Quick Answer: Visa Invitation Letter Requirements
An invitation letter is written by a host in the destination country confirming that they are inviting you, where you will stay and, on some routes, that they will support you financially.
It is supporting evidence rather than a substitute for your own documents. It normally has to be accompanied by evidence about the host: their identity, their status in that country, and sometimes their address and finances. Requirements.co.za is an independent information website. It is not a translator, insurer, embassy or government department, and nothing here is immigration advice.
Who This Requirement Applies To
This guide is for applicants visiting family, friends or a business contact who will provide an invitation.
Where the host is also funding the trip, a sponsorship undertaking may be required as well. See Visa Sponsorship Letter Requirements.
Eligibility Requirements
Authorities normally expect an invitation letter to cover the same ground, and to be verifiable.
Applicant type
- Who is inviting. Full name, contact details and status in the destination country.
- Who is being invited. Your full name and passport details as they appear on your passport.
- Relationship. How you know the host, and evidence of it where the route requires.
- Purpose and dates. Why you are visiting and for how long, consistent with your application.
- Accommodation. Whether you will stay with the host, and the address.
- Financial responsibility. Whether the host will cover any costs, and to what extent.
Documents You May Need
The letter is normally submitted with evidence about the host, since an unsupported letter carries little weight.
Required proof
- The signed and dated invitation letter.
- Copy of the host identity document, passport or residence permit.
- Evidence of the host address, such as a utility bill or lease.
- Host financial evidence where they are supporting you.
- Evidence of the relationship where required.
Steps to Apply or Prepare
Confirm whether the destination requires a specific form or wording, since some authorities publish templates or require notarisation.
Ask the host to prepare the letter with their supporting documents, allowing time for them to gather these.
Check that every detail matches your application exactly, particularly names, dates and the address.
Costs, Processing Times and Validity
There is normally no fee for the letter itself, though notarisation or legalisation may be required in some countries and carries a cost. Requirements differ by destination, so confirm before drafting.
Common Mistakes and Delays
Common mistake
- A letter with no supporting evidence about the host.
- Details that do not match the application, such as different dates or a misspelled name.
- Assuming an invitation removes the need for your own financial evidence.
- Missing a required notarisation where the destination specifies one.
- Using a template from another country without checking local requirements.
Where to Confirm Official Requirements
Confirm what the receiving authority accepts before commissioning anything, since requirements differ by country and route. The Official Requirements Sources South Africa page links to the responsible bodies.
Frequently Asked Questions
What should an invitation letter contain?
The host details and status, your details, the relationship, the purpose and dates of the visit, accommodation arrangements, and any financial undertaking.
Does it need to be notarised?
Some destinations require notarisation or a specific form. Confirm before drafting.
Does an invitation replace proof of funds?
Not normally. You are generally still expected to evidence your own position unless the host formally undertakes to support you.
What documents must the host provide?
Commonly identity or residence evidence and proof of address, and financial evidence where they are supporting you.
Where can I confirm the requirement?
Confirm with the authority deciding your application.