Conference visa invitation letter

For event organisers confirming to an embassy or consulate that a delegate is registered for the event and why they are travelling. Free to copy and use. All templates.

What it needs

• The delegate's full name, exactly as in their passport
• Date of birth, nationality and passport number
• The event's name, city, country and dates
• The delegate's role and organisation
• Arrival and departure dates, and where they will stay
• Who pays for travel and accommodation
• The embassy or consulate the letter is addressed to
• 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.

{{Organiser Name}}
{{Organiser Address}}
{{Organiser Email}}

{{Letter Date}}

To: The Visa Section
{{Embassy}}

Dear Sir or Madam,

Invitation to attend {{Event Name}}: {{Full Name}}, passport number {{Passport Number}}

We are pleased to confirm that {{Full Name}}, born on {{Date of Birth}}, a citizen of {{Nationality}}, is registered to attend {{Event Name}} in {{Event City}}, {{Event Country}}, from {{Event Start}} to {{Event End}}.

{{Full Name}} is attending as {{Role}} of {{Organisation}}. They plan to arrive on {{Arrival Date}} and leave on {{Departure Date}}, and will stay at {{Accommodation}}.

{{Costs Paid By}} will cover the costs of travel and accommodation for this visit.

This letter confirms registration for the event. It does not commit us to any financial or legal responsibility beyond what is stated above.

Please contact us at {{Organiser Email}} if you need any further information.

Yours faithfully,

{{Signatory Name}}
{{Signatory Title}}
{{Organiser 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).

Organiser NameOrganiser AddressOrganiser EmailLetter DateEmbassyEvent NameFull NamePassport NumberDate of BirthNationalityEvent CityEvent CountryEvent StartEvent EndRoleOrganisationArrival DateDeparture DateAccommodationCosts Paid BySignatory 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.
• Copy each name and passport number exactly as the passport shows it. A spelling that differs from the passport is a common reason for a letter to be questioned.
• Send it on your letterhead, signed, and keep the dates inside the event's dates plus travel days.
• 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

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