Business visa invitation letter

For companies inviting a partner, client or colleague from abroad for meetings, to support their business visa application. Free to copy and use. All templates.

What it needs

• The guest's full name, exactly as in their passport
• Date of birth, nationality and passport number
• The guest's job title and company
• The purpose of the visit
• Arrival and departure dates, and where they will stay
• Who pays for travel and accommodation
• Your company's registration number and contact details
• The name and title of the person signing

Template

Each detail is written as a {{Column}} tag. Replace them by hand, or paste the template into InviteLetter as it is: the tags match the columns of your list.

{{Company Name}}
{{Company Address}}
{{Company Phone}} · {{Company Email}}

{{Letter Date}}

To: The Visa Section
{{Embassy}}

Dear Sir or Madam,

Business visa invitation: {{Full Name}}, passport number {{Passport Number}}

{{Company Name}} invites {{Full Name}}, born on {{Date of Birth}}, a citizen of {{Nationality}}, {{Job Title}} at {{Guest Company}}, to visit us in {{City}}, {{Country}}, from {{Arrival Date}} to {{Departure Date}}.

The purpose of the visit is {{Purpose}}. {{Full Name}} will attend meetings at our office at the address above.

{{Costs Paid By}} will cover the costs of travel and accommodation. During the visit, {{Full Name}} will stay at {{Accommodation}}.

{{Company Name}} is registered in {{Country}} under number {{Company Registration}}.

Please contact me at {{Company Email}} if you need any further information.

Yours faithfully,

{{Signatory Name}}
{{Signatory Title}}
{{Company Name}}

List template (CSV)

Your list needs one column per tag, named the same way, with one row per person. Write dates as YYYY-MM-DD. Open the CSV in Excel or Google Sheets, replace the two example rows with your people, and save it as CSV (UTF-8).

Company NameCompany AddressCompany PhoneCompany EmailLetter DateEmbassyFull NamePassport NumberDate of BirthNationalityJob TitleGuest CompanyCityCountryArrival DateDeparture DatePurposeCosts Paid ByAccommodationCompany RegistrationSignatory NameSignatory Title

Tips

• This is a guide, not legal advice. Each country asks for different things, and some ask for no letter at all: check the visa page of the country being visited before you send yours.
• Name the meetings plainly, for example a contract review or a product training. Business visas are usually for meetings, not paid work.
• Send it on company letterhead, signed by someone senior enough to vouch for the visit.
• Every tag needs a value on every row. If a detail doesn't apply to everyone, take it out of this template or give each row a value: InviteLetter flags empty cells before it makes anything.

Related templates

• Conference visa invitation letter
• Speaker invitation letter
• Certificate of attendance