The invitation letter for a business visa does not have a fixed format, but generally needs to include the following basic elements:
Format requirements
Language norms: Language should be formal, standardized, concise and clear, avoiding the use of overly complex or obscure vocabulary and colloquial expressions, in order to reflect the professionalism and seriousness of business activities. At the same time, attention should be paid to correct grammar and spelling to ensure accurate communication of content.
Clear structure: Typically, a paragraph by paragraph structure is used, with each section having a clear theme and content, typically including a title, title, body, ending, signature, etc. The hierarchy is clear, making it easy to read and understand.
Content requirements
Title: Generally, the title is “Invitation Letter for Business Visa” or “Business Visa”, which succinctly and clearly indicates the nature and purpose of the document. The font can be appropriately enlarged and bolded to highlight it.
Title: Specify the specific title of the invitee, such as “Respected [Name of invitee]”. If the invitee has a specific position, it can also be added, such as “Respected [Name of invitee] [Position]”, to show respect for the invitee.
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Inviter and invitee information: Provide detailed company information for both the inviter and invitee, including company name, address, contact information, etc. Provide personal information of both the inviter and invitee, such as name, position, passport number, etc., to enable visa application agencies to accurately verify the information.
Invitation purpose: Clearly state the specific business purpose of inviting the other party, such as attending business conferences, business negotiations, project cooperation, product exhibitions, etc. Provide a brief introduction to the background, content, and importance of the business activity, so that the visa officer can understand the necessity and authenticity of this business activity.
Activity arrangement: Clearly list the specific itinerary of the invitee during the visit, including arrival and departure dates, daily activity content, activity location, etc., so that the visa officer can understand whether the invitee’s activity plan is reasonable and orderly.
Cost Description: Clearly state which party is responsible for the expenses incurred by the invitee during the visit, such as transportation, accommodation, catering, insurance, etc. If there are special circumstances or some expenses that need to be borne by the invitee, it should also be noted here.
Conclusion: Generally, polite language such as “looking forward to your visit” and “thank you for your attention and support” is used to express welcome and anticipation for the invitee.
Signature: Indicate the name and date of the inviting company, and affix the company seal. The inviter must personally sign the invitation letter and leave their contact phone number or email address for the visa application agency to verify or communicate when needed.
