What to include
- Host’s full name, date of birth, address, phone and email
- Host’s status in the country (citizen, permanent resident, work or study permit)
- Visitor’s full name, date of birth, passport number and address in India
- Relationship between host and visitor
- Purpose of the visit and planned dates of arrival and departure
- Where the visitor will stay and who will pay for what
- A clear statement that the visitor will return to India
- Host’s signature and date
Sample invitation letter
To, The Visa Officer, [Embassy / High Commission of Country] Subject: Invitation letter for [Visitor’s full name] — Visitor Visa Dear Sir/Madam, I, [Host’s full name], born on [date of birth], residing at [full address], am a [citizen / permanent resident / work permit holder] of [country]. I am writing to invite my [relationship — e.g. mother], [Visitor’s full name], born on [date of birth], passport number [number], residing at [address in India], to visit me. The purpose of the visit is [e.g. to attend my daughter’s birth / my graduation ceremony / a family visit]. [He/She] plans to arrive on [date] and depart on [date]. During the visit, [he/she] will stay with me at the above address. I will cover [accommodation and food / all expenses / part of the expenses]. [He/She] has strong ties in India, including [family / property / responsibilities], and will return before the end of the authorised stay. I have enclosed copies of my [status document], employment letter, recent pay slips and proof of address. Please contact me at [phone] or [email] if you need any further information. Sincerely, [Signature] [Host’s full name] [Date]
Common mistakes
- Dates that do not match the visa application or flight plans
- Promising to pay for everything without proof of income
- Very long stays without a clear reason
- Copying a template word for word without real details
Tip: Some countries ask for the letter to be notarised or for extra host documents. We confirm the exact requirement for your destination.
Frequently asked questions
Is an invitation letter mandatory?
Not always, but it is strongly recommended when visiting family or friends. It explains the visit and links the host’s documents to your application.
Can the invitation letter be emailed and printed?
Usually yes — a signed, scanned copy is generally accepted. Some cases may need an original or notarised copy.