Invitation letter
Legal information and wording tips for an invitation letter for applying for a Schengen business visa.
Here you learn ...
what an invitation letter is and what it is needed for
What to pay attention to when drafting an invitation letter
necessary information in the invitation letter (business visa)
Example of an invitation letter (business visa)
Table of Content
1. Invitation letter for Schengen visa/business trip
2. Form and plausibility of invitation letter for business visa
3. Required information invitation letter
4. Example invitation letter for a visa in Germany
5. Conclusion Wording of invitation letter
1. Invitation letter for Schengen visa/business trip
A Schengen visa invitation letter is a crucial part of the visa application process , especially for business travelers. Companies inviting international business partners, investors, or skilled workers to Europe must ensure that the letter contains all the necessary information. This article explains what to look for, what mandatory information is required, and how to optimally draft the invitation letter.
Why is an invitation letter important for the Schengen visa?
The invitation letter serves as proof of the business purpose of the trip and increases the chances of the visa being approved. The diplomatic mission of the respective Schengen state uses this document to check whether there is a business interest and whether the financing of the trip is secured. This verification of the purpose of the trip is required by law, as Article 14 (1) (a) of the Visa Code requires that “ documents stating the purpose of the trip ” must be presented. Furthermore, according to the Schengen Borders Code, it is an entry requirement that the third-country national can “ provide evidence of the purpose and circumstances of the intended stay ” when crossing the border (Article 6 (1) (c) of the Schengen Borders Code). An invitation letter is therefore generally an important requirement for business visas.
2. Form and plausibility of invitation letter for business visa
The wording of an invitation letter is not prescribed by law. Companies and applicants are therefore relatively free to choose the exact wording of the invitation. However, from a practical perspective, it is recommended that the invitation letter be kept formal. Otherwise, it may appear implausible. In such cases, the embassy will reject the visa due to "lack of plausibility."
To ensure that the invitation letter for a business visa appears professional and credible , particular attention should be paid to ensuring that the letterhead meets the requirements of commercial and corporate law. For example, according to Section 35a of the German Limited Liability Companies Act (GmbHG), all business letters from a limited liability company (GmbH) must state the legal form and registered office of the company, the court of registration of the company's registered office, and the number under which the company is registered in the commercial register. All managing directors and, if the company has a supervisory board and this has a chairman, the chairman of the supervisory board must be listed with their surname and at least one full first name. Failure to comply with these formal requirements will result in embassies regularly rejecting business visa applications for lack of plausibility .
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3. Required information invitation letter
In addition to the necessary formal information, an invitation letter should also contain specific elements to be accepted by embassies. These elements should include, at a minimum, the following:
Information about the inviting company:
Name, address and contact details
Commercial register entry or tax identification number
Name and position of the signatory
Information about the invited person:
Full name, date of birth and passport number
Nationality and country of residence
Function in the company or professional background
Declaration of intention to return
Trip and purpose of trip:
Description of the business event (e.g. meetings or conferences)
Name and address of the company or event visited
Planned entry and exit dates
Information about accommodation (e.g. hotel address)
Declaration of cost coverage
4. Example invitation letter for a visa in Germany
An invitation letter for a Schengen business visa could look something like this:
"Ladies and Gentlemen,
We hereby cordially invite Mr/Ms [Name of applicant], born on [Date of birth], holder of passport no. [Passport number], residing in [Address in home country], for a business visit to [Schengen country].
Mr./Ms. [Name] holds [function/position] at [applicant's company] and will be visiting us from [date of entry] to [date of departure]. The purpose of the trip is [e.g., attending a conference, business negotiations, training].
During his/her stay, Mr/Mrs [Name] will participate in the following business activities:
[Brief description of the meetings, events or negotiations]
[Planned visits to company locations or trade fairs]
We confirm that Mr/Ms [Name] has all necessary funds to cover travel and accommodation expenses / or that our company will cover the costs of accommodation and meals.
Mr/Ms [Name] will return to his/her home country after the end of the business trip in order to fulfill his/her contractual obligations.
We therefore request that you issue Mr/Ms [Name] the required Schengen visa for the duration of the business trip.
We are happy to provide you with further information.
Best regards"
Summary of this Page
An invitation letter for a Schengen business visa is an essential component of the visa application and significantly increases the chances of success. It serves as proof of the business purpose of the trip and must be formally and plausibly drafted to be recognized by the embassy. Companies should ensure compliance with commercial and corporate law requirements such as Section 35a of the German Limited Liability Companies Act (GmbHG) and provide complete information about both parties, as well as the purpose of the trip and the cost coverage. A professional invitation letter strengthens the visa application and convincingly demonstrates the business background of the trip.
