How to write an Invitation Letter for Visa
How to Write an Invitation Letter for Visa
Different types of visa may require different types of invitation letters to be written. Writing invitation letter for visa is a tedious task considering the anonymity one has over such matters. It is obvious that a formal structure is required for a business letter of invitation for visa. In the case of invitation letter for tourist visa will require partial adherence to format of a business letter. Such letters require an emotional touch while the other does not require sentiments. Nonetheless one should consult the respective embassies whether online or otherwise to be sure about the validity of their letters. Having said this, there is room for provisional advice which will help you in writing your invitation letter for visa application.
Invitation Letter for Visa Formats
Invitation Letter Writing for Visa Tips
Format of Business Invitation Letter for Visa
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Header
It includes:
Letter Head or Sender's Name
Senders Address
Invitee's Name (specific official or person)
Invitee's Address
Date
(space)
Reference or Subject (as required)
Whom It May Concern (as required)
Salutation - Dear Sir/Madam/ Mr./Ms., (comma) : (colon)
Introduction
It includes:
Write 2-4 introductory lines regarding the Invitation
Body (divided into a number of paragraphs)
It includes:
Details of the Invitation including date, time, venue etc.
Intimation for any further communication and so on.
Closing
It includes:
Valediction E.g. Sincerely
Signature or Signature Line
(space)
Your Typed Name
ENCL (optional) stands for ‘Enclosure’
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Business Invitation letter for Visa - Format 2
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Header
It includes:
Letterhead or Sender’s Name
Address
Phone Number
Date
To, (optional)
Invitee,
Invitee’s Address,
Invitee’s Contact Number
Reference or Subject (as required)
Whom It May Concern (as required)
Salutation - Dear Sir/Madam/ Mr./Ms., (comma) : (colon)
Introduction
It includes:
Write 2-4 introductory lines regarding the Invitation
Body (divided into a number of paragraphs)
It includes:
Details of the Invitation including date, time, venue etc.
Intimation for any further communication and so on.
Closing
It includes:
Valediction E.g. Yours Sincerely,
Sender’s Signature
Sender’s Name
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Business Invitation letter for Visa - Format 3
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Header
It includes:
Date:
Invitee’s Name
Invitee’s Address
Reference or Subject
Salutation - Dear Sir/Madam/ Mr./Ms., (comma) : (colon)
Or
Whom It May Concern
Introduction
It includes:
Write 2-4 introductory lines regarding the Invitation
Body (divided into a number of paragraphs)
It includes:
Details of the Invitation including date, time, venue etc.
Intimation for any further communication and so on.
Closing
Valediction E.g. Yours Sincerely,
Signature
Sender’s Name or Stamp
Personal / Official Address
Telephone number with area code
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Format of Invitation Letter for Tourist Visa
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Header
It includes:
Letterhead or Invitee’s Name
Invitee’s Address
Invitee’s Contact Number
Date
To,
Receiver’s Name
Receiver’s Address
Receiver’s Contact Number
Whom It May Concern (as required)
Sub (Optional)
Salutation - Dear (recipient’s name)
Introduction
It includes:
Write 2-4 introductory lines regarding the Invitation
Body (divided into a number of paragraphs)
It includes:
Details of the Invitation including date, time, venue etc.
Intimation for any further communication and so on.
Closing
Valediction E.g. Yours lovingly,
Your Signature or Stamp
Your Name
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Tips - Invitation Letter Writing for Visa
- Plan and Draft – Going through the writing process of planning and drafting eases your burden and effort. It may occur that it is an unnecessary additional process but when you actually sit down to write, you struggle to write and sometimes you are just blank. To overcome these you need to outline your letter with up to date information. Collect all the relevant information like dates, time, place of birth, reason for travel, addresses and any information which is vital. When you have organised all of this you can start making rough copy of your letter which is generally called Drafting.
- Formal and Informal Methods – It is most appropriate to use a standard business letter writing format for composition but there is not strict rule that you have to stick to it. It means that you can customise the content of the letter as per your requirements and adhere/adjust to any of the official formats of letter writing i.e. block letter format etc.
- Provide details in brief – Information regarding the social or business event should be highlighted. This provides/establishes an introductory information between the sender and the receiver, for the convenience of the reader.
For example
- The number of attendee’s
- The place of event
- Relationship with the invited
- Any reference supporting the invitation
- About chief guest
- Explain the Importance of the invited - Detail all the relevant information pertaining to the invited. This makes it very clear that the invited person is important towards the social or business event. This importance can be religious, spiritual, profit etc.
- Use a Letterhead – Being a request letter you have to impress the reader towards your goal. Towards this you have to display and advertise your importance. Using a letterhead is one just method as it is an attention grabber and confirms the authority of the sender. Even a personal letterhead shows that you have a certain importance.
- Additional Material – Any advertisement or document of the invitee’s event can be used as a reference or proof to establish credibility. This advertisement can be a banner, online printout, poster, badge, photograph, invitation card or pass, pamphlet or any other material which will prove the intent of your visit.
- Appropriate Postage and Return Receipt – Before posting ensure the correct postage in accordance with the weight. Also ensure to get the return-receipt which is an acknowledgment of the correct delivery. Get your postage weighed and affix stamps accordingly.
- Proofread – Proofing a letter sorts out any errors either verbally or literary. Double spell check your letter, edit the errors, sometimes we miss out the mistakes as certain words like ‘Form’ and ‘From’ may sound valid to spell check. Depending upon the receiver you may need to spell check it as per the English form in various regions.
