How to get an invitation letter for a Schengen visa?

Travel insurance is required to obtain a Schengen visa

Author: Kurt Hambadda
Date: 06/11/2025

A trip to Europe often requires more than just a valid passport and a plane ticket. In fact, it’s no secret that millions of Europe-bound travelers worldwide also need a Schengen visa first. Meanwhile, one of many key documents that can make or break your visa approval is a Schengen visa invitation letter.

Fortunately, Schengen travel insurance experts AXA are here to help make your European dream a reality. And that’s why, along with all you need to know about the Schengen visa itself, we’ve also compiled the comprehensive guide below. It covers everything you might need about the Schengen visa invitation letter — from its purpose, to its various types, to tips for writing and submitting a successful one, and more!

• What is a Schengen Visa invitation letter?
• Who needs an invitation letter for a Schengen visa?
• Who can write an invitation letter for a Schengen visa?
• How to write a Schengen Visa invitation letter
• A few practical tips for writing your letter
• How else can AXA help?
• FAQ about the Schengen Visa invitation letter

What is a Schengen Visa invitation letter?

An invitation letter for your Schengen Visa application is a written document from a person you plan to visit in one of Europe’s many Schengen countries.

They will either be inviting you to stay with them, or may represent the business or other institution that provides the reason for your trip. By default, the writer of the letter guarantees that you will not stay in the country illegally.

The invitation letter is also often part of the mandatory Schengen visa application requirements — especially if you’re not booking a hotel.

What Types of invitation letters are there?

Depending on your reason for travel, there are indeed several types of invitation letters. They generally include:

-Tourism:
For visitors invited by hotels, tour operators, or private hosts to explore the country.

-To visit family or friends:
Written by relatives and/or friends residing in the Schengen Area.

-Business trip:
Issued by companies or organizations to employees, partners, or clients attending meetings or conferences.

-Cultural, Scientific, or Sporting Events:
Invitations to participate or formally attend official events, exhibitions, competitions, and so on.

-Medical treatment:
Provided by hospitals or medical institutions for patients traveling internationally for treatment.

-Official government visit:
For government and/or diplomatic visits involving formal government engagements.

What is the purpose of an invitation letter for a Schengen visa?

But no matter the type, the purpose of a Schengen visa invitation letter remains the same. And that is that it helps prove to the relevant Schengen visa authorities that your trip has a clear purpose, a host, and a defined timeline. Given, of course, that someone has invited you to Europe — as its name implies.

In other words, an invitation letter adds credibility to your visa application — and can therefore make the approval process a lot smoother. Especially when said letter includes key details like accommodation, relationship, financial support, and so on.

Who needs an invitation letter for a Schengen visa?

You may need an invitation letter if you're applying for a short-stay (aka Type C) Schengen visa and plan to visit someone in the Schengen area. As discussed above, this may include tourists staying with friends or relatives, business travelers, those attending events, and so on.

Key Point : An invitation letter is especially important if you need a Schengen visa but are not booking a hotel and/or don't have formal travel reservations. In such cases, for example, most Schengen consulates list it as either a required or strongly recommended document.

PRO-TIP: AXA can tell you whether you need a Schengen visa or not in no time too (as well as the different types of Schengen visas you can apply for)!

If I don’t need a Schengen visa — do I still need an Invitation Letter?

You might. However, Schengen authorities don’t necessarily publish fixed rules on when they’ll ask for one if you’re visa-exempt. Ultimately, it depends on factors like your nationality, travel history, and — of course — the discretion of border officers.

But an invitation letter is always a good call if you plan to stay with someone, are traveling for work, and/or — again — don’t have a hotel booked.

BONUS PRO-TIP: Visa or no visa, it’s always best to double-check all specific entry requirements of your destination country before travel.
And, fortunately, the European Union’s official website provides links to all Schengen diplomatic missions worldwide to help you do just that!

Who can write a Schengen Visa invitation letter?

The invitation letter itself should be written by a resident or legal entity in the Schengen country you plan to visit:
- a family member,
- a friend,
- an employer,
- a colleague,
- an organization,
- a hospital,
or
- a government body.

That person or entity — i.e., your potential host — must include their full details, confirm they are inviting you for a specific purpose and time, and include any other info they (and/or the Schengen authorities) deem necessary.

But don’t worry! Here are some more specifics on that!

How to write a Schengen Visa invitation letter

First, here are three general steps to follow:

1) Start with your full name, address, legal status in the Schengen country, and contact info.

2) State clearly who you’re inviting, why, for how long, and where they’ll stay (and mention any enclosed/supporting documents).

3) And end with a signature and date.

What information should be included in the invitation letter?

More specifically, make sure that your letter has:

-Host’s full name, address, legal status, and ID number

-Guest’s full name, date of birth, passport number

-Dates and purpose of visit

-Relationship between host and guest

-The guest’s itinerary

-Confirmation of accommodation and/or financial support (if applicable)

-Host’s signature and date

A few practical tips for writing your letter

Here are six key tips to help you along:

1. Include exact dates, addresses, ID numbers, relationship details, contact info, and so on.

2. Stick to the facts
Avoid emotional language or vague statements.

3. Use formal language
Treat it as an official document.

4. Attach supporting documents
Include copies of your ID, residence proof, itinerary, and anything requested/specified by the Schengen authorities.

5. Fact check
Make sure to double-check everything with the proper channels — i.e., the consulate, embassy, and/or visa application center of your destination Schengen country (see above). As well as, of course, with your guests/hosts, respectively.

6. Proofread
Fix any and all possible typos, errors, and unclear sentences before submitting.

Common mistakes to avoid when preparing an invitation letter

And, consequently, three bloopers to steer clear of:

1.Leaving out any required fields (names, dates, addresses, etc.) makes the letter invalid.

2. Using informal and/or unclear language
The letter must be formal and precise (as in, intended to be read by consulates and embassies).

3. Forgetting required attachments
Always include, at the very least, a copy of your ID and/or residence permit — but likely much more, as needed (i.e., see tip five above).

In which language should the visa invitation letter be written?

Use the official language of the Schengen country, or English — if accepted by the consulate, embassy, etc.

Should the visa invitation letter be handwritten or typed?

It should be typed, then printed and signed.

What financial details should be included in a visa invitation letter?

State whether the host will cover travel, accommodation, and/or daily expenses. Mention specific financial support (if any). If applicable, include bank statements, employment contracts, and/or salaries (as instructed).

What supporting documents are required alongside the invitation letter?

This will depend on both your particular situation and your destination country’s authorities. But, generally speaking, you’ll be asked for a copy of your host’s passport (or residence permit), proof of address, proof of income and/or work status (if applicable), and their contact info.

PRO-TIPS: An invitation letter, by the way, often goes hand in hand with either a no-objection letter for a Schengen visa or a letter of sponsorship for a Schengen visa (or both). And AXA can gladly tell you all about those as well!

Are there templates available for different types of invitation letters?

Yes, official templates for Schengen visa invitation letters are often available online. And, generally speaking, many Schengen countries follow similar formats.*

For example, here’s a Schengen Visa invitation letter template for Sweden (in English, courtesy of the Swedish Migration Agency).

BONUS PRO-TIPS: Meanwhile, AXA can also help you specifically with your:
- Schengen visa invitation letter to Switzerland
- Schengen visa invitation letter to Germany
…If that’s where you happen to be going!

*And, again, it’s always best to consult the embassy or consulate of the specific country you plan to visit for their exact requirements (and remember, you can see the EU’s link above for those).

How early should the invitation letter be prepared?

Prepare your invitation letter at least a few weeks before your visa appointment, to allow time for processing. However, remember that it must match your planned travel dates — so plan ahead!

How long is a Schengen Visa invitation letter valid?

The letter is valid only for the travel dates stated. Consulates usually require it to be issued within the last 3 months.

Where and when do I submit the invitation letter for my Schengen visa?

You should submit your Schengen visa invitation letter during your in-person Schengen visa appointment — usually held at the embassy, consulate, or designated visa application center of your destination country. But, again, double-check with them.

Simply include a printed, signed, and dated copy of the invitation letter with your other visa application documents, touch base with your potential host, and — together — hope for the best! AXA’s rooting for you.

How else can AXA Help?

And along with rooting for you, we also hope to bring you another big step closer to your European dream — safe, sound, and with peace of mind. And that’s by providing you with some affordable, first-class, world-renowned Schengen travel insurance!

Because when it comes to your Schengen visa, an invitation letter may indeed be optional — but the right travel insurance is not.
It is, rather, a mandatory requirement And luckily for both you and your potential hosts, all of AXA’s plans meet the necessary criteria for being granted one!

Purchasing online an AXA plan, meanwhile — whether for yourself, your family, or your guests — is quick, easy, and straightforward.

Furthermore, AXA has no age limits, zero deductibles, and we don’t require a medical exam. The world-famous AXA travel insurance certificate, meanwhile, is both easily recognized and welcomingly accepted — along with your invitation letter, if need be — by all Schengen embassies, consulates, and visa application centers around the world.

And, finally — visa or no visa, invite or no invite — once you’re in Europe, our plans provide countless first-class benefits — from 24/7 support to free remote medical consultation and assistance to coverage of lost items or documents. And much, much more!
That’s why we invite you (and your guests/hosts) to

compare AXA’s different benefits
and
get your free AXA quote now.

A solid AXA plan means one less big headache for you, your hosts, and the Schengen visa authorities. Not to mention a safe and worry-free stay in Europe thereafter, from beginning to end!

Related articles:

• What are the Schengen visa photo requirements?
• What do I need to know about renewing a Schengen visa?
• How to stay and work in the Schengen area after a student visa?

FAQ

Can a Schengen visa invitation letter be issued by a non-resident of a Schengen country?

No. Only legal residents and/or citizens of a Schengen country can issue valid invitation letters.

Do all Schengen visa applications require an invitation letter?

No. Invitation letters are usually only needed if you're visiting someone. They are generally not required for tourism, business, or transit purposes.

Should multiple hosts provide separate invitation letters for one trip?

Yes. If staying with multiple people, each host should provide a separate invitation letter (covering their respective part of the stay).