Sample Invitation Letters for Visa, Events & General (Word)

free invitation letter 1

We have received an invitation letter at some point in our lives that covers a certain event to which our presence is much appreciated. An invitation letter has information regarding the host, the time, date, and venue of the affair.

What is an invitation letter?

An invitation letter, if defined formally, is a document that displays a request for the attendance of a person, a group of people or an organization to an event. The letter could either be informal or formal on the basis of the occasion. Moreover, an invitation letter come in two main types;

Invitation letter for Visa

An invitation letter is received by a person who lives in one country and gets invited to visit in another country. The format of this letter may vary from the usual letters of invite for social functions. While inviting a person to your country, you should format this letter is such a way that the recipient will be able to use this for a Visa application.

Invitation letter for events

For events, there are two kinds of invitation letters;

  1. A letter for the individual who will have a special role in an event
  2. A letter that is written to the persons to attend an event

How to structure your invitation letter?

Writing a well-crafted and formal invitation letter could be time-consuming. It is especially true when you don’t know where and how to start. Here are some pointers that can help you out to facilitate composing one. At first, you have to determine the answers to these questions;

  • Who? This indicates those whom you will invite to the event.
  • What and why? This concerns with the reason or purpose of the affair.
  • Where? It indicates the venue of the event.
  • When? The time and date of the affair refers to it.

After getting the answers to these questions, you have to start writing your invitation letter;

Subject line

The subject line is an important factor to think about when you’re writing an invitation letter for business meetings. In most cases, for the recipient, it is a deciding factor on whether he will open your letter. By including the first name of the subject, you can make sure that your letter gets considered.


When the recipient opens your letter, the opening line of your letter will be the first words he will see. You require a line that attracts the reader’s attention as well as urge him to go on to the next lines. Keep in mind that first impressions matter. An attractive opening will also set the style and tone of the whole letter. On your earlier relationship with the reader, you may base the opening line.

Furthermore, the tone of your letter will depend on how familiar you are with the reader. It would be formal and strict or a little bit more casual.


It is also essential to specify in your letter the reason for the invitation. This provides the reader sufficient time to prepare. In case, meeting has an agenda then attach it to your invitation letter. Try to avoid writing a very detailed description of the meeting. This is because it overwhelms the reader and, consequently, might lose interest. A good recommendation is to indicate the topics for discussion in bullet point’s format.


In your invitation, include the details of the setting. Mention the place and the time of the event. This will make sure that the recipient will be there as scheduled. It would be best when you don’t have a set of plans to let your invitees select by providing them the option “what works best for them.”

RSVP request

There are various situations where a person receives an invitation letter for an event. Later, the host would find out he didn’t have any plans to attend. This could be very frustrating and expensive but by adding the RSVP request to the letter, you can easily avoid these situations.


You should use closing remarks that will motivate the invitee to respond to your invitation. For your closing, you should use more encouraging lines instead of the too-familiar phrases. With this phrase, this will give you with a better probability of getting a response to your letter. In your closing, include your signature or email signature as well.

Is it necessary to have an invitation letter notarize?

People have done a lot of research whether there’s a need to have sponsorship or invitation letters notarized. Everyone has a different opinion about this question. In some states, you have to notarize the invitation letter. However, you should go through the Visa office’s requirements to know about the notarization requirements. It is advisable to go through these requirements every time when you compose an invitation letter.

While applying for a Visa, go to the site’s Visa page and search for the requirements. A checklist is what that you require for Visa applications. You can make sure from this list that which documents you will require for notarization. An invitation letter may also include in it. Having all of your documents notarized would be advisable as it will indicate the authenticity of the documents.

Ordering an invitation letter for US Visa:

Here are the steps to follow;

Select your package

At first, select the type of package either the Regular or Express package.

Complete the applicable fee payment

You have to provide your personal details to finish the payment. This may contain your first name, last name, country of residence, email address, and information from your credit card. A credit card of PayPal can be used for payment.

Fill out the invitation letter form

Provide the accurate and sincere information in the form. The information is regarding you, your guest, and the dates when your loved ones or friend will arrive and depart the US. It is also important to give accurate details about the embassy or consulate where you submit the letter.

Submit the request

Press complete after providing complete information in the invitation letter form. After submission, you will receive the first draft of your letter.

Obtaining your invitation letter in your inbox

On the basis of the type of package you select, you will receive the invitation letter form as a PDF within two to three days.

Print the letter

Print the letter after receiving then sign it and send it to your guest. Then, it is sent by your guest to the US Embassy in their home country.

Who requires an invitation letter?

An invitation letter is required by the visitors who want to come to the United States. You can ask your relatives such as a family member, friend, or relative who are living in the States to write a letter of support for your visit. This way, your chances of obtaining a visa get strong. In case you are tourist then you can obtain such a letter from your tour company.

How to write an invitation letter for US visa?

An invitation letter for US visa is composed by a legal resident or a citizen of one country. It confirms that they’re willing to accept into their residence an individual from another country. The invitee could either be a family friend or a relative and this person will live with the host for the entire duration of their stay.

Moreover, for both host and guest, composing an invitation letter for visa purposes may feel intimidating. But, the process of drafting the letter is not that difficult. You should include the following necessary information;

  • The full name of the host
  • The host’s date of birth
  • In the US, the address and contact number of the host
  • The occupation of the host
  • The host’s status in the us
  • A copy of a document that proves the status of the host in the US
  • The signature of the host
  • The applicant’s full name
  • The applicant’s date of birth
  • The address and contact information of the applicant
  • The relationship of the applicant to the host
  • The reason for the applicant’s trip
  • Certain dates that show how long the applicant plans to stay in the US
  • The details about the applicants living expenses and accommodation


In conclusion, an invitation letter can be a formal or informal letter that requests the presence of a person, a group of people or an organization to an event. The invitation letters are of two types i.e. invitation letter for Visa and invitation letter for events.

Faqs (Frequently Asked Questions)

How to invite someone to the USA?

If you are legally living in the US then you have the right to invite family members and friends to visit the U.S. For this, you have to explain your legal status in the U.S. as well as your financial capability to support them.

What documents are required for an Invitation Letter?

The following documents are required to attach with an invitation letter;

1- Host’s ID or passport copy
2- Proof of means of financial subsistence
3- Evidence of homeownership or rental contract
4- The planned visit itinerary
5- The host’s time off from work documentation for the visit

Do you require an invitation letter to visit the U.S.?

An invitation letter isn’t a requirement but it is recommended as it can smooth the entire process. Furthermore, it is difficult to obtain a US visa due to the high number of applicants and USCIS adopting strict measures.

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