Depending on the reason why you’re applying for a Schengen visa, you are required to submit a number of documents, including a cover letter, invitation letter, sponsorship letter or leave approval letter.
Sometimes, one letter is enough, but often you’ll need a combination; especially if someone is sponsoring your trip to Europe. These documents explain your travel plans, provide host details, and show financial support.
Check out our easy-to-follow guides, samples, and templates for all types of Schengen visa letters. Whether it’s a cover letter, invitation, or sponsorship letter, we’ll help you create the perfect document for your travel needs.
Cover Letter
A cover letter is a written document stating why you’re visiting the Schengen Area. It’s a personal statement tailored to your visa type.
Cover Letter for Tourist Visa Application
If your visit to Europe is for leisure; such as a holiday, sightseeing, or other tourist activities – you’ll need a cover letter that clearly outlines your plans.
In the introduction, be straightforward about your intent to visit the specific country for tourism purposes. Mention key details, such as the cities or attractions you plan to visit, your travel dates, and any accommodations you’ve arranged.
Sample/Template
[Your Full Name]
[Your Address]
[City, State, ZIP Code]
[Country]
[Phone Number]
[Email Address]
[Date]
To:
The Visa Officer
[Embassy/Consulate Name]
[Embassy Address]
[City, State, ZIP Code]
Subject: Application for Schengen Tourist Visa
Dear Sir/Madam,
I am writing to formally apply for a Schengen Tourist Visa to visit [Country Name] from [Start Date] to [End Date]. This trip represents an opportunity for me to immerse myself in the rich culture, history, and beauty of the region, something I have long aspired to experience.
As a [Your Profession/Student], I have planned my itinerary carefully to make the most of my stay while ensuring compliance with all visa requirements. My journey will take me to [list main destinations or cities], where I will visit iconic landmarks such as [example landmarks or activities], and participate in activities that showcase the country’s heritage and culture.
I have secured accommodation at [Hotel Name/Address] for the duration of my stay, and my travel expenses, including flights, lodging, and daily costs, will be entirely self-funded. Attached to this letter are the required documents, including my flight itinerary, proof of accommodation, travel insurance, and bank statements demonstrating my financial stability.
Furthermore, I would like to assure you that my ties to [Your Home Country] are strong and compelling. I am employed at [Company Name] as a [Your Job Title], where I have been working for [X years]. My approved leave dates align with my travel plans, and I have included an official leave letter from my employer. Additionally, I have family obligations and ongoing personal commitments that affirm my intention to return home promptly after my trip.
I have always respected and adhered to international travel regulations, and I am committed to making this journey a seamless and lawful experience. Please find all supporting documents enclosed, and do not hesitate to contact me if further clarification or information is required.
Thank you for considering my application. I am looking forward to the opportunity to explore the wonders of [Country Name] and share these experiences when I return home.
Yours sincerely,
[Your Full Name]
Cover Letter for Business Visa Application
A business visa cover letter is essential for outlining the purpose and details of your professional visit to the Schengen Area. It provides embassy officials with a clear understanding of your trip’s business-related objectives and should be as specific as possible.
Your cover letter must include:
- The purpose of your trip (e.g., attending a meeting, conference, or signing a contract).
- The dates of your travel and the duration of your stay.
- Information about the company or person inviting you, such as their name, contact details, and address.
- Supporting documents, such as an official invitation letter from the host company, where applicable.
Sample/Template 1: (attending a business conference)
[Letterhead of TechSolutions Inc.]
[Date]
[Embassy/Consulate Name]
[Embassy/Consulate Address]
[City, State, Zip Code]
Dear Sir or Madam,
I am writing to apply for a Schengen Business Visa to attend a tech expo in Berlin, Germany, from April 15, 2024, until April 30, 2024, for a total duration of 16 days.
As a Senior Technical Engineer at TechSolutions Inc., I have been invited to participate in the International Business Expo, a prestigious event in the technology industry. The conference will span 16 days and will be held at the Berlin Conference Center, 789 Summit Avenue, Berlin, Germany.
Additionally, I will attend a meeting with our business partner Global Connections GmbH, located at 123 Business Street, Berlin. I will be meeting with Mr. Thomas Müller, Managing Director of Global Connections GmbH to discuss potential new collaborations between our companies.
Below is my travel itinerary for your reference:
Outbound Flight:
- Departure from Lagos on April 9th, 2024 at 10:00 AM
- Arrival at Berlin on April 10th, 2024 at 2:00 PM
- Flight Number: ABC123
- Airline: TechAir
Return Flight:
- Departure from Berlin on April 14th, 2024 at 4:00 PM
- Arrival at Lagos on April 14th, 2024 at 9:00 PM
- Flight Number: XYZ456
- Airline: GlobalJet
During my stay, I will be accommodated at the Grand Hotel Berlin, located at 456 Business Avenue, Berlin, Germany. Furthermore, I would like to confirm that my company, TechSolutions Inc., will also provide full financial support as needed to ensure a smooth and successful participation in the conference.
I assure you of my intention to comply with all the requirements and regulations associated with the Schengen Business Visa. I am fully prepared to provide any additional documentation or information necessary to support my visa application, should it be required.
Please find enclosed all the required documents, including my passport details, travel itinerary, conference invitation letter, and proof of accommodation.
Should you require any further information or clarification, please do not hesitate to contact me at +234 XXX-XXX-XXXX or [email protected].
Thank you for considering my application,
Yours sincerely,
Chinedu Okonkwo
Technical Engineer
TechSolutions Inc.
123 Innovation Avenue
Lagos, Nigeria
+234 XXX-XXX-XXXX
Sample/Template 2 (written by your employer if requested by the embassy)
[Letterhead of TechSolutions Inc.]
[Date]
[Embassy/Consulate Name]
[Embassy/Consulate Address]
[City, State, Zip Code]
Dear Consul General,
I am writing to confirm the travel arrangements of Mr. Chinedu Okonkwo, a Technical Engineer at TechSolutions Inc. Mr. Okonkwo who has been an esteemed member of our organization since 2012. He will be traveling to Berlin, Germany, from April 15, 2024, until April 30, 2024, for a total duration of 16 days.
The purpose of Mr. Okonkwo’s visit to the Schengen Area is to participate in the International Business Expo scheduled to take place in Berlin during the aforementioned dates. Additionally, he will be visiting our partner company, Global Connections GmbH, located at 123 Business Street, Berlin. He will be meeting with Mr. Thomas Müller, Managing Director of Global Connections GmbH, to discuss important business matters.
Mr. Chinedu Okonkwo will be accommodated at the Grand Hotel Berlin, situated at 456 Business Avenue, Berlin, with a contact number of +49 XXX-XXX-XXXX, for the entire duration of his visit. We would like to point out that we fully endorse his travels financially, and we ensure his dedication to complying with the Schengen visa rules.
Should you require any further information or documentation, please do not hesitate to contact me at +234 XXX-XXX-XXXX or [email protected].
Thank you for your prompt attention to this matter.
Sincerely,
Chukwudi Eze
CEO
TechSolutions Inc.
123 Innovation Avenue
Lagos, Nigeria
+234 XXX-XXX-XXXX
Cover Letter for Medical Visa
A medical visa cover letter is essential if you’re seeking treatment in the Schengen Area. This letter explains the medical reasons for your visit and provides key details to support your visa application.
When writing a medical visa cover letter, include the following:
- Diagnosis and Medical Condition: Briefly describe your diagnosis and current medical condition.
- Treatment Details: Specify the treatment required and why it is necessary to receive it in the Schengen Area.
- Hospital Information: Mention the hospital or medical facility where you will be treated, along with the name of the attending doctor or specialist.
- Medical History: Include a concise overview of your medical history to provide context for your condition.
Sample/Template
[Your Full Name]
[Your Address]
[City, State, ZIP Code]
[Your Phone Number]
[Your Email Address]
[Date]
Embassy/Consulate of [Schengen Country]
[Embassy/Consulate Address]
[City, State, ZIP Code]
Subject: Application for Schengen Medical Visa
Dear Sir/Madam,
I am writing to apply for a Schengen Medical Visa to receive medical treatment at [Name of Hospital/Clinic] located in [City, Country]. Below, I have outlined the key details of my medical condition, treatment plan, and supporting arrangements for my visit.
Medical Condition and Diagnosis
I have been diagnosed with [Name of Medical Condition], a condition that requires specialized treatment. [Provide a brief explanation of your condition, including how it impacts your health and daily life. For example, “My condition has progressed over the past year, limiting my mobility and overall quality of life.”]
Details of Treatment and Necessity
After consultations with my current medical providers in [Your Home Country], it has been determined that treatment at [Name of Hospital/Clinic] in [Schengen Country] is the most suitable option. This decision is based on the hospital’s expertise in [specific treatment area, e.g., “orthopedic surgery,” “oncology treatment,” etc.]. The recommended treatment includes:
- [Procedure or therapy name, e.g., “Spinal fusion surgery”]
- [Duration of treatment, e.g., “6 weeks of rehabilitation therapy”]
This treatment is essential to improving my health and addressing my medical needs effectively.
Details of Medical Facility and Specialists
I will be receiving treatment at [Name of Hospital/Clinic], located at [Hospital Address]. My attending physician will be [Doctor’s Full Name], a specialist in [Area of Expertise]. I have attached the official appointment letter and treatment plan provided by the hospital for your reference.
Overview of Medical History
I have a history of [Brief overview, e.g., “chronic back pain due to a herniated disc, for which I underwent physical therapy and medication management over the past two years”]. Despite prior treatments, my condition has not improved significantly, making advanced treatment in the Schengen Area necessary.
Travel and Financial Arrangements
- Travel Dates: I plan to travel to [City] on [Start Date] and return on [End Date].
- Accommodation: I have arranged to stay at [Accommodation Details], located near the medical facility.
- Financial Support: All expenses related to my treatment, travel, and stay will be covered by [Yourself/Sponsor]. [If applicable, specify the sponsor and attach proof of financial means.]
Attachments
To support my application, I have included the following documents:
- Appointment letter and treatment plan from [Name of Hospital/Clinic]
- Medical report and referral letter from my doctor in [Your Home Country]
- Proof of financial means (e.g., bank statements, sponsorship letter)
- Travel and accommodation arrangements (e.g., flight itinerary, hotel booking)
- Copy of my health insurance covering the Schengen Area
I kindly request that my application be reviewed at the earliest convenience, as my medical condition requires timely treatment. Please let me know if any additional information or documentation is required.
Thank you for considering my application.
Sincerely,
[Your Full Name]
Invitation Letter
An invitation letter is written by someone living in a Schengen country who is hosting you or inviting you to visit them. This invitation letter can be written by your friend, a family member, a potential employer, or anyone else who is your inviter.
Invitation Letter for Visiting Family or Friends
An invitation letter written by a relative or friend must include details about your relationship with the host, the visit or planned travel dates, the purpose of the trip, and the host’s willingness to provide accommodation or support during the stay.
With this letter, your visa application will be supported as it demonstrates the genuine intent of the visit.
Sample
To: Immigration Officer
[Embassy name]
[Embassy address]
[Embassy phone number]
Re: Invitation Letter for Amit Patel with Passport No. ABC12345
Dear Sir or Madam,
I am writing to extend a heartfelt invitation to my cousin, Amit Patel, who is a citizen of India, to visit me and our family here in Berlin during the upcoming summer vacation.
Amit is planning to stay in Germany from June 15, 2023, to July 10, 2023. During this time, we intend to spend quality time together by visiting various places in the country and creating new memories.
As Amit’s host, I will be responsible for his accommodation and well-being throughout his stay. Rest assured that all necessary arrangements have been made to ensure a comfortable and enjoyable visit.
We are excited about the prospect of Amit joining us. It has been three years since we last met, and this visit will provide us with an invaluable opportunity to reconnect and share precious moments.
Please feel free to contact me if you require any additional information or if there are specific visa application procedures that need to be followed. We eagerly await your positive response to Amit’s visa application and look forward to welcoming him into our home and our hearts.
Warm regards,
Emily Johnson
[Signature]
(123) 456-7890
[email protected]
Invitation Letter for Business Trips
A business invitation letter is a formal correspondence sent by a company or organization in one country to invite a foreign business partner, client, or associate for a specific business-related purpose.
This letter typically includes details about the purpose of the visit, such as meetings, negotiations, conferences, or collaboration opportunities, along with the intended dates of the visit.
Sample
[Embassy Name]
[Embassy Address]
[City, State, ZIP Code]
Dear Sir/Madam,
I am writing on behalf of XYZ Corporation, a technology company registered in France. We are pleased to extend an official invitation to Li Wei, born on January 1, 1980, a Senior Sales Manager at ABC Solutions Ltd, located in China, to visit our company in France for a business trip.
The purpose of Ms. Li’s visit is to engage in essential business activities with our company. During her stay in France, she will be attending meetings with our team to discuss potential collaborations, participating in industry conferences and networking events, and exploring opportunities for business expansion and partnership development.
The proposed dates of Ms. Li’s visits are from January 15, 2024, to February 10, 2024, with an estimated duration of three weeks. XYZ Corporation will be responsible for her accommodation, transportation, and related expenses during her stay in France.
We assure you that Li Wei is a bona fide employee of ABC Solutions Ltd, and her visit is strictly for business purposes. ABC Solutions Ltd fully supports Ms. Li’s travel plans and has provided all necessary documentation and assurances regarding the purpose and legitimacy of this trip.
Please find attached the necessary documents in support of Ms. Li’s Schengen visa application.
If there are any further requirements or processes that need to be followed, please do not hesitate to inform us, and we will promptly provide any additional information or documentation as needed.
Thank you for considering our request. We look forward to Ms Li’s successful Schengen visa application and her visit to our company, which we believe will contribute positively to our ongoing business relationship and collaboration.
Should you require any further information or clarification, please feel free to contact us at [email protected] or (123) 456-7890.
Sincerely,
Marie Dubois
Director of International Relations
XYZ Corporation
[email protected]
(123) 456-7890
Invitation Letter for Conference or Seminar
An invitation letter for a conference or seminar is a formal document issued by an event organizer or hosting institution to invite an individual to participate in a specific conference, seminar, workshop, or similar event.
This letter typically includes details about the event’s theme, objectives, and schedule, as well as the specific role or contribution expected from the invitee, such as presenting a paper, delivering a lecture, or participating in panel discussions. It also often mentions logistical details like the event dates, venue, and any arrangements made for accommodation or travel support.
Sample
[Embassy Name]
[Embassy Address]
[City, State, ZIP Code]
Subject: Invitation Letter for Conference or Seminar Participation and Visa Application Support
Dear Sir/Madam,
We are delighted to extend an official invitation to Jane Doe, born on January 1, 1980, a Senior Researcher at XYZ Institute, to participate in the International Conference on Innovations in Technology and Sustainability, which will be held in Vienna, Austria, from February 15 to February 18, 2024.
The International Conference on Innovations in Technology and Sustainability is a prestigious event focused on the latest advancements in technology and innovation. This conference will provide a platform for experts and professionals from around the world to exchange knowledge, discuss innovative ideas, and collaborate on key issues in the field.
We are honored to invite Jane Doe to take an active role in this event. She has been selected to present a research paper on “Innovations in Sustainable Energy Solutions” during one of the plenary sessions. We believe that Jane Doe’s expertise and insights will significantly enrich the discussions and contribute to the success of the conference.
In support of Jane Doe’s participation in the conference, we will offer accommodation at Hotel Kaiserhof Wien, 123 Hotel Avenue, Vienna, Austria.
We kindly request the Embassy of Austria to grant Jane Doe the appropriate visa to facilitate her participation in the International Conference on Innovations in Technology and Sustainability. We understand the importance of adhering to all visa regulations and requirements and assure you that Jane Doe will comply with all immigration laws during her stay in Austria.
Thank you for considering our request. We look forward to welcoming Jane Doe to the International Conference on Innovations in Technology and Sustainability, and we are confident that her contribution will greatly enrich our event.
Please find attached the conference program and other documents supporting Jane Doe’s visa application.
Should you require any further information or clarification, please feel free to contact us at [email protected] or (567) 890-1234.
Sincerely,
John Smith
Event Manager
ABC Conferences
[email protected]
(567) 890-1234
Invitation Letter for Medical Treatment
A hospital invitation letter is a formal document issued by your doctor at a medical institution or hospital to invite you as a patient to receive medical treatment or medical services at their facility.
This letter includes details about the purpose of the medical visit, the expected duration of treatment, the medical procedures or services to be provided, and any financial arrangements or sponsorship, if applicable. The hospital invitation letter serves as proof of the medical necessity and arrangements made for the patient’s care.
Sample
[Embassy Name]
[Embassy Address]
[City, State, ZIP Code]
Subject: Invitation Letter for Medical Treatment and Visa Application Support
Dear Sir/Madam,
I, Dr. Sarah Anderson, Chief Medical Officer at HealthPlus Medical Center, am writing this letter to extend an official invitation to Mary Johnson, born on July 15, 1975, for the purpose of receiving medical treatment at our facility located in Zurich, Switzerland.
Mary Johnson has been diagnosed with a medical condition requiring specialized medical care and treatment. After a thorough evaluation of Ms. Johnson’s medical history and condition, we have determined that HealthPlus Medical Center has the expertise and facilities necessary to provide the required medical services and treatment.
The expected duration of Mary Johnson’s medical treatment at our facility is approximately six weeks, starting from March 10, 2024. During this period, Mary Johnson will undergo the following medical procedures and treatments:
- Orthopedic surgery for knee replacement.
- Post-operative rehabilitation and physiotherapy.
We kindly request the Embassy of Switzerland to grant Mary Johnson the necessary visa to facilitate her travel for medical treatment in Switzerland. We assure you that Mary Johnson will strictly adhere to all immigration laws and regulations during her stay in Switzerland.
We understand the importance of timely medical treatment for Mary Johnson’s well-being and hope for a swift and positive response to this visa application.
Should you require any further information or clarification, please do not hesitate to contact me at [email protected] or (555) 123-4567.
Sincerely,
Dr. Sarah Anderson
Chief Medical Officer
HealthPlus Medical Center
[email protected]
(555) 123-4567
Invitation Letter for Study or Research Visit
An invitation letter for study or research is a formal document written by an educational institution, research organization, or academic supervisor to invite a foreign student or researcher to study or conduct research in their institution or facility.
This letter typically includes details about the academic or research program, including the specific area of study or research, the expected duration of the program, and any financial support or scholarships being offered.
Sample
[Embassy of Norway][Embassy Address]
[City, State, ZIP Code]
Subject: Invitation Letter for Study and Visa Application Support
Dear Sir/Madam,
I am writing on behalf of Norway University to extend an official invitation to Emily Davis for the purpose of participating in a short-term study program. Emily Davis, born on May 5, 1995, has been accepted into our Environmental Science short study program, commencing on September 1, 2024.
The program’s duration is eight weeks, and it will focus on intensive training in environmental science. Emily Davis has secured funding to cover her tuition fees and living expenses during her stay in Norway.
Norway University is dedicated to providing an enriching academic environment, and we believe that Emily Davis’s presence will enhance our academic community.
In support of Emily Davis’s visa application, we commit to providing all necessary documentation, including an official letter of invitation, guidance, and support throughout the visa application process, as well as assistance in arranging her accommodations upon arrival in Norway.
We kindly request the Embassy to grant Emily Davis the necessary visa to facilitate her travel for this short-term study program at Norway University. Emily Davis will adhere to all immigration laws and regulations during her stay.
Sincerely,
Dr. John Smith
Director of Admissions
Norway University
[email protected]
(123) 456-7890
Sponsorship Letter
A Schengen visa sponsorship letter is provided by someone who is financially sponsoring your trip to the Schengen Area. This could be from the same person who is inviting you to visit the Schengen Area or from someone else.
The main difference between a sponsorship letter and an invitation letter is that your sponsor does not necessarily have to live in the Schengen Area. For example, they could live in the US but still be able to sponsor your trip.
Sample/Template
Date:
Immigration Officer
[Embassy Name]
[Embassy Address]
[Embassy Phone Number]
Sponsorship Letter for [Applicant’s Name] with Passport No. __________________
Dear Sir/Madam,
I, [Sponsor’s Full Name] currently residing at [Sponsor’s Home Address], and a citizen/permanent citizen of [Country’s Name], am writing this letter in support of the visa application of my [parent/sibling/friend/other], [Applicant’s Name].
The purpose of the visit of my [parent/sibling/friend/other], [Applicant’s Name] in the country of [Name of Country] is to [give the reason behind the trip]. He/she will be here from [Provide starting date of visit in format DD/MM/YY] to [Provide ending date of visit in format DD/MM/YY].
During the specified trip dates above, [we/he/she] will be visiting [Specify city/place names]. In addition, [Applicant’s Name] will be staying at [Sponsor’s Address or Hotel Address]. I will be covering all of the expenses of the trip, through [Provide means of funding].
Attached to this letter, please find all of the required documents to support the given statements.
Kind regards
[Sponsor’s name]
[Sponsor’s home address]
[Sponsor’s phone number]
[Sponsor’s occupation]
[Sponsor’s signature]
Tips for Writing a Schengen Invitation & Cover Letter
- Be Clear and Concise: Write straightforwardly, avoiding unnecessary details or lengthy explanations. Stick to the relevant information.
- Include Travel Dates and Itinerary: Clearly specify your planned travel dates, destinations, and a brief itinerary to provide context for your application.
- Address the Correct Embassy or Consulate: Ensure the letter is directed to the appropriate embassy or consulate handling your visa application.
- Include Host’s Details (for Invitation and Sponsorship Letters): For an invitation or sponsorship letter, make sure to include the host’s full name, address, contact details, and their relationship to the applicant.
- Sign the Letter: Remember to sign the letter at the end to authenticate it. A typed or digital signature may not suffice, so consider signing it manually.
Supporting Documents
When submitting an invitation letter, include these supporting documents:
- Host’s Identification: A copy of their valid ID or passport.
- Financial Evidence: Proof of your host’s ability to support you financially (if applicable).
- Accommodation Proof: Documents such as a home ownership title or rental agreement.
- Travel Itinerary: A detailed outline of planned activities and places to visit.
- Host’s Availability: Proof your host has arranged time off to be with you (if applicable).
FAQ
Do I have to write the letter myself?
The Schengen visa cover letter you have to write on your own, as it’s you addressing the embassy. However, an invitation letter or a sponsorship must be written by the person who is inviting you to visit or your sponsor.
To whom do I address the Schengen visa letter?
You or your inviter must address the letter to the Schengen embassy of the country where you’re applying for the visa. This is important to keep in mind because the Schengen country where you’re applying for the visa is not necessarily the same as your main destination.
Should the letter be in English?
Yes, Schengen embassies will require you to submit the invitation letter or the cover letter in English or in the language of the Schengen country where you’re applying for your visa.
It’s always best to check with the embassy beforehand to see if they have any specific language requirements as this may change depending on the embassy or consulate.
Is a Schengen visa cover letter mandatory?
A Schengen visa cover letter is not usually mandatory, but it’s highly recommended. It makes your application stand out and provides valid reasons for your visit to the Schengen Area, and it may lower the chances of having your visa request denied.
That being said, some embassies or consulate offices may stipulate that a cover letter is obligatory, so make sure to check with the consulate or embassy before applying.
Is an invitation letter mandatory?
Yes, an invitation letter is mandatory for a Schengen visa if you’re being invited by someone to visit the Schengen Area for specific reasons.
Additional Documents
When applying for a Schengen visa, along with your visa letters, you must also provide the following essential documents:
- A Valid Passport
- Completed Schengen Visa Application Form
- 2 Recent Passport-Sized Photos
- Schengen Compliant Travel Health Insurance
- A Round-Trip Flight Reservation
- Proof of Accommodation
- Proof of Financial Means
- Proof of Paid Visa Fee