How to Write an Effective Invitation Letter for a US Visa
Want to bring your family to the US? US citizens and legal residents can invite relatives to visit. They use invitation letters for this. These letters explain who you are to the visitor. They also say why they’re visiting. And they say who will pay for the trip.
Although not mandatory, letters of invitation can help strengthen your visa application.
It includes important details.
· Host’s legal status and contact details.
· Visitor’s purpose of travel and relationship to the host.
· Financial commitments (e.g., accommodation, meals).
Key Fact: While not mandatory, this letter increases visa approval chances by 40% (U.S. Travel Association, 2023).
It’s a formal document.
US citizens and legal residents can invite people from other countries to visit. They use invitation letters for this.
A good invitation letter includes the host’s name, address, and contact information. It also says if the host has room for the visitor. The letter explains why the person is visiting and what they will do. This helps officials know the visit is real.
The person writing the invitation letter should know the visitor. This could be a friend, family member, or business contact. The letter should be professional and signed by both people. It should also include proof the writer is a US citizen or resident, like a driver’s license or tax form.
A US visa application doesn’t need an invitation letter. But it’s a good idea to include one. It can help your application, especially for personal, medical, or academic visits.
It’s a personal document.
Anyone legally in the US can write an invitation letter. This includes citizens, permanent residents, and others with legal status. The letter should include contact information. It should also explain your relationship to the visitor and say you’re willing to host them.
A visa application may not require an invitation letter. But it can make your application stronger. The US government wants visitors to have a safe place to stay and support. An invitation letter shows this. It proves someone will provide housing and help with costs. This makes it less likely someone will stay too long or be deported.
Always include an invitation letter with your visa application and other documents. This helps officials check the information quickly. Complete paperwork speeds up the process and makes approval more likely. For help, contact a visa lawyer.
It’s a business document.
US citizens and legal residents can write invitation letters for visitors. These letters show officials the visit is real. They also show the visitor plans to leave after their trip. These letters are especially helpful for business or academic visits.
The letter should include the host’s name, address, phone number, and how they know the visitor. It should also say the host has enough room for the visitor to stay.
Invitation letters do not guarantee visa approval – other documents are still required.
You might not need an invitation letter for all US visits. For example, you don’t need a visa (or an invitation letter) to attend a conference hosted by your US employer. The same is true for speaking engagements at professional organizations.
An invitation letter can be very important for some visa applications. The US government worries about visitors staying too long. Your letter must clearly explain the reason for the visit.
It’s a legal document.
US citizens and legal residents can write invitation letters to help people get US visas. These letters include information about the host and the visitor, why the visitor is coming, where they will stay, and when they will travel. Both the host and visitor’s full names should be included. The letter should also say who will pay for the trip.
It’s a good idea to have an immigration lawyer check your invitation letter before you send it with your visa application.
Not all visas need an invitation letter. It’s most helpful for B2 (tourist, medical, or event), B1 (business), and J-1 (exchange student) visas. It strengthens other documents like proof of income or financial statements.
Invitation letters are not legal documents. They show the host will provide housing and may help with expenses. It’s a good idea to bring a copy to your visa interview. This can help answer questions about your finances.
Who Can Write a Letter of Invitation?
Eligible Hosts:
- U.S. Citizens (strongest credibility).
- Lawful Permanent Residents (green card holders).
- Temporary Visa Holders (e.g., H-1B, F-1 students – requires extra proof).
Who Can’t Write It:
- Undocumented immigrants.
- Tourists on a B1/B2 visa.
Step-by-Step Guide to Writing the Letter
Follow this foolproof process:
Step 1: Verify Your Legal Status
- Citizens: Provide a passport copy.
- Green Card Holders: Attach a green card copy.
- Temporary Visa Holders: Include visa and I-94 form.
Step 2: Gather Required Information
Host Details | Visitor Details |
Full name, address, phone | Full name, passport number |
Legal status proof | Relationship to host |
Financial documents | Travel dates |
Step 3: Draft the Letter
Use this universal template:
Sample Template
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Date]
To Whom It May Concern,
I, [Your Full Name], a [U.S. Citizen/Lawful Permanent Resident] residing at [Your Address], am writing to formally invite [Visitor’s Full Name] to visit me in the United States from [Start Date] to [End Date].
[Visitor’s Name] is my [Relationship – e.g., cousin, business partner] and will stay at my home located at [Your Address] during their visit. The purpose of their trip is to [Purpose – e.g., attend my wedding, participate in a conference].
I will cover the following expenses:
- Accommodation at my residence.
- Meals and local transportation.
I have attached proof of my financial ability to support this visit, including:
- Bank statements (last 6 months).
- Employment verification letter.
Please feel free to contact me at [Phone Number] or [Email] for further details.
Sincerely,
[Your Signature]
[Your Printed Name]
Step 4: Attach Supporting Documents
- Host’s ID/passport copy.
- Financial proofs (bank statements, pay stubs).
- Proof of relationship (photos, birth certificates).
Step 5: Notarize (Optional but Recommended)
Get the letter notarized for added credibility. Cost: 10–10–25.
Sample Letters for Every Visa Type
A. Family Visit (B2 Visa)
Scenario: Inviting your sister for a holiday.
Sample Letter
Dear Visa Officer,
I, John Smith, a U.S. citizen residing at 123 Maple Street, Boston, MA 02101, invite my sister, Maria Garcia, to visit me from December 1–15, 2024.
Maria will stay at my home during her trip. We plan to celebrate Christmas together and visit family in New York. I will cover her accommodation, meals, and travel within the U.S.
Attached:
- Copy of my U.S. passport.
- Bank statements (June–November 2024).
- Birth certificate proving our sibling relationship.
Contact me at (555) 123-4567 or john.smith@email.com with questions.
Sincerely,
John Smith
B. Business Trip (B1 Visa)
Scenario: Inviting a colleague for a conference.
Sample Letter
Dear Consular Officer,
I am Sarah Johnson, Marketing Director at Tech Innovators Inc. (456 Silicon Valley Blvd, San Jose, CA 95101). I invite Mr. Raj Patel to attend the Global Tech Summit in San Jose from October 10–14, 2024.
Mr. Patel will present his research on AI advancements and network with industry leaders. Tech Innovators Inc. will cover his flight and hotel expenses.
Attached:
- Conference registration confirmation.
- Company business license.
- My employment verification letter.
For inquiries, contact me at (555) 789-0123 or sarah.j@techinnovators.com.
Best regards,
Sarah Johnson
C. Medical Visit (B2 Visa)
Scenario: Inviting a parent for surgery.
Sample Letter
To the U.S. Embassy,
I, Emily Chen, a lawful permanent resident (Green Card #123-456-789), invite my mother, Li Wei, to undergo knee replacement surgery at Boston General Hospital from November 1–30, 2024.
She will stay at my home (789 Pine Road, Boston, MA 02108), and I will cover all medical and living expenses.
Attached:
- Doctor’s referral letter from Boston General Hospital.
- My 2023 tax returns.
- Mother’s medical diagnosis report.
Contact me at (555) 234-5678 or emily.chen@email.com.
Respectfully,
Emily Chen
Documents to Attach
Host’s Checklist
- Copy of passport/green card.
- 6 months of bank statements.
- Proof of residence (lease or utility bill).
- I-134 Affidavit of Support (if required).
Visitor’s Checklist
- Flight itinerary.
- Travel insurance (recommended).
- Visa application confirmation (DS-160).
Common Mistakes & Fixes
Mistake | Fix |
No clear travel dates | Write exact dates (e.g., “July 5–20, 2024”). |
Missing financial proof | Attach 6 months of bank statements. |
Informal tone | Use formal greetings like “Dear Consular Officer.” |
Check lists
Host-Visitor Joint Check list
Task | Deadline |
Draft invitation letter | 8 weeks before application |
Book flights | 6 weeks before |
Notarize documents | 4 weeks before |
Post-Approval Tips
- Pre-Interview Coaching: Practice answering questions like, “How do you know the host?”
- Post-Arrival Compliance: Remind visitors to avoid overstaying (even by 1 day).
- Emergency Contacts: Provide a list of local embassies and legal aid services.
FAQs
Q: What is a Letter of Invitation?
A: Letter of invitation is a formal document. It is written by a U.S. citizen, green card holder, or legal resident. The letter invites a foreign national to visit the U.S.
Q: Can I email the letter to the visitor?
A: Yes, but provide a signed PDF for authenticity.
Q: What if my income is irregular?
A: Use a joint sponsor (e.g., a sibling) to co-sign the I-134.
Q: How long should the letter be?
A: Keep it to 1 page – concise but thorough.