Sample Business Invitation Letter for Schengen Visa

If you are thinking of doing business in the Schengen area anytime soon, then you will need to have the right information and follow the process for maximum success. The Schengen visa is a short stay visa that allows its holder to move around in the Schengen area, that is, in Europe. The Schengen area covers 26 countries (“Schengen States”) without border controls between them. You will need a business invitation letter for Schengen visa as part of your application package.

Every year thousands of people from all across the world do business in the EU countries. If your purpose of travel is for business, then you need to obtain among other things a business invitation letter from your business partner in the EU. A visa invitation letter is a written letter from the person you are visiting who lives in the Schengen country you want to go to. The person you are visiting is inviting you and guaranteeing the purpose of your visit and declaring that you will not stay in the country illegally.

Where can I go in the Schengen area?

The countries in the Schengen area include Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, Switzerland. You may travel to any of them on a Schengen visa.

Why is a business invitation letter for Schengen visa important?

For example, if you are visiting a friend in Germany, they will send you an invitation letter to stay with them for specific dates. They will describe the relationship they have with you and state that they will support you financially if you are unable to for the time you are in the country.

A business invitation letter is important because it shows that you are not just going to the country without a purpose. The letter will tell them why you are going and who you are seeing, and other details relevant to whatever business transaction you will be engaging in. You must attach the invitation letter to the rest of the documents in your application which you will give to the Embassy. The invitation letter is a strong supporter of your application.

If you do not return to your home country within the specified time frame, the authorities will know you are staying illegally, but they will also have the contact information of the person you were staying with. That is how they can find you and take the necessary measures if you overstay your Schengen Visa.

The letter must specify the business relationship you have with the person you are visiting and what you will be doing during the time you are in the country. It is a good idea for you to attach an itinerary of the business activities to the invitation letter so you can show what you have planned to work on during your time there.  Where necessary, you should also attach a letter from your employer confirming that you are an employee in a specific company and the details of your work. This includes your job position, dates of employment, salary, and why it is necessary for you to leave the country for business purposes.

Again, if you are planning to travel for a specific purpose to the Schengen area countries, you must make sure that you have an invitation letter. The letter will make it much easier for the Embassy to grant you the Schengen Visa.

 

Many people need to go to a Schengen country for purposes of business. You might have a meeting with a potential investor or with your foreign partners. Because of this, you will need a business letter of invitation.

The letter must specify the business relationship you have with the person you are visiting and what you will be doing during the time you are in the country. It is a good idea for you to attach an itinerary of the business activities to the invitation letter so you can show what you have planned to work on during your time there.

You may be invited to a conference to give a presentation, speech, or attend a trade show. The invitation letter must be from the person or company sponsoring you to go to this activity. The organizers of the conference or trade show must write the invitation letter and clearly state your name there. The letter must say why you are the right person for this event, and other details such as the itinerary, conference dates, and where you will stay. The sponsor must also write, whether they will pay you for participating or whether they will cover your expenses.

How do I write a Business Invitation letter for Schengen Visa?

Writing an invitation is quite simple. It doesn’t have to be a complicated task. You must simply make sure the letter includes all the necessary information. Some people might choose to pay someone, such as a visa expert or lawyer to write this, but that shouldn’t be necessary. Here are some tips you can follow to write a good invitation letter.

Be sure to include all the required information such as the date that the letter was written; the Embassy name and Embassy contact information (phone number and address); opening salutations and statements; Inviting person’s name; Inviting person’s status in the Schengen country (citizen or permanent resident); Inviting person’s contact information (phone number, address, and email); Applicant’s name; Applicant’s passport number; the purpose of travel, the relationship with the inviting person, dates and Itinerary of travel; closing salutations. Don’t forget attach any necessary documents such or enclosures. Also be sure to use formal language.

Here are some examples below:

Sample 1

Date: October 12th, 2018.

To whom it may concern:

Embassy of The Netherlands,
Constitution Square Building, 350 Albert St #2020,
Ottawa, ON K1R 1A4,
Canada.

Re: Invitation Letter for Jonathan Wood with Passport No. B146778934

Dear sir/Madam,

I, Jennifer Schumer currently residing at Peter Huizingalaan 141 1066 VH Amsterdam and a citizen of The Netherlands, am writing this letter to support the visa application of Mr. Jonathan Wood.

Mr Woods is a long-time client and prospective investor in my business, Isonsor, a timber products manufacturing company established in 2012 (please see details of incorporation attached). The purpose of Mr. Woods visit is to inspect our new store opening in Amsterdam precisely at 23 Spuistraat 134,
1012 VB Amsterdam with a view to deepening our existing business relationship, as we plan to expand our operations within and outside The Netherlands.

Mr. Wood will be visiting the Netherlands from 12/1/2018 to 12/13/2014.

During the specified trip dates above, Mr. Wood will be mainly in Amsterdam but will also travel to Rotterdam and Delft where Isonsor’s other facilities are located. Additionally, he will be staying at The Durant Hotel. The trip will be fully funded by Mr. Wood.

We sincerely request that you consider Mr. Wood’s visa application and please do not hesitate to contact me for any further questions at +31 352 6885.

Enclosures:

Copy of inviting person’s Passport
Copy of inviting person’s other ID
Proof of relationship (you can attach pictures of events together or other supporting documents)
Proof of accommodation
Proof of return to home country (employment contract, property ownership, lease agreement, etc.)
Other applicable documents

Kind regards,

Jennifer Schumer,
Duinweg 6C, 2585, JW Den Haag, Holland.
+31 20 565 2141

Sample 2

October 10, 2018

To whom it may concern:

Embassy of The Netherlands,
Constitution Square Building, 350 Albert St #2020,
Ottawa, ON K1R 1A4,
Canada.

RE: INVITATION FOR PARTICIPATION AT 15th ANNUAL EDUCATION & TECHNOLOGY SUMMIT, ROTTERDAM, 2018.

Dear Sir,

We would like to confirm that Jane Miles is registered for the 15th Annual Education & Technology Summit coming up on 29th- 31 October, 2018 in Rotterdam, The Netherlands. Jane Miles is a full-time employee of Carl Technologies, and has been since 2010. The theme for this year’s conference is the Future of Integrated Eco-Bio Systems. Ms. Miles’s presence and contributions will greatly enrich the conference and give all participants the opportunity to learn from experts in the field.

All of Ms. Miles accommodation and living expenses have been covered by her registration fees. Please find the registration details attached.

We would be happy to provide any further information that may be required in order to facilitate obtaining Ms. Miles’ visa.

Yours faithfully,

Vivien Wood.
Coordinator-in-Charge,
Education & Technology Summit, Rotterdam 2018.
(2018 Organising Committee).
Wolfhaus 1e Jerichostraat,
106GD Rotterdam,
The Netherlands.
contact@edutechrotterdam.org

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