Guide to Write a Letter of Invitation for Business Visa
Writing a business visa invitation letter can be a daunting task for many people and organizations as well. Even though business visa letters vary from one country to the other, the invitations are more or less the same.
Listed below are useful information that contain helpful tips and advices on how to write a letter of invitation for business visa.
Organization/Business Inviting Letterhead
A letterhead of the business extending the invitation should form the header at the top of the letter. The letterhead normally contains the organization’s name, logo and information such as; telephone number, contact email and address. The purpose of the letterhead is to show legality and adds credibility as well. So before you start drafting your business visa letter, make sure the letterhead is displayed and preferably centered on the page. *Please note – the letterhead should only in page 1.
The Purpose of the planned visit
After including the dates, now explain the purpose of the visit. The reasons for visiting should be clear and straight to the point. Don’t try to use complex and long explanations; a very nice, short and clear explanation would do. Also, indicate the places you are planning to visit. Try to be specific and simple as possible.
How long is the stay?
This part is extremely important. You are required to indicate how long your visitor is planning to stay. Include the exact entry and departure dates. The hosting organization/business should be extremely cautious when indicating the dates because the travel must be completed within those dates. Further, the indicated dates can neither be extended nor changed. However, the extension varies from one country to the other.
Arrangements for their stay
What are the necessary arrangements you have put in place for your visitor? Where is your visitor planning to stay? Indicate clearly and with certainty where you have made arrangements for them. Is it in a hotel or rental apartment? Kindly provide a valid address.
Who is responsible for the full transportation cost?
It is also equally important to stipulate who is responsible for your visitor’s transportation cost to and fro. Specify if it’s your company or the visitor’s responsibility. But try not to come to any conclusions before consulting your visitor.
The living expenses the company is planning to cover
Here you indicate the visitor’s expenses you will cover. For example living costs like accommodation, food, transport, entertainment and other necessities.
After covering the above in the letter of invitation, the letter must include the following information;
• A printed letterhead of the company/business extending the invitation
• Complete name, telephone number and address of the company being visited
• Full visitors name, the company they represent and the position they hold in the mentioned company
• The date provided should not be older than one month
• Name of the signatory and the position they hold in the company
NB: Every single detail in the letter should be printed. And before you sign the letter, it would be wise to indicate how much you appreciate their assistance/effort.