How to write a business visa invitation letter
For most business visas, the invitation letter from the host company is the document that explains the trip. A good letter is specific, consistent with the rest of the file and signed by someone with authority. Several countries also have their own formal requirements.
Invitation requirements in official sources
| Country | What the official source asks for |
|---|---|
| China | Chinese Embassy in Pakistan: the inviting organisation’s name in the online form must match its Chinese business licence. |
| Japan | Embassy of Japan: Letter of Guarantee, invitation letter, list of applicants, company details and itinerary in Japan. |
| South Korea | Embassy of the Republic of Korea: notarised invitation and guarantee from the Korean company. |
| Hong Kong | Immigration Department: proof of the business visit, such as an invitation from a local company; a company sponsor completes ID 1003B. |
| Kenya | Kenya eTA: invitation letter from the company and a copy of its registration certificate. |
| Nigeria | Nigeria Immigration Service: invitation letter and the inviting company’s CAC certificate. |
| Thailand | Thailand e-Visa: invitation letter from the company in Thailand for a business visit. |
What the letter is for
The invitation tells the consulate who is inviting, who is travelling, why, when and who pays. Visa officers compare it with the application form, the employer letter, bank statements and bookings. A vague letter, or one that contradicts the form, is a common reason for delays and refusals.
A structure that works
Ask the host to print the letter on company letterhead, date it, and sign it with name and title. It should normally include:
- The host company’s full legal name, registration details, address and contact person
- The traveller’s full name as in the passport, passport number, job title and employer
- The purpose of the visit in specific terms: meetings, negotiations, factory audit, training or fair
- Exact dates or a date range, and the cities to be visited
- Who pays for travel, accommodation and daily costs
- A statement that the visit is temporary and does not involve paid work for the host, where true
Keep the whole file consistent
The names, dates and purpose in the invitation must match the application form, the employer letter and the bookings. If plans change, ask for an updated letter rather than explaining the difference at interview. Never let the host include claims the traveller cannot support.
When the host must do more
Some countries set formal requirements for the inviting company. The table above lists the ones we see most, each linked to the official source. For countries not listed, follow the consulate’s published checklist.
Questions we are asked
Does every business visa need an invitation letter?
Not always, but most consulates expect one for business trips, and some, such as China, Japan, Korea, Kenya and Nigeria, set formal requirements.
Who should sign the letter?
Someone at the host company with authority, with name and title, on letterhead.
Can the letter be emailed?
Many consulates accept a printed copy; Korea asks for a notarised original. Check the official checklist.
What if our plans change?
Ask the host for an updated letter so the file stays consistent.
More guides: Pakistan cities and services
Planning a business visa application?
Tell us who is travelling, when and why. We reply with a plan, the visa route and a quote. Go Global has handled 100,000+ trips, and our team works 24/7 for travellers on the road. Email insights@goglobal.pk or WhatsApp 0320-4111222.