90 days in the Schengen area (including Germany). Please see this Checklist for the application process: https://nigeria.diplo.de/blob/1504670/d801a71607b745bf9a261d6789df95ed/checklist-family-and-friends-data.pdf
      Also an invitation letter need to be set up by your husband. You find more information about that in the Checklist I send you.

      Unfortunately we cannot predict wether you are granted a visa because we have no connection to local embassy. In the case that you have all the required document your changes are not bad to be granted a Visitation Visa.

      If you need further help please leave us a message.

      Regards,
      Fabian from Bittersweet-Travel

  6. AvatarVikas says:

    Hi, My brother is applying for a tourist visa, should I send the hard copy of the letter sample provided above or an email is enough? Please Help.

    • AvatarFabian says:

      Dear Vikas,
      thank you for getting in touch with us. It is not required to print out the invitation letter and send it via post nor it is to send it over email. It would just increase the workload of the embassy employees receiving different documents on different channels.

      Your brother prints out the invitation letter which already has your signature on it (you send him via email), then gathers all documents and sends them to the Embassy. The interviewer will review all of his documents and then make a decision based on that.

      In case you need further help feel free to contact us.

      Regards,
      Fabian

  7. AvatarJhen says:

    Hello, i would like to ask if in embassy of netherlands need a gemeente form if the sponsor will be covering all expenses or its enough to have his informal invitations letter and have his sign?

    • AvatarFabian says:

      Hello Jhen,

      thank you for getting in touch with us. The difference between a informal invitation letter and the official written suretyship declaration is that the suretyship is legally binding. For example if the debtor cannot cover his or her living cost the guarantor is legally required to cover all the cost.

      Depending if the guarantor is willing to be legally bind he can fill out a suretyship declaration. Mostly it is enough to only provide a informal invitation letter if the purpose of a Schengen Visa is Tourism or Visitation.

      In case you have further question feel free to contact us again.

      Good luck and best wishes,
      Fabian

  8. AvatarCeline says:

    Hi, I would like to invite a friend to Belgium in May. I will write him a letter but do you know if it is preferably to write the letter in English or in the local language?

    • AvatarFabian says:

      Hello Celine,

      thank you for getting in touch with us.
      We have made the experience that it always beneficial to hand in the invitation letter in the local language and english. Especially if the visa applicant doesn’t speak the local languages.

      If you have further question please leave a comment or contact us on Facebook.

      Regards,
      Fabian

  9. AvatarAlex says:

    Hi,
    I just wanted to ask that I want to meet my cyber friend in Greece. My friend is agreed to provide me sponsorship letter that I will stay with him. My office also will provide me letter as proof of employment confirming that Office will bear travel cost of my visit and confirm my vacations. I work for a US Contractor as international expert.
    I just wanted to ask that is there any requirement for sponsor in terms of time since sponsor knows me and is it necessary that we should have met before as well? Your guidance will be highly appreciated.

    • AvatarAnhThy says:

      Hi Alex,

      Whether he/she is a lifelong friend or someone you just met or even haven’t met yet, it will go down to only 1 type of visa with one specific purpose that you apply for: A tourist visa (short-term stay) for visiting friend (your case). Hence, you just need to follow the requirements for this type of visa.

      During the interview, the Embassy/Consulate might ask about the friendship + how you know each other (as they asked me), then it’s your chance to answer honestly with detail.

      (Our own situation is different. We have already meet in the states, so we handed in our copies of the U.S visa to prove how and when we met. But your case is different. If there is no concrete formal documents to prove the friendship, then just explain to them when they ask)

      All in all, hand in all-documents-required in the checklist! For what is not required: Don’t worry! Get the interview, tell them what is not in your application so that they know more about the case πŸ™‚

      Best wishes,
      Thy

  10. AvatarYogi Sharma says:

    I was looking at Spain visa requirement (under Schengen), and they say:

    If staying in a private residence, invited by relative/friend/religious congregation, OFFICIAL INVITATION LETTER issued by the Spanish Police and photocopy of the sponsorΒ΄s passport and/or D.N.I., residence card, etc.

    Is it specific to Spain that they need letter issued by the police? Do you know anything about that? Seems like requirements from all Schengen should be consistent!

    • AvatarAnhThy says:

      Hi Yogi,

      The Schengen visa requirements vary slightly by the issuing country and the citizenship of the applicant. For example: The Schengen visa requirements from the German Embassy for Malaysian citizens can be slightly different from that for Vietnamese or Filipino citizens.

      Best of luck,

  11. AvatarSamer says:

    Hello, my friend will send me a written invitation letter written by hand, isn’t that applicable? And is it any different than the digital written one?

    • AvatarAnhThy says:

      Hi Samer,

      In terms of content, there will be no difference between an Invitation letter written by hand and a typed one. However, in terms of formality, there is a huge difference. It is highly advisable that you hand in all typed formal documents instead of some are written and some are typed πŸ™‚

      Please let us know if we can help with anything else. πŸ™‚

      Kind Regards,
      Thy

  12. AvatarSamer says:

    And can you show is the german format so i can show my german friend?

    • AvatarAnhThy says:

      Hi Samer,

      Please send us your email or kindly contact us via Facebook so that we can send the German version of the Invitation Letter to you for reference πŸ˜€

      Cheers,
      Thy

  13. AvatarCling says:

    Hi I just want to know if how my boyfriend from Germany can send me a formal obligation and a letter to invite me? He wants me to visit him for 3 months and i need to apply for schengen visa..hope you can help me coz its my first time..he’s been here in Philippines for 2 times already

    • AvatarFabian says:

      Hi Cling,

      thank you for your message! Yes that would be a possibility but keep in mind that the difference between a informal invitation letter and the official written suretyship declaration is that the suretyship is legally binding. For example if the debtor (yourself) cannot cover his or her living cost the guarantor (your boyfriend) is legally required to cover all the cost.

      Depending if the guarantor is willing to be legally bind he can fill out a suretyship declaration. Mostly it is enough to only provide a informal invitation letter if the purpose of a Schengen Visa is Tourism or Visitation.

      In case you have further question feel free to contact us again.

      Good luck and best wishes,
      Fabian

  14. AvatarEn says:

    Hello,

    I am planning to apply for a schengen visa next week. Can my German friend just send the invitation letter and other docs via email? Or i really need to present the original copy? I will stay in her place. Can you also send me the copy of the german version invitation letter? Many thanks

    • AvatarFabian says:

      Hello En,
      thank you for your comment. Your friend can send you a copy of the documents via email. But keep in mind they need to be signed and printed out when you are having your interview.

      At which email I should send you a copy of our german invitiation letter?

      Regards,
      Fabian

  15. Hello sir
    I have one question please, well in the top of that invitation letter,it says to mention the name and address of the embassy,my question is which embassy should we mention?

    • AvatarFabian says:

      Hello Marone Rublio,

      thank you for your message. Which embassy you apply depends on which Schengen country you want to visit and which nationality you have. For example you are Brazilian and want to travel to or visit someone in Germany. That means you need to apply at the german embassy or consulate in Brazil which is responsible for the area you live in.

      Feel free to provide more information so I can give a more detailed reply.

      Best regards,
      Fabian

  16. AvatarCristy Espedion says:

    Hi Sir, thank you for this post that gives me lots of idea. My boyfriend will send me an invitation letter and i just wanted to make sure he will have the right evidence of accommodation. Since he lives with his parents and i am planning to stay with them in their house. What do you think is the best evidence of accommodation to show the embassy of Germany? Thank you so much.

    • AvatarAnhThy says:

      Hi Cristy,

      To give the evidence of the accommodation, you can include a house ownership certificate of your boyfriend’s parents + a copy of their passports/ID cards, a document to prove the relationship of your boyfriend and his parent (e.g Birth certificate). And in the invitation letter, please do not forget to mention that you are going to stay with them (give detailed address) and that accommodation belongs to the parents.

      Let us know if we can help with anything else πŸ™‚

      Kind Regards,

  17. AvatarTalah says:

    Hello there,

    I am applying for a Schengen Visa from the Italian embassy to visit my friend. She is inviting me to stay at hers during the holiday but the house is under her mums name. My concern is would the invitation letter be from her or from her mum as she is the owner of the house? (As well as the document attached with the inaction would it be hers or her mums? Such as proof of accommendation/identity and so on)
    One more question, does the invitation letter need to be original? Or can it be sent via email?

    Thanks & Regards

    • AvatarAnhThy says:

      Hi Talah,

      In our experience and also from other tourists who encounter this same problem before, we can advise you by what we did: The invitation letter can be from your friend!
      However, in that invitation letter, please state clearly the accommodation you are going to stay (their house with the address) and the owner of the house is your friend’s mother. And with this letter, you also need to attach evidence to prove the relationship mother/daughter of your friend (for example: Birth certificate), a document which proves the ownership of the house (for example: Property/House ownership certificate), a copy of your friend + mother’s passport or ID Card <= These are what we included in our situations.Invitation Letter can be original as you wish but it takes time and money when sending by post. Otherwise, a printed invitation letter would not cause any problem at all.Again, this is how we did and were successfully granted the visa. Just be sure to follow requirements applied to you as Schengen visa requirements are primarily based on citizenship and/or residency and can vary slightly by issuing country.Best of Luck,

  18. AvatarCOCO says:

    My cyber friend is I nviting me to stay with him for only 3 weeks as I have vacation time from work. I’m a Jamaican citizen…. I’m concerned though, we met online, never met in person. He’s a citizen of EU, what would he write in the invitation letter?

    • AvatarAnhThy says:

      Hi Coco,

      What else can we say if not the truth? πŸ™‚ Just write a normal invitation letter with the format similar to ours or some others you find in the Internet. In that Invitation Letter, cover all important points about the Inviting person, the relationship between you both.
      Then if you cover the trip expense, mention it too.
      If you stay in a hotel, attach a hotel booking confirmation. If you stay as his place, include prove of his flat/home ownership or rental contract.
      Also, it helps if you include a travel itinerary because it can show the Embassy how much you want to travel there in your vacation and you prepare well for it.

      We cannot tell you whether you both haven’t met before would affect the visa result or not because it depends on many factors. Just don’t let this makes you scared or disheartened. Make you of what you have and we keep our finger crossed for you! πŸ™‚

      Best of luck!

  19. AvatarSara says:

    Hello there,
    I am applying for schengen visa from the German embassy to visit my sister. Regarding the invitation letter sent from the host, is it fine to mention that i will be covering all of my expenses rather than the host? In this case, is it necessary to show the host’s bank statement or mine would be enough?

    Thanks

    • AvatarAnhThy says:

      Hi Sara,

      It is a must to mention the person who pays for the travel expense. If you’re gonna cover all that yourself, try to gather all documents which prove your financial status (savings, account balance, stocks/bonds, land…). If your sister sponsors your trip’s expense, then it will be a little more complicated. The letter then is called: Sponsorship Letter. It has to give short and clear information of the sponsor, you two relationship and information that she will sponsor all the travel expense.

      Some required documents (in general) are:
      A scanned copy of the sponsor’s ID / passport
      Proof of financial funds, as bank statements or work contract and three last pay slips
      Proof of home / flat ownership or rental contract that shows the address
      A Travel Itinerary of the places planned to visit together (if applicable)
      If the sponsor has taken days off from work to be with the applicant during their period of stay in Schengen Area, then submitting a document that proves that would be a huge plus for the visa application

      Please also double check the requirements as it slightly varies based on citizenship.

      Kind Regards,

  20. Avatarshal says:

    hi i will be visiting my sister this march and she’s studying in geisenheim Germany.. though i have seen samples of invitation letter still not sure how to write an invitation letter for sister (blood relationship) will the parents inviation letter format work for the sister to invite with lil bit chnages or what would she write??
    Thanks

    • AvatarAnhThy says:

      Hi Shal,

      There wouldn’t much of the difference whether it’s the invitation for family member, friends, colleagues, etc. The content of the letter must always state clearly relationship between inviting & invited persons, the purpose of your trip, length of stay, means of finance (who pays for the trip), etc. (as in the sample above) and yes, all proofs of what you state should be attached along side this invitation letter. For example of proof:
      – Family register book (for sisterhood) or Birth certificate (parenthood)
      – Round trip ticket (for length of stay)
      – Bank account statement, savings (of yours or of the person who sponsors the trip)

      We hope this helps and very sorry for the late reply as you currently have a lot on our plate!

      Kind Regards,

  21. AvatarMich says:

    Thank you for such a great example. I’m a student from a non-EU country in Germany and would like my mum to visit me in Germany. She will cover all the costs and will stay in a hotel. Does the invitation letter I write her need to be in German as well or is an English one sufficient?

    • AvatarAnhThy says:

      Hi,
      All the documents of your application should be in the same language. If the rest are in English, then Invitation Letter should be in English too πŸ™‚ Same idea applied with German πŸ˜€

      Cheers!

  22. AvatarSanket Patil says:

    Hello,

    Trust you are doing well.

    I am in process to apply for job seeker visa and my visa interview is scheduled on May 19.One of my friend is in Germany and he is holding Blue card.
    During my stay he will be covering my accommodation stuff. So i wanted to know few things on that .Below are my concerns
    1)What document i should ask from him to show during the visa interview
    2)Do i need to carry the hard copies of any letters which my friend supposed to send me
    3)My friend will only sponsoring me the stay rest all i am going to manage. what document i should carry during interview.
    4)Can you send me the few invitation letters or other document for sample which i can show them and ask him to get the same .
    Sanket.patil00@yahoo.co.in or sanketcrush@gmail.com .

    Thanks & Regards
    Sanket

    • AvatarFabian says:

      Hi Sanket,

      thank you for your comment.
      Regarding your concerns
      1. I suggest you should provide them with a photocopy of your friend’s visa/passport, as well as the invitation letter itself.
      2. For not official documents it is fine if you bring only copies with you. This doesn’t apply for your official personal documents the embassy might request from you.
      3. As I understand you are referring to the proof of financial resources? Please see our Schengen Visa Guide for further information on the required documents.
      4. I have sent you an email with a sample of the invitation letter.

      Warm regards,
      Fabian

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