Invitation Letters for Visa Applications

When an employee travels internationally for business purposes, some embassies, consulates, or border posts may request an invitation letter as part of the visa application or entry process.

While Remote can provide Travel Support Letters for the team members employed in Remote, some countries additionally require a Letter of Invitation - expected to be issued by the entity registered in the destination country.

This article explains what an invitation letter is, when it may be required, what information it should include, and provides a downloadable template that can be customized as needed.

What Is an Invitation Letter?

An invitation letter is a document written by the host company inviting the employee to visit their premises for business purposes.

It helps the consulate understand:

• The purpose of travel (e.g., meetings, training, or project work);
• The relationship between the host company and the travelling employee;
• The duration and location of the visit;
• Who is responsible for expenses during the trip.

Invitation letters are typically used to support short-term business visitor visas and do not replace work permits or long-stay visa requirements.

When Is It Needed?

Not all countries require an invitation letter. However, it may be requested:

• By the consulate, embassy, or border post when applying for or entering on a short-term business visa;
• When the employee is visiting a client site or partner office abroad;
• By other government authorities as a supporting document to confirm the purpose and business nature of the trip.

Who Should Issue the Letter?

Since Remote acts as the Employer of Record (EOR), the invitation letter should come from the client or host company the employee will be meeting or visiting.

Remote can provide the standard Travel Support Letter confirming employment details, but the invitation letter must come from the organization extending the invitation because these must be issued by an entity registered in the destination country.

What Should Be Included in an Invitation Letter?

Although requirements vary by country, an invitation letter typically includes:

1. Host company details
   • Name of the company
   • Address
   • Contact details (phone number, email)
   • Name, position, and signature of the representative issuing the letter
2. Visitor (employee) details
   • Full name (as in passport)
   • Job title and employing entity (Remote)
   • Purpose of the visit (e.g., business meetings, training, conference)
   • Duration and dates of the stay
   • Location of the visit
3. Additional details
   • Who will cover travel or accommodation costs (if applicable)
   • A short statement confirming that the host company takes responsibility for coordinating the visit
   • Signature and date

Example Scenario

Employee: Jane Doe, employed by Remote on behalf of ABC Tech (US)

Destination: Berlin, Germany

Purpose: Attending client meetings at XYZ GmbH (the host company)

In this case:

• Remote provides Jane’s Travel Support Letter confirming employment.
• XYZ GmbH issues the Invitation Letter confirming they are hosting Jane for business meetings.

Both documents are submitted together with her visa application.

Template: Invitation Letter for Visa Applications

You can download and customize the template.

Simply fill in your company and visitor details, and (optionally) apply your company logo.

• Invitation Letter for Visa Application Template.pdf70 KB