Schengen Visa Letters: Cover, Invitation & Sponsorship [Free Samples & Templates]

When applying for a Schengen visa, the importance of well-crafted letters cannot be overstated. Depending on the reason why you’re applying for a Schengen visa, you may need to submit a variety of Schengen Visa letters, including a cover letter, invitation letter, sponsorship letter, or leave approval letter, each serving distinct purposes and can significantly influence the success of your application. 

 If you’re traveling for work or study, a leave approval letter from your employer or educational institution can further substantiate your intent to return home. By presenting well-crafted documentation, you’ll enhance your chances of securing that coveted visa and embarking on your European adventure.

Schengen Visa Cover Letter

A Schengen Visa cover letter is your personal sketch that complements your visa application. It states the purpose of your travel, outlines your itinerary, and showcases your ties to your home country.

Cover Letter for Tourist Visa Application

 If you’re  visiting Europe for leisure, the cover letter should succinctly capture your travel intentions, making it easy to understand the purpose of your journey. A cover letter that clearly outlines your reasons for visiting each country within the Schengen Zone, Highlighting key details such as the dates of your stay, accommodation arrangements, and planned activities will further reinforce your commitment to returning home after your trip.

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: Request for Schengen Tourist Visa

Dear Sir/Madam,

I am writing to respectfully apply for a Schengen Tourist Visa to travel to [Country Name] from [Start Date] to [End Date]. I have a deep appreciation for European culture and history, and this journey will allow me to explore the unique traditions, architecture, and landscapes the region is known for.

Currently, I am working as a [Your Profession/Student] and have thoroughly planned this trip to ensure a smooth and enjoyable experience. My travel itinerary includes visits to [List of cities or destinations], where I plan to explore attractions such as [List of landmarks or activities] and engage in culturally enriching activities.

For the duration of my stay, I have arranged accommodation at [Hotel Name and Address], and I will be covering all travel and daily expenses myself. Enclosed with this application are supporting documents including my flight schedule, hotel bookings, valid travel insurance, and bank statements as proof of my financial ability.

I would also like to highlight my strong ties to [Your Country]. I am employed at [Company Name] as a [Job Title], and have been with the organization for [X years]. My leave for the mentioned travel dates has been officially approved, and a letter from my employer is attached. Additionally, I have personal and family responsibilities that affirm my commitment to returning after the trip.

I fully understand the importance of complying with all visa rules and regulations. I assure you of my genuine travel intentions and my respect for the conditions of the visa.

Thank you for taking the time to review my application. I would be grateful for the opportunity to experience the beauty and heritage of [Country Name] and would be happy to provide any further details if needed.

Sincerely,

[Your Full Name]

Cover Letter for Business Visa Application

The Schengen Visa cover letter for a business visa application clearly outlines the purpose and details of your professional visit. Embassy officials appreciate a concise yet informative presentation, so begin by stating the specific reasons for your trip—whether it’s attending a conference, meeting potential clients, or conducting market research.

It provides information about the company or person inviting you. Include supporting documents such as an invitation letter, itinerary, and proof of accommodation, as these elements strengthen your application.

Sample/Template 1: (attending a business conference)

[TechSolutions Inc. Letterhead]

[Date]

To:

[Embassy/Consulate Name]

[Embassy/Consulate Address]

[City, State, ZIP Code]

Dear Sir/Madam,

I am writing to request the issuance of a Schengen Business Visa to facilitate my upcoming business trip to Berlin, Germany, where I will be attending a technology expo scheduled from April 15, 2024, to April 30, 2024.

I serve as a Senior Technical Engineer at TechSolutions Inc., and I have been invited to represent my company at the International Business Expo — a significant event in the global tech industry. The event will be held at the Berlin Conference Center, located at 789 Summit Avenue, Berlin. In addition to attending the conference, I will also be holding a business meeting with our strategic partner, Global Connections GmbH, at 123 Business Street, Berlin. I am scheduled to meet with Mr. Thomas Müller, the Managing Director of Global Connections GmbH, to explore potential joint ventures.

Please find below my travel details:

Departure:

• From: Lagos Date/Time: April 9, 2024, at 10:00 AM
• To: Berlin Arrival: April 10, 2024, at 2:00 PM
• Airline: TechAir 
•  Flight Number: ABC123

Return:

• From: Berlin Date/Time: April 14, 2024, at 4:00 PM
• To: Lagos Arrival: April 14, 2024, at 9:00 PM
• Airline: Global Jet
•  Flight Number: XYZ456

I will be staying at the Grand Hotel Berlin, located at 456 Business Avenue, Berlin, for the duration of my visit. All expenses related to travel, accommodation, and participation in the conference will be fully sponsored by TechSolutions Inc.

I assure you that I fully understand and respect the guidelines set forth for the Schengen Business Visa and intend to comply with all requirements. I am also prepared to provide any further documentation or clarification necessary to support my application.

Enclosed are the supporting documents, including my passport copy, confirmed itinerary, conference invitation, and proof of hotel booking.

For any further queries, I can be contacted at +234 XXX-XXX-XXXX or via email at chinedu.okonkwo@techsolutions.com.

Thank you for your attention and consideration.

Sincerely,

Chinedu Okonkwo

Senior Technical Engineer

TechSolutions Inc.

123 Innovation Avenue

Lagos, Nigeria

+234 XXX-XXX-XXXX

chinedu.okonkwo@techsolutions.com

Sample/Template 2 (written by your employer if requested by the embassy)

[Letterhead of TechSolutions Inc.]

[Date]

To:

[Embassy/Consulate Name]

[Embassy/Consulate Address]

[City, State, ZIP Code]

Dear Consul General,

I am writing on behalf of TechSolutions Inc. to verify the employment and upcoming international travel of Mr. Chinedu Okonkwo, who serves as a Technical Engineer at our company. Mr. Okonkwo has been a valued team member since 2012 and continues to play an important role within our organization.

Mr. Okonkwo is scheduled to travel to Berlin, Germany from April 15, 2024, to April 30, 2024 — a 16-day business trip. The purpose of this visit is to represent TechSolutions Inc. at the International Business Expo, a major industry event taking place in Berlin. In addition, Mr. Okonkwo will engage in a formal business meeting with our international partner, Global Connections GmbH, located at 123 Business Street, Berlin, where he will meet with Mr. Thomas Müller, Managing Director, to explore collaborative business opportunities.

During his stay, Mr. Okonkwo will be residing at the Grand Hotel Berlin, located at 456 Business Avenue, Berlin, contact number: +49 XXX-XXX-XXXX.

We confirm that TechSolutions Inc. will fully sponsor Mr. Okonkwo’s trip, covering all travel-related expenses, including accommodation, transportation, and conference participation. We also affirm that Mr. Okonkwo is expected to return to Nigeria following the conclusion of his trip and resume his duties with our company.

Should you need any additional details or supporting documentation, feel free to contact me directly at +234 XXX-XXX-XXXX or via email at chukwudi.eze@techsolutions.com.

We appreciate your attention and consideration.

Sincerely,

Chukwudi Eze

Chief Executive Officer

TechSolutions Inc.

123 Innovation Avenue

Lagos, Nigeria

+234 XXX-XXX-XXXX

chukwudi.eze@techsolutions.com

Cover Letter for Medical Visa

 An effective cover letter is essential if you’re seeking treatment abroad. This document should clearly explain the reason for your visit, detailing your diagnosis and medical condition. Be transparent about your medical history;  highlight the urgency and necessity of your travel. 
Incorporate specifics about the treatment you will undergo, including the name of the hospital and its credentials.

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 treatment at [Name of Hospital/Clinic], located in [City, Country]. Below, I have provided detailed information regarding my medical condition, the treatment plan, and the arrangements I have made for travel and accommodation.

Medical Condition and Diagnosis

I have been diagnosed with [Name of Medical Condition], a condition that has significantly impacted my daily life. Despite receiving medical care in [Your Home Country], my condition has not improved and now requires specialized treatment abroad. For example, “Over the past year, my mobility has deteriorated considerably, making it difficult to perform everyday tasks.”

Details of Treatment and Necessity

After consultation with my local medical providers, it was determined that [Name of Hospital/Clinic] in [Schengen Country] is the best option for my treatment due to its specialized expertise in [specific medical field, e.g., orthopedic surgery, oncology]. The proposed treatment includes:

• [Name of medical procedure]
• [Duration of treatment and recovery, e.g., “Six weeks of rehabilitation therapy”]

This treatment is essential to address my health needs effectively and improve my quality of life.

Medical Facility and Specialists

The treatment will take place at [Name of Hospital/Clinic], located at [Hospital Address]. I will be under the care of Dr. [Full Name], a specialist in [Medical Field]. Please find attached the hospital’s appointment letter and treatment plan.

Medical History Overview

I have a history of [Brief description of your medical background, e.g., “chronic lower back pain caused by a herniated disc, for which I have undergone medication and physiotherapy without significant improvement.”] This medical history further supports the need for the proposed treatment abroad.

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], which is located near the medical facility for ease of access.
• Financial Support: All expenses related to my treatment, travel, and stay will be covered by [Myself / My Sponsor, Full Name]. Supporting documents, including [bank statements / sponsorship letter / insurance policy], are enclosed.

Attachments

• To support my visa application, I have included the following documents:
• Appointment letter and treatment plan from [Name of Hospital/Clinic]
• Medical report and referral letter from my physician 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 health insurance covering the Schengen Area

Given the urgency of my condition, I kindly request that my application be processed at your earliest convenience. Should you require any additional information or clarification, please do not hesitate to contact me.

Thank you for your consideration.

Sincerely,

[Your Full Name]

[Signature, if submitting a physical copy]

Schengen Visa Invitation Letter

A Schengen Visa Invitation Letter serves as a bridge connecting individuals across borders. Written by someone living in a Schengen country—be it a friend, family member,  employee or anyone else who is hosting or inviting you to visit them.

Invitation Letter for Visiting Family or Friends

An invitation letter written by the host  serves as a crucial support document that can significantly enhance the chances of a successful visa application.

 This letter should not only explain the relationship between the host and the visitor—whether it be familial, friendship, or other ties—but also provide essential details such as the duration of the stay, the purpose of the visit, and accommodation arrangements.

Sample

To: Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]

Subject: Invitation Letter for Amit Patel – Passport No. ABC12345

Dear Sir/Madam,

I am writing to formally invite my cousin, Amit Patel, an Indian citizen, to visit me and my family in Berlin, Germany during the upcoming summer holidays.

Amit intends to stay with us from June 15, 2023, to July 10, 2023. During his visit, we plan to spend meaningful time together by exploring different regions of Germany and enjoying some much-needed family bonding after being apart for over three years.

As his host, I will take full responsibility for his accommodation, daily expenses, and general well-being throughout his stay. All necessary preparations have been made to ensure that Amit’s time in Germany will be comfortable and memorable.

We are truly looking forward to his visit, which means a great deal to us personally, and will provide an excellent opportunity to reconnect as a family.

Should you require any further documentation or clarification regarding Amit’s visa application, please feel free to reach out to me directly.

Thank you for your time and kind consideration.

Warm regards,

Emily Johnson

[Signature]

📞 (123) 456-7890

📧 emily@email.com

Invitation Letter for Business Trips

Invitation letter for business trip sent by the company or organization you’ll be visiting. This letter outlining the specific business-related purpose behind your travel. Whether you’re attending a conference, negotiating contracts, or collaborating on a project.

A well-crafted invitation letter includes essential details such as the dates of your visit, the nature of your business activities, and the financial responsibilities of both parties during the stay.

Sample

[Embassy Name]

[Embassy Address]

[City, State, ZIP Code]

Subject: Business Invitation Letter for Schengen Visa – Ms. Li Wei

Dear Sir/Madam,

On behalf of XYZ Corporation, a registered technology firm based in France, we are pleased to invite Ms. Li Wei, born on January 1, 1980, and currently employed as Senior Sales Manager at ABC Solutions Ltd in China, for a professional business visit to our organization in France.

The objective of Ms. Li’s visit is to engage in a series of strategic business meetings, attend sector-specific networking events and conferences, and explore potential avenues for cooperation and expansion between our two companies. This visit is an important step toward strengthening our mutual business interests and fostering international collaboration.

Ms. Li is expected to stay in France from January 15, 2024, to February 10, 2024, for an approximate duration of three weeks. During this period, XYZ Corporation will assume full responsibility for her local transportation, accommodation, and other relevant expenses.

We confirm that Ms. Li Wei is a legitimate employee of ABC Solutions Ltd, and her trip is solely for business-related purposes. Her employer is fully aware of and supports her travel arrangements, and all supporting documents have been duly provided for her visa application.

Please find attached the relevant documentation to support her Schengen Business Visa request.

If any additional information or clarification is needed to facilitate the visa processing, please do not hesitate to contact us at contact@xyzcorp.com or via telephone at (123) 456-7890.

Thank you for your time and consideration. We look forward to welcoming Ms. Li to France and believe this visit will play a valuable role in advancing our partnership.

Sincerely,

Marie Dubois

Director of International Relations

XYZ Corporation

📧 contact@xyzcorp.com

📞 (123) 456-7890

Invitation Letter for Conference or Seminar

An invitation letter for a conference or seminar typically issued by an event organizer or hosting institution, enhancing your credibility in the eyes of visa authorities

It’s essential to include comprehensive details such as the event’s name, dates, location, and agenda and  contribution expected from you, including details about your role in discussions, presentations, or workshops A well-structured invitation often mentions logistical details, such as accommodation arrangements and contact information for the organizers.

Sample

[Embassy Name]

[Embassy Address]

[City, State, ZIP Code]

Subject: Invitation for Conference Attendance and Visa Application Support – Ms. Jane Doe

Dear Sir/Madam,

We are pleased to issue this formal invitation to Ms. Jane Doe, born on January 1, 1980, who serves as a Senior Researcher at XYZ Institute, to attend and participate in the upcoming International Conference on Innovations in Technology and Sustainability, scheduled to take place in Vienna, Austria, from February 15 to February 18, 2024.

This event is a globally recognized platform aimed at exploring and exchanging forward-thinking ideas and breakthroughs in the fields of technology and sustainable development. It will bring together researchers, academics, and industry professionals from across the world to foster dialogue and collaboration on pressing global issues.

Ms. Jane Doe has been invited to actively participate by delivering a presentation titled “Innovations in Sustainable Energy Solutions” during a plenary session. We are confident that her contributions will provide valuable insights and elevate the level of discussion during the conference.

To support her participation, we have arranged for her accommodation at Hotel Kaiserhof Wien, located at 123 Hotel Avenue, Vienna, Austria, for the duration of the event.

We kindly request the Embassy of Austria to process and approve Ms. Jane Doe’s visa application, allowing her to attend this significant academic gathering. We assure you that she will fully comply with all Austrian immigration laws and will depart the country upon completion of the event.

Enclosed with this letter are the necessary supporting documents, including the event schedule and confirmation of accommodation, to aid in her visa application process.

Should you need any further details or documentation, please do not hesitate to contact us at contact@abcconferences.com or by phone at (567) 890-1234.

Warm regards,

John Smith

Event Manager

ABC Conferences

📧 contact@abcconferences.com

📞 (567) 890-1234

Invitation Letter for Medical Treatment

 Invitation letter for medical treatment issued by your doctor at a medical institution. This letter  includes detailed information about your medical condition, the specific treatments required, and the anticipated duration of your stay

Invitation letter addresses financial arrangements or sponsorship for your medical expenses. This letter serves as proof of the medical necessity for treatment abroad and outlines the specific arrangements made for the patient’s care.

Sample

[Embassy Name]

[Embassy Address]

[City, State, ZIP Code]

Subject: Medical Treatment Invitation Letter for Visa Application – Mary Johnson

Dear Sir/Madam,

I am writing to formally invite Ms. Mary Johnson, born on July 15, 1975, to HealthPlus Medical Center, where I serve as the Chief Medical Officer. Ms. Johnson has been diagnosed with a condition that requires advanced medical intervention, and we have determined that our facility in Zurich, Switzerland, is equipped to provide the specialized care she needs.

Following a comprehensive review of her medical records and diagnosis, we have concluded that Ms. Johnson is a suitable candidate for treatment at our center. Her course of treatment is scheduled to begin on March 10, 2024, and is expected to continue for approximately six weeks.

During her stay, she will undergo the following procedures:

• Orthopedic surgery (total knee replacement)
• Rehabilitation and post-surgical physiotherapy

To enable her access to these essential health services, we respectfully request the Embassy of Switzerland to grant Ms. Johnson the appropriate medical visa. She is fully committed to complying with all immigration policies and requirements during her temporary stay in Switzerland.

We understand the urgency of her condition and emphasize the importance of timely approval. For further details or if any clarification is needed, you are welcome to contact me directly at sarah.anderson@healthplusmed.com or (555) 123-4567.

Thank you for your consideration.

Sincerely,

Dr. Sarah Anderson

Chief Medical Officer

HealthPlus Medical Center

📧 sarah.anderson@healthplusmed.com

📞 (555) 123-4567

Invitation Letter for Study or Research Visit

An invitation letter  for study or research visits, serves as a crucial document . Written by an educational institution or research organization. It should include details such as the duration of your stay, the nature of the study or research being conducted, and any specific projects you will be involved in. 

Highlighting any financial support or scholarships offered can significantly bolster your application.

Sample

[Embassy of Norway]

[Embassy Address]

[City, State, ZIP Code]

Subject: Official Invitation for Short-Term Study Program – Visa Application Support for Emily Davis

Dear Sir/Madam,

I am pleased to write on behalf of Norway University to extend a formal invitation to Ms. Emily Davis, who has been accepted into our short-term Environmental Science program, scheduled to commence on September 1, 2024.

Ms. Davis, born on May 5, 1995, has been selected for this intensive eight-week academic course focused on core topics in environmental science. She has secured adequate funding to cover both her tuition and living expenses throughout her time in Norway.

At Norway University, we pride ourselves on providing a high-quality academic experience, and we are confident that Emily’s participation will positively contribute to our academic environment.

To support her visa application process, we are prepared to provide full assistance including:

• An official letter of admission and invitation.
• Guidance throughout her visa procedure.
• Help with accommodation arrangements after her arrival in Norway.

We respectfully request the Norwegian Embassy to consider her visa application favorably, enabling her to travel for this educational opportunity. Ms. Davis fully understands and agrees to comply with all Norwegian immigration laws and regulations during her stay.

Should you require any further documentation or clarification, please feel free to contact our office directly.

Sincerely,

Dr. John Smith

Director of Admissions

Norway University

📧 contact@norwayuniversity.com

📞 (123) 456-7890

Schengen Visa Sponsorship Letter

A  sponsorship letter is a crucial document provided by someone who is financially sponsoring your trip. 

 Difference between an invitation letter and a sponsorship letter is that an invitation letter typically extends a warm welcome and a sponsorship letter emphasizes the financial responsibilities of your trip.

Sample/Template

[Date]

To:

Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]

Subject: Sponsorship Letter for [Applicant’s Name] – Passport No. _______________

Dear Sir/Madam,

My name is [Sponsor’s Full Name], currently residing at [Sponsor’s Home Address], and I am a citizen/permanent resident of [Country’s Name]. I am writing this letter to formally declare that I will be sponsoring the visit of my [relationship – parent/sibling/friend/etc.], [Applicant’s Full Name], who is applying for a visa to travel to [Name of Country].

The primary reason for [Applicant’s Name]’s visit is to [state reason – e.g., tourism, attending a family function, etc.]. The intended dates of stay are from [Start Date – DD/MM/YY] to [End Date – DD/MM/YY].

During this time, [Applicant’s Name] plans to visit [List of cities/locations to be visited] and will be accommodated at [my residence located at [Sponsor’s Address] / hotel name and address]. I take full responsibility for all travel-related expenses including airfare, accommodation, daily living expenses, insurance, and any other associated costs. These will be funded through my [specify source – e.g., salary/savings/etc.].

Attached to this letter are copies of the supporting documents, including proof of my residency, financial statements, and identification, to verify my sponsorship.

Please feel free to contact me should you require any further information.

Kind regards,

[Sponsor’s Full Name]

[Sponsor’s Home Address]

[Sponsor’s Phone Number]

[Sponsor’s Occupation]

[Signature]

Tips for Writing a Schengen Invitation & Cover Letter

• Be clear and concise in your writing. use straightforward terms that convey your message effectively. Avoid  overly complex language.
• Include travel dates and itinerary  A well-structured itinerary that highlights planned activities can significantly bolster your application.
• Address the correct embassy or consulate; each Schengen country has specific requirements, so do your homework to tailor your letter accordingly.
•  Don’t forget to incorporate the host’s details—this includes full names, addresses, and contact information—especially if you are providing an invitation or sponsorship letter.
•  Sign the letter. A handwritten signature adds a personal touch, reinforcing the authenticity of your invitation.

Supporting Documents for an Invitation Letter

When preparing an invitation letter, supporting documents include:

• Host’s identification include copy of government-issued ID or a passport,
• Financial evidence demonstrates that  hosts can support the invited individual during their stay.This might include bank statements, pay stubs, or tax returns.
•  Accommodation proof  assures officials that the guest has a place to stay throughout their visit. Whether it’s a rental agreement or a hotel booking confirmation. 
• Travel itinerary and confirming the host’s availability for the duration of the visit adds clarity and structure to the invitation.

Additional Documents Required

When you are in the process of securing a Schengen visa, it is important to ensure that you submit not only your visa letters but also a set of key documents. These documents include:

• A current passport
• A filled-out Schengen Visa Application Form
• Two recent passport-sized photographs
• Travel health insurance that meets Schengen requirements
• A round-trip flight reservation
• Evidence of accommodation arrangements
• Documentation proving your financial capacity
• Confirmation of the visa fee payment

Remember, each of these components is crucial for a successful application.

Conclusion

To sum up, navigating the requirements for Schengen visa letters can seem daunting, but with the right guidance and resources, it becomes manageable. Cover letters, invitation letters, and sponsorship letters each play a vital role in securing your visa and should be approached with care and attention to detail. The free samples and templates available can serve as valuable tools to help you craft compelling documents that resonate with consulate officials.

FAQ

How do I know which letter to use?

   The type of letter you need depends on your travel purpose: use a cover letter for general applications, an invitation letter if visiting friends/family, and a sponsorship letter if someone is financially supporting your trip.

 Do I have to write the letter myself?  

Yes, you typically need to write the letter yourself, as it should reflect your personal situation and intentions for traveling to the Schengen area.

 To whom do I address the Schengen visa letter?  

You should address the letter to the relevant consulate or embassy where you are applying for your Schengen visa, specifying the country you plan to visit.

 What should I include in my cover letter for a Schengen visa?  

Your cover letter should include your personal details, purpose of travel, itinerary, accommodation information, and any financial arrangements you have made.

 Is there a specific format for these letters?  

While there’s no strict format, it’s best to follow a clear structure: introduction, purpose, details about your stay, and a closing statement.

 Can I find samples of these letters online?  

Absolutely! Our website offers free samples and templates that you can customize according to your needs.

 Should the letter be in English?  

Yes, it is recommended that the letter be in English, as this is a widely understood language among Schengen countries. However, if you are applying to a specific country, you may also include the official language of that country.

Is a Schengen visa cover letter mandatory?  

While not mandatory, a cover letter is highly recommended as it provides context for your application and can help clarify your travel intentions to the consulate.

Applying for Schengen visa You can visit European Commision,.