What exactly is a visa support letter?
A visa support letter, sometimes referred to as a letter of invitation, is a formal document that helps strengthen a traveler’s visa application by confirming the purpose of their trip and offering assurance from a host, company, or institution in the destination country.
It is used to validate that a traveller has a genuine reason for visiting a country. It provides proof that the traveller has been invited and may also include commitments related to accommodation, sponsorship, or expenses. It is commonly required for business, academic, and personal visits.
This document does not replace a visa but is often a key supporting piece in a visa application file, especially for non-tourist visits.
Who can issue a visa support letter?
The letter is typically issued by the individual or organization inviting the traveller. For example:
A company or business partner may issue it for a work-related trip or business meeting.
An event organizer may provide one for conference attendees.
A university or college may issue it for admitted students or academic guests.
A friend or family member may issue it for a personal visit, offering to host the traveller.
What should a visa support letter include?
A proper visa support letter should contain the following information:
Full name, address, and contact information of the inviting party.
Full name, passport number, and travel dates of the invited traveller.
A clear statement explaining the purpose of the trip.
Duration of the visit and address where the traveller will stay.
Statement on who will be responsible for the travel costs, if applicable.
Official signature and, if from an organization, a company seal or letterhead.
Letters issued by businesses, academic institutions, or professional bodies should always be written on official letterhead.
How to request a visa support letter
If you need a visa support letter for your upcoming trip, here’s how to go about it:
Identify the right party to issue it, usually the person or organization inviting you.
Reach out with a formal request, preferably via email. Mention your full name, passport number, travel purpose, and proposed travel dates.
Provide supporting documents, such as a copy of your passport, invitation email, or any event registration confirmation.
Mention any specific embassy guidelines that the letter should follow. Some embassies require notarisation or particular formatting.
Give enough lead time so that the letter can be prepared, reviewed, and delivered before your visa appointment.
When might a visa support letter be required?
You may need a visa support letter when applying for:
A business visa, to attend meetings, training, or short-term assignments.
A visitor visa, to stay with family or friends.
A student visa, for short-term educational programs, exchanges, or research.
A conference or seminar, where the hosting organization formally invites participants.
Some countries, like China or Russia, are more likely to mandate support letters as part of the application. In others, it helps strengthen the case even when not strictly required.
Important tips
Always double-check the information in the letter matches the details in your passport and visa application.
Never forge or exaggerate any particulars, embassies often verify letters.
Submit the letter along with your visa application, not separately.
If you're the host writing one, keep a copy for your records.