Invitation letter for a Schengen visa (private)
All information about private invitations as part of a visit with a Schengen visa.
Here you learn ...
what an invitation letter is and why it is necessary
what content private invitation letters for Schengen visas require
what form the invitation letter must have
Sample/example for the formulation of a private invitation letter
Table of Content
1. Private invitation Schengen visa
2. What must the private invitation letter contain?
3. Invitation letter Schengen visa sample (private)
4. When and where do I have to send the invitation?
5. Conclusion private invitation letter Schengen visa
1. Private invitation Schengen visa
A letter of invitation for a Schengen visa for visitor purposes is a key document used to justify the purpose of the trip to the visa office and significantly increases the chances of success of a visa application for Germany. It serves as proof that the invited person has a specific reason for entering the country , usually a private visit to friends or relatives, and that accommodation is guaranteed during the stay . Furthermore, the invitation often includes confirmation of willingness to return and, if applicable, a commitment to financial security from the host. Especially for third-country nationals, a formally correct letter of invitation contributes significantly to the plausibility of the visa application and is therefore an important part of the documents to be submitted.
This article provides you with all the information you need to correctly draft a private Schengen invitation letter. However, the information provided in this article only applies to invitation letters for private visits . A different type of invitation letter is required for business trips. We have written a separate VISAGUARD article on invitation letters for business trips .
2. What must the private invitation letter contain?
If a person from a third country wishes to enter Germany for a private visit—for example, to visit family or friends—the invitation should contain certain information . The required information includes:
Name of the inviter
Date of birth of the inviter
Address of the inviter
if applicable, telephone number and email address of the inviter
Name of the invited person
Date of birth of the invited person
Address of the invited person
Details of the planned length of stay
Statements on the personal relationship
Information on the purpose of travel
The invitation letter for private visits does not require an official form and can be written as a regular letter (including electronic). However, the invitation letter should be signed (digitally is also possible). A copy of your ID card or residence permit should also be enclosed.
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3. Invitation letter Schengen visa sample (private)
In principle, you are free to formulate the invitation letter as you wish, as the private invitation letter is not a standard form. However, you can also simply use a template . An example of a private invitation letter for a Schengen visa might look like this:
[Own letterhead]
[Embassy address]
[Place, date]
Subject: Invitation letter for a private Schengen visa to [guest's full name]
Ladies and Gentlemen
I hereby invite [guest name], [passport number], [date of birth], [place of residence] to the Federal Republic of Germany for the period from [date of entry] to [date of departure]. [Guest name] is my [relative or friendly relationship].
The reason for the visit is as follows: [brief explanation of the purpose of the stay]
During the stay, [Guest Name]'s contact details will be as follows: [Address]
You can find information about the financing of your stay in the attached documents. We ask that you approve your application for a private Schengen visa and would be very grateful if you would process your application promptly.
Enclosed please find a copy of my [identity card or passport and, if applicable, visa or residence permit].
If you have any questions, please do not hesitate to contact me.
Best regards
[Name Einalder]
[Place, Date, Signature]
4. When and where do I have to send the invitation?
The easiest way is for the invitation letter to be prepared by the host in Germany and sent to the invited guest before the appointment - ideally by post so that it can be submitted in the original along with the other visa documents. However, this procedure is not legally required. The invitation letter does not have to be in any particular format and is not an official form, so it can also be prepared electronically, digitally signed and sent directly to the embassy by email . Since the procedure can vary from embassy to embassy, if in doubt it is advisable to ask the responsible German diplomatic mission directly whether electronic submission is acceptable or whether an original version is required.
Finally, please note that the inviting person's details will be stored in the so-called visa file at the responsible foreign mission as part of the visa process once the invitation letter is submitted to the embassy. The legal basis for this is the Residence Ordinance (AufenthV), which requires the name and address of the reference person in Germany named by the applicant, i.e., the inviter or sponsor, to be recorded ( Section 69, Paragraph 2, No. 2, Letter g) aa) AufenthV ). This inviter data is part of the general visa file of embassies and consulates and serves to ensure traceability of visa procedures and prevent misuse. The inviter's details will therefore be used during security checks if necessary.
Summary of this Page
An invitation letter is often a decisive factor for the success of a Schengen visa application for visitor purposes. It documents the purpose of the trip, the personal relationship between host and guest, and the availability of accommodation. Although no specific format is prescribed, the invitation letter should contain all relevant information and ideally be signed. It can be sent to the guest in the original or electronically, if the embassy permits. Anyone issuing a private invitation should therefore inform themselves in advance about the exact requirements of the responsible embassy. It is important to note that the inviter's data will be stored in the visa file of the foreign mission in accordance with Section 69 (2) No. 2 lit. g) aa) of the Residence Ordinance.
