Letter of Invitation (for Travel or Visa Applications)

What is a Letter of Invitation?

A Letter of Invitation (for Travel or Visa Applications) is a document used by a host to invite a person to visit their country (the "visitor").

Some countries require a Letter of Invitation from the person that the applicant is visiting as part of the requirements for a visa application. On the other hand, some applicants submit one, even if it is not required, as a supporting document for their visa application. This document can be used for either case.

Is it necessary to have a Letter of Invitation?

A Letter of Invitation is not mandatory in all cases but some countries require this as a requirement for visa application. This may be used if the purpose of the visitor's travel is personal or for business.

• Personal purposes. A Letter of Invitation used for personal purposes is usually given by a family or friend of the person applying for a visa. There are countless reasons for a person to invite another to visit their home country such as for tourism or to attend a wedding or other special occasions.
• Business purposes. A Letter of Invitation for business purposes is usually written by a representative of the company that the person applying for a visa is visiting. A person may be invited for several business reasons such as to attend business meetings or to attend training.

Regardless of whether the visit is for personal or business purposes, it is important to include details such as the dates of the trip, the primary purpose of the trip, where the person applying for the visa will stay, how the trip will be funded, and the fact that the person applying for the visa will leave the country once the visit is over.

Take note that having a Letter of Invitation is not a guarantee that the visa will be approved.

What must a Letter of Invitation contain?

A Letter of Invitation contains the following information:

• The details of the host,
• The details of the visitor,
• The person (either host or visitor) who will pay for the expenses during the trip and its details,
• The purpose of the travel of the visitor,
• The type of visa that the visitor will apply for,
• The place where the visitor will stay, and
• The date when the visitor will arrive and leave the place where he will stay.

Who is involved in the Letter of Invitation?

The host is the person who will invite the visitor to visit the country stated under the Letter of Invitation. The host must affix his signature on the letter.

If the Letter of Invitation is for personal purposes, then the host must personally sign the letter. If the Letter of Invitation is for business purposes, then the letter may be signed by the representative of the host i.e. officer of the host's company.

What has to be done once the Letter of Invitation is ready?

If it will be sent via registered mail, at least two original copies should be printed. Both original copies of the letter should be signed by the sender (the host), one original copy should be kept by the sender and the other should be sent to the recipient (the visitor) by registered mail. After sending, the registry receipt or mail receipt in relation to the mailing of the second original copy must be kept by the sender.

If it will be sent via email, the sender must send an email to the visitor, attaching one scanned copy of the letter that is duly signed by the host or one digital copy that is electronically signed by the host.

Note however that the supporting documents mentioned in the succeeding question should be sent via registered mail. Once the visitor has received the Letter of Invitation it may be used for visa application together with the attachments (supporting documents).

Which documents should be attached to the Letter of Invitation?

The supporting documents for the visa application should be attached with the Letter of Invitation, such as a copy of the host's passport or other I.D. Proof of the relationship (such as a marriage certificate or birth certificate), proof of accommodations (like host's lease agreement or hotel reservations), proof of visitor's/host's financial capacity (such as employment contracts), and proof of visitor's ties to the Philippines.

What are the costs involved in the finalization of the Letter of Invitation?

Costs for sending the Letter of Invitation may depend on the method used by the sender in sending the letter. Email and instant messaging are the most cost-efficient ways of sending a letter as they are generally free, whereas costs for registered mail or courier will be dependent on the distance between the residence of the sender and the recipient.

Which laws are applicable to a Letter of Invitation? (i.e. applicable law)

Since this letter will be used to apply for visas to other countries, the immigration laws of said countries might apply.

How to modify the template?

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.