The United Kingdom receives almost one million visa applications every year, but around 20% are rejected. One of the main reasons for this is the lack of clear evidence explaining why the applicant wants to come to the UK. Just as importantly, immigration officials want proof that potential visitors have the means to support themselves for their entire stay in the country.
A UK visa invitation letter is key to answering all those questions. Unfortunately, many people don’t know how to write a good one, missing out on the chance to address critical issues that could affect whether or not they receive a visa.
In this article, our Remitly team will guide you through how to write a compelling invitation letter for a UK visa application. We’ll cover essential requirements, what to include, and outline helpful tips that could increase the chances of getting your visa approved.
What is a UK visa invitation letter?
A visa invitation letter is a formal communication inviting someone to visit the UK for a specific period and purpose. Also known as a sponsorship letter, it’s submitted as part of the visitor’s visa application.
Who can write the visitor visa invitation letter?
To be considered as a valid sponsor who can write this letter, one must be a legal UK resident, which includes:
- UK citizens
- Permanent residents
- Anyone with a valid Indefinite Leave to Remain (ILR)
Additionally, the letter writer must have a relationship with the visitor. They could be family or friends, an employer, or anyone linked with the traveller’s reason for visiting or moving to the UK.
What does the visa invitation letter do?
In a nutshell, this official letter is an opportunity for the writer, or sponsor, to accomplish two things:
- Explain the purpose of the visa applicant’s visit to the UK
- Show how the visitor will support themselves during the trip
If a sponsor intends to provide the visitor with financial support during their UK stay, the letter should also outline this support and provide evidence of means. Most importantly, it’s always accompanied by supporting documents backing up every detail.
What a UK visa invitation letter doesn’t do
Like many other immigration processes, applying for a UK visa comes with its share of misconceptions. Let’s debunk the most common ones:
“You need an invitation letter for all UK visa applications.”
Invitation letters aren’t generally required if the applicant is going on a self-funded trip and paying to stay in hotels. But if a sponsor needs to cover their stay via accommodation or direct financial support, the letter will strengthen their application.
“An invitation letter guarantees a visa.”
An invitation letter—especially from a business or academic institution—can be a significant deciding factor when it comes to visa approval, but it doesn’t guarantee success. Each visa will still be assessed on the overall merits of the application.
“A sponsor is legally responsible for the visitor.”
The sponsor is not legally responsible for visitors when they reach the UK. That’s because invitation letters aren’t legal contracts and don’t form a binding relationship. Similarly, sponsors aren’t liable if visitors overstay their visas or commit crimes.
When do you need an invitation letter for UK visas?
While you won’t always need an invitation to visit the UK, these letters are often a necessary part of the visa application process.
Types of invitation letters
Sponsorship letters can generally be divided into two types: informal and formal.
Informal letters: These are written by family and friends inviting a visitor to the UK, usually for tourism purposes, spending time with loved ones, or attending events like weddings or graduations. They are also acceptable when applying for a visa for a spouse, fiancé or partner, parent, or dependent.
Informal letters are commonly used by travellers on self-funded trips to strengthen their Standard Visitor Visa application. But these letters can be beneficial in difficult cases, too, like when the visitor is coming from a country that traditionally has issues obtaining UK visas.
Formal letters: These are issued by universities, businesses, and other professional bodies inviting someone to the UK for a specific purpose. If your company operates in sectors like healthcare, IT, engineering, and more, it may be able to act as a visa sponsor. A wide variety of UK visas require these formal letters of invitation, like those outlined below.
Visa types that require an invitation letter in the UK
Every visa application is different, and individual circumstances will determine whether a sponsorship letter is required. However, they are more commonly needed for some types of visas than others. These include:
- Student Visa: Issued by educational institutions verifying the offer of a position in an approved course.
- Work Visa: Written by employers to confirm a job offer and their legal right to sponsor foreign employees. Companies can also sponsor graduate visas, extending their stay after course completion.
- Business visits: Provided by business partners when the visitor is planning to participate in business meetings, conferences, or negotiations.
- Medical treatment: Issued by hospitals and healthcare providers confirming treatment plans.
- Religious and cultural visits: Written for religious and charity workers or artists and entertainers by the inviting organisation.
- Special category visas: This covers academic, legal, and government visitors invited by a UK organisation.
UK visa invitation letter requirements
While every invitation letter will be different based on each applicant’s unique context, there are some crucial pieces of information they should all include.
About the sponsor
Each letter should identify the sponsor, their residency status, and their position as an established member of the community. Be sure to include:
- Sponsor’s full name, date of birth, and contact details.
- Details of the sponsor’s immigration status in the UK, such as citizenship, residency, or visa type. Provide any relevant passport or visa details, too.
- Sponsor’s occupation and employment details.
- Their proof of address, such as a tenancy agreement or utility bill.
- The relationship to the visitor.
About the visitor
Additionally, the invitation letter should clearly identify who the visitor is and their relationship with the sponsor, outlining:
- The visitor’s full name, date of birth, and passport details, including passport number.
- The visitor’s full address in their home country.
- Details about the visitor’s circumstances, including employment, family ties, and reasons to return home.
About the visit
Lastly, supply detailed information about the visit itself. Specifically, always outline:
- The purpose and duration of the visit, including arrival and departure dates and airplane details if available.
- Itinerary and planned activities, which establish the purpose of the visit.
- Accommodation arrangements and the address where the visitor will stay.
- Financial arrangements, detailing who pays for what. Use payslips and bank statements to demonstrate financial means.
How to write invitation letters for UK visitor visas
Once you’ve laid the proper groundwork, it’s time to actually prepare the letter itself. Here’s our detailed step-by-step guide to the process:
Step 1: Follow the correct format
To ensure your letter is taken seriously by immigration officials, use proper formal formatting.
- Place the date at the top right or left corner of the letter
- Include your full name and full address beneath the date
- Include a reference line that states the purpose of the letter, for example, “Visa Application of John Doe (Passport Number 12345678).”
Finally, address your letter formally to the “Entry Clearance Officer” or “To Whom It May Concern.” While the letter is about the applicant, it is written to the immigration officials who will review their application.
Step 2: Start with a clear opening statement
Next, provide a clear opening statement that explains the point of your letter. Identify who you are, who you are inviting to the UK, and why. You can then expand on relevant information in subsequent parts of the letter. Consider the following example:
“I, [Your Full Name], am writing this letter to formally invite my [friend/family member], [Visitor’s Full Name], to visit me in [Your City] from [Start Date] to [End Date]. The purpose of this visit is to [state the reason, e.g., attend my wedding, celebrate a holiday, or tourism].”
Step 3: Provide comprehensive details
Explain your relationship to the visa applicant in detail. Also, state the purpose of their visit and how you’ll support them during their stay. While it is best to be as concise as possible, adding details can help immigration officials make a confident decision about the application. Make sure to include.
Step 4: Close professionally
End your letter with a polite and professional closing statement. You can thank officials for considering your letter and invite them to contact you if they need further information.
- Use a sign-off such as “Sincerely” or “Respectfully yours”
- Add a signature above your name
Step 5: Attach supporting documents
Wherever possible, include supporting documents to confirm statements made in your letter.
- Verify identity with a passport or visa.
- Confirm relationship using a birth certificate, marriage licence, or business contract.
- Back up the purpose of the visit with a wedding or graduation invitation, hotel booking, conference program, or more
- Offer proof of finances and other support through a house deed, rental contract, or recent household bill, copies of receipts for flight tickets or hotel bookings, and bank records demonstrating your means.
Common mistakes you should avoid
When putting the letter together, many people make common mistakes that could complicate applications or lead to rejection.
Vague or incomplete information
You don’t want to overwhelm immigration officers with unnecessary information, but being too vague or leaving out details can be a red flag. So, be specific about dates, where the visitor will stay, and who will be financially responsible.
Inconsistencies
Immigration officers check that information is consistent across the whole visa application. This means that the invitation letter needs to be consistent not only with your supporting documents, but with information provided by the visitor elsewhere in their application. Check the details with them before finalising your letter.
Not explaining the relationship
Properly explaining the relationship between the sponsor and visitor is vital, especially when both parties aren’t family members. This omission can undermine the entire visa application. Provide specific information about how you know each other, the nature of your relationship, and how close you are.
Lack of detail on accommodation
Simply saying your guest will stay with you isn’t enough. Instead, supply the full address of the accommodation to show that you have a specific, verifiable plan for hosting them.
Using informal language
Avoid casual language, slang, or abbreviations. Every invitation letter should be written as an official, formal document and carefully proofread before submission.
Prepare your invitation letter with confidence
While the prospect of writing a UK visa invitation letter can feel daunting, it is a worthwhile process that can make a significant difference when visa applications are being assessed. The important thing is to include the crucial information:
- Who are you
- Who are you inviting
- What is your relationship
- What is the purpose of the visit
- How everything will be paid for
If you cover all these points honestly and transparently, you’ll significantly boost the chances of success.
While the letter is addressed to immigration authorities, send it to the visa seeker once it’s done, so they can decide whether or not to include it as part of their application. Standard applications for non-settlement visas take about three weeks, so you won’t have to wait long for an outcome. You can learn more about UK visas on the official GOV.UK website.
FAQs
How long should a UK visa invitation letter be?
There is no standard length for a UK visa invitation letter, but try to keep it to a single page. As a rule, be as concise as possible while covering all the relevant information. Remember, immigration officials read hundreds of such applications every day, so make it easy for them to navigate your letter to find the relevant information.
Can I email my invitation letter, or does it need to be posted?
Once the letter of invitation is complete, it should be sent to the person making the UK visa application so they can upload it as part of their application. The letter needs to be digitised for this purpose, so it can be sent as a PDF file via email, as long as it contains the sponsor’s signature or e-signature. If you decide to send the letter to the applicant by post, send a copy and keep the original for your records.
What if I can’t provide bank statements as the inviting person?
If you plan on covering all or part of your visitor’s costs as a sponsor, you’ll need to provide proof of your means. Bank statements are often the easiest way to do so, but if that’s not possible, you can provide other evidence of income, such as payslips or an employment contract.
Do I need to get my invitation letter notarised or certified?
No, having an invitation letter notarised or certified isn’t necessary. However, while not required, it can add credibility to the application.
Can I invite multiple people in one letter?
Yes. As a sponsor, you can invite multiple people in the same letter, and you may choose to do so if they are travelling together for the same purpose. If they are making the application together, they may only need to upload the letter once. But if they’re doing so separately, each applicant can upload the same letter as part of their application.
What happens if the information in my invitation letter doesn’t match other documents?
If the information you provide in your invitation letter doesn’t match other documents supplied by the applicant, this is a clear red flag for immigration officials. The visa application is likely to be delayed or rejected. This is one of the most common mistakes people make when composing an invitation letter, so triple-check everything before finalising yours.