Visa Application Letters - With Samples and Letter Format

Written By: Richard Nathan
Fact Checked By: Lamia Darwish

Sep 26, 2022

15 min read

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It's common knowledge that you need to present a plethora of documents when applying for a Schengen Visa. However, one required document that is commonly overlooked is the Schengen Visa cover letter. At first glance, this may seem like a simple document to submit. Nonetheless, if you've never written such a letter before, it might seem a bit daunting.

But not to worry. In this post, you'll find everything you need to know when writing your first Schengen Visa cover letter. Additionally, you'll find templates of visa letters you can use when applying for your next Schengen Visa or any type of visa to be honest. After this post, you'll understand how to write a visa letter confidently.

No matter what type of visa you apply for, Atlys will provide you the necessary visa application letter to ensure that your visa is approved.

schengen visa
schengen visa

What Is The Schengen Visa Cover Letter?

Simply put, the Schengen Visa cover letter is a letter that includes important details regarding your trip to the Schengen Area. Think of it as a proposal of why you are eligible to receive your Schengen Visa. It mainly proves the purpose of travel to the Schengen Area.

Take note that it should be addressed to the Embassy, Consulate, or Visa Application Center where you plan to submit your Schengen Visa application.

Now, not all cover letters are the same. You'll find that the purpose of your trip will determine the content of your visa letter.

"What do you mean?"

A Schengen Visa can be issued for numerous travel purposes such as tourism, business, or medical purposes. Therefore, the cover letter you include must align with the purpose of your travel. Speaking of…


What Are The Types Of Schengen Visa Cover Letters?

As I just mentioned, the purpose of your trip will determine the content of your Schengen Visa cover letter. There are mainly 3 types of cover letters:

These are pretty self-explanatory. Just remember to include applicable information that supports the reason for your trip - I'll get to this next.

Please check out our Schengen Visa guide for more information related to the Schengen Visa.


What Information Should Be Included In The Schengen Visa Cover Letter?

The key to writing a convincing cover letter is details, details, and details. Remember, you need to convince Embassy/Consular staff that you're eligible for a Schengen Visa. Keep in mind that a standard Schengen Visa cover letter is used to prove the purpose of travel to the intended destination. Within this section I'll include a sample letter of purpose of travel.

Generally, your visa letter will include the following details:

  • The reason why you plan to visit the Schengen Country in question,
  • The dates you plan to enter and exit the country (flight reservations),
  • A detailed itinerary of what you plan to do in the Schengen Area,
  • Proof that you have the financial means to support yourself,
  • Where you plan to stay,
  • Other Schengen Member States you plan to visit (if applicable),
  • If you have someone that will sponsor your trip, explain your relationship and how they will support you (if applicable),
  • In the case that you can't submit any of the required documents, explain why you can't and what alternative documents you've submitted,
  • Other relevant information you find applicable,

Quick note: You can use your supporting/required documents to help prove the purpose of your trip. For example, instead of including the entire address of where you'll be staying, simply enter the hotel name and refer to your proof of accommodation.

"My friend and I plan to stay at ABC Hotel in Paris; attached is our complete hotel reservation."

Required Details For Medical Purposes

The information included in your cover letter for medical purposes (typically written by the doctor/specialist):

  • An official letterhead of the medical institution
  • Patient's diagnosis and history
  • Dates of the treatment
  • The treatment the patient will undergo and specific information thereof (how it will benefit the patient, the exact treatment, etc.)
  • The duration of the treatment
  • Any other relevant information

Quick note: You can also request the hospital/medical center abroad to write you an invitation letter. This is known as a Hospital invitation letter and will include relevant details regarding your medical treatment, trip details, personal information, etc.

Required Details For Business Purposes

When traveling for business purposes, your employer must include a cover letter for a business visa. A cover letter for a business visa must include the following:

  • Letterhead of company
  • Travel dates
  • The purpose of the business trip (what business will be conducted)
  • The duration of the trip
  • The company name, as well as your position in the company
  • The visa type you are applying for (Business Schengen Visa)
  • Contact information of the employer
  • Any other relevant information

Quick note: In some cases, you'll receive an invitation letter from company for visa from abroad. Meaning, the company you plan to visit abroad can also write you an invitation letter that can be attached to your visa application.

Next, we'll take a look at how to write a visa letter depending on your purpose of travel. You'll find handy visa letter templates and samples you can use for any type of visa you plan to apply for.

Cover Letter Samples

Next, you'll find samples of the different cover letters you can provide for your Schengen Visa application. Keep in mind that these samples are only a guideline, and you should edit the letter to suit your specific needs.

Sample Cover Letter For Tourist Visa/Sample Letter of Purpose of Travel


Date:

Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]

Subject: Cover Letter for tourism to [Schengen Country] of [applicant name] with Passport No. __________________

Dear Sir/Madam,

I would like to apply for a Schengen Visa to travel to [country name] from [enter date DD/MM/YY] to [enter date DD/MM/YY]

The purpose of my trip to [country name] is for tourism. I am excited to visit numerous tourist destinations such as [add places you plan to see] as well as experience [country name] unique cuisines and culture. Furthermore, I plan to visit the [city name(s)] to ensure I have the ultimate tourist experience.

[Feel free to add your schedule/itinerary and elaborate more on what you plan to do]

While visiting [country name], I plan to stay at the following hotels:

  • [hotel name and address] - [date DD/MM/YY]

  • [hotel name and address] - [date DD/MM/YY]

I am currently employed at [company name] with the title of [position] and have received approval for vacation days for the dates specified above. Furthermore, I will be supporting myself financially for my trip using [provide means of finances].

Please find attached all the required documents for my Schengen Visa application.

I trust that you will find everything is in order. However, if you have any questions or requirements, please do not hesitate to contact me anytime.

Thanking you in advance for a favorable reply to my application.

Sincerely,

[Your Complete Name] [Your Address]


Sample Cover Letter For Medical Visa

In most cases, your medical examiner/specialist will provide this visa letter to you.


[Official letterhead of hospital/medical institution]

[Current Date]

[Name of Referring Hospital]

[Address and Phone]

[Patient Name]

Dear Sir/Madam,

I am writing on behalf of my patient, [patient Name here], to document the medical need of [medication/treatment/equipment in question] for the treatment of [the exact diagnosis]. Please, find in this letter the information regarding the patient's medical diagnosis and history and a summary of my treatment motive.

I am writing on behalf of my patient, [name], to confirm the medical necessity of [treatment/medication] for [the treatment in question]. This visa letter will contain information regarding [name ('s)] medical diagnosis, history, and a summary of my treatment motivation.

Patient's Diagnosis and History:

(Add applicable information of the patient's diagnosis and medical history)

Treatment:

(Add applicable information about the patient's treatment, the reason thereof, and how it will benefit the health of the patient)

Treatment Duration:

(Add the expected duration of the treatment)

Summary:

As highlighted, the [medication/treatment] is truly necessary for my patient's medical condition. I am confident that with the correct treatment and care, my patient would be able to successfully recover/improve.

Please do not hesitate to contact me if any further information is required to guarantee the approval of my patient's medical treatment.

Sincerely,

[name and signature of physician]


Quick note: Ensure that you include other relevant required documents alongside your medical cover letter. These can include records of your medical condition, health insurance policies, and so on.

Sample Cover Letter For Business Visa


[Letterhead of Company]

[Date]

[Embassy name]

[Embassy address]

Dear Consul General:

I'm writing this letter to confirm that Mr./Mrs.[Name and last name] is an employee at [company name], as [job title/position].

During the last [number of years you've been working at the company], Mr./Mrs. [name] has been a key part of improving relationships with our investors abroad. As such, Mr./Mrs. [name] will be traveling to [name of city], [country] from [date of entry] until [date of exit] for a total of [number of days] to attend to the following work-related activities: [Write in as much detail as possible about the business that will be conducted abroad]

Furthermore, during this time, Mr./Mrs. [name] will be attending an important business meeting in (city name) to improve corporate relations with our partners abroad.

Mr./Mrs. [name] will be staying at [hotel name, address, phone number] and will return back to [country of origin] on the dates specified above.

I kindly ask for the [visa type] to be issued to Mr./Mrs. [name and surname] at your earliest convenience.

Please, do not hesitate to contact me if you need any additional information.

Kind regards,

[Supervisor signature]

[Name and last name]

[Title]

[Phone number]

[Address of employer]


What Is A Sponsorship Letter?

A sponsorship letter is required when you (the applicant) won't provide the funds for your trip abroad and is written by the person who will be funding your trip (the sponsor). It's an important document that proves you'll have the financial means to support yourself for the duration of your trip (for expenses such as accommodation, food, transport, etc.)

Quick note: This should not be confused with an invitation letter. Here I'll provide a sample of Schengen Visa letter of sponsorship you can use for sponsorships.

What Should Be Included In A Sponsorship Letter?

The sponsorship visa letter should include details of both the applicant as well as the sponsor. Here's what you can include:

  • Your personal details
  • Your trip details (travel dates, an itinerary, etc.)
  • The duration of your trip
  • Your sponsor's personal details (Name, surname, and contact details)
  • What expenses will be paid

One more thing:

Your sponsor should also submit copies of the following required documents:

  • Copies of their passport/ID
  • Proof of sufficient funds such as bank statements or payslips
  • A travel itinerary (if applicable)
  • Proof of accommodation for the applicant
  • A flight itinerary to prove that you will return to your home country (if applicable)

Let's look at a sample of Schengen Visa letter of sponsorship...

Schengen Visa Sponsorship Letter Template

The following sample of Schengen Visa letter of sponsorship can be used as a guideline. For this sample visa letter, we'll look at a husband who will be sponsoring his wife's trip (you could just replace "wife" with the applicant's name).


Date:

Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]

Subject: Sponsorship Letter for [Wifes name] with Passport No. __________________

Dear Sir/Madam,

I, [Your full name], currently residing at [address] and a [country] citizen, am writing in support of my wife, [Wife's full Name], visa application.

[Wife's Name] will be traveling with me to [Destination name] for tourism and vacationing purposes. My wife and I will depart on [enter date DD/MM/YY] and return to [enter home country/other country] on [enter date DD/MM/YY].

During the dates specified above, my wife and I plan to visit [places you plan to visit] [add more details if applicable - a schedule, tours, etc.]. In addition, [Wife’s name] will be staying with me at [hotel name(s)]. Furthermore, I will cover all expenses through [provide means of funding].

Please find all the required documents attached to this letter to support the given statements.

Kind regards

[applicant name]

[Your home address]

[Your phone number]

[Your occupation]

[Your signature]


What Is An Invitation Letter?

An Schengen Visa invitation letter is generally a visa letter stating you've been invited from a person/entity that resides in the Schengen Area (or abroad).

For example:

When you plan to visit a friend or relative who lives in the Schengen Area, you'll need to present an Schengen Visa invitation letter written by the person who resides in the Schengen Area.

Quick note: There are different types of invitation letters, such as a business or hospital invitation letter. Each visa letter will contain specific details of your intended trip.

What Information Should Be Included In An Invitation Letter?

Because the letter will be written by the host (relative/friend) within the Schengen Area, the letter will include both your as well as the host's information.

  • Host's personal information such as their name, contact details, address, etc.
  • The residency status of the host within the Schengen Area (citizen/residence permit)
  • Your (applicant's) personal information like your full name, passport number, contact information, and so on.
  • The relationship between you and the host
  • Intended entry and exit dates
  • The purpose of your travel
  • An travel itinerary
  • Any other relevant information

Next, let's take a look at how to write a visa letter when inviting a friend or relative.

Invitation Letter Sample

For the purpose of this post, I'll provide a sample visa letter you can use when visiting friends or relatives in the Schengen Area:


Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]

Subject: Invitation Letter for [Applicant’s Name] with Passport No. __________________

Dear Sir/Madam,

I, [host's name], am writing this letter on behalf of [applicants name] to support his/her visa application to [country name]. I currently reside in [country name] as a citizen/permanent resident at [address].

[Include information of the relationship between the host and the applicant]

[Applicant's Name] will be visiting me from [enter date DD/MM/YY] to [exit date DD/MM/YY] for tourism purposes in [country name]. We plan to visit [tourist destinations/cities/places] during the specified dates to engage in numerous tourism activities such as [add booked tours/agenda/itinerary]. Furthermore, [applicant name] will be staying with me at [host's address] until their departure date to [applicant's home country]. All expenses for the planned trip will be covered through [provide means of funding] by the [applicant name].

Should you need any additional information or have any questions, please don't hesitate to contact me.

Kind regards,

[host's Signature]

[host's Name]

[host's Address]

[host's Phone Number]

[host's Email]


Quick note: The host should include copies of their residence permit/passport, proof of accommodation (address), and any other applicable documentation.

countriesschengenArea1.jpg
countriesschengenArea1.jpg

Tips For Writing A Letter For Visa Applications

How to write a visa letter is not the only thing you should know. Writing a cover letter can be effortless if you understand what information authorities are looking for. However, if it's your first time writing a visa letter to official embassy authorities, it might seem a little daunting. Therefore, I recommend using Atlys when applying for any visa, as they will generate a visa application letter for you. Even so. I'll include some useful tips you can use when writing your next cover letter.

  • 1. Include important details: To increase the chances of a successful visa application, be sure to include important information regarding your trip to the Schengen Area. However, think of what authorities would want to know about.

For example, authorities are not interested in the means of transportation you plan to use when visiting the Schengen Area. However, they want to know what cities you plan to visit and if you have booked any accommodation within those cities.

  • 2. Always refer to your supporting documents: The great thing about your supporting documents is that you can refer to them within your cover letter. This proves the purpose of your trip and acts as additional information that you don't need to include within your cover letter.

For example, if you have a planned trip itinerary, you can mention a few activities within your cover letter and refer to your planned itinerary attached to your visa application. Should authorities want to know more about what you plan to do, they would find more information in your complete itinerary.

  • 3. Don't be too personal: Remember, you're only trying to prove the purpose of your trip, not explain your ambition for travel. It's acceptable to explain your relationship with a friend or family member you plan to visit. However, it's not recommended to highlight how much you've missed them and how you can't wait to see them because it's been 10 years since you've had a coffee and discussed politics and love.

  • 4. Avoid including unnecessary details: Including essential travel details is important. Nonetheless, you should avoid including information that adds no value to your visa application. A good way to ensure that the information you've included is important is to use your required documents as a reference.

For example, adding that you plan to finance your trip using cash is important. Yet, embassy authorities don't want to know how much you plan to spend on transportation, food, clothes, and other expenses. Instead, they just want to confirm that you have the financial means to support yourself for the duration of your trip.

  • 5. Keep your letter short and to the point: I know I sound like a broken record, but including important information (only) will help keep your letter short and to the point. As a result, authorities will have a much easier time reading through your visa letter, increasing your chances of a successful visa application.

You Can Now Confidently Write Your Own Schengen Visa Letter

After reading through this post, you'll be able to easily write your own visa letter no matter the Schengen Visa you plan to apply for. Remember, you can use the sample visa letters as a guideline. However, it would be best if you make it your own. You now know everything there is on how to write a visa letter.

Schengen Countries
Schengen Countries

Frequently Asked Questions

Where Should I Submit My Schengen Visa Cover Letter?

Once you have written your cover letter, you must submit it alongside your visa application form and other required documents at the Embassy, where you will lodge your visa application.

What Other Countries Can I Visit With My Schengen Visa?

With your Schengen Visa, you can visit the following Schengen Member States in Europe:
Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, and Switzerland.

It would be beneficial for you to discover which Schengen countries have the highest visa rejection rates.

What Should I Do When I Plan To Visit More Than One Schengen Country?

The country competent for examining and deciding on an application for a Schengen visa shall be the Country whose territory constitutes the sole destination of the visit. If you're planning on visiting more than one Schengen areas more the visa should be requested from the Embassy of the Country whose territory constitutes the main destination of the visit in terms of length or purpose of stay. If you can't determine which Schengen area constitutes the 'main area' you should apply at the Embassy of the Country of point of entry.

You must indicate that you plan to travel to multiple Schengen Countries within your cover letter. Moreover, you need to include the exact travel dates, where you plan to stay, the purpose of your visits, and a travel itinerary/agenda.

Why Is A Cover Letter Important?

In some cases, you might not be able to attend an in-person interview with a visa officer, especially when applying through a Visa Application Center (like VFS global). A cover letter will help clearly explain the purpose of your travel to the embassy authorities responsible for processing your visa application. Not only will a cover letter facilitate the visa processing time, but it will also potentially increase the chances of a successful visa application.

However, if you need to attend an in-person interview here are some tips to nail your Schengen Visa interview.

Can I get a Schengen visa without an invitation letter?

When traveling for any purpose to a Schengen area country, it's definitely recommended to have an invitation letter. The letter will make it much easier for the Embassy to grant you the Schengen Visa.

What Other Documents Should I Submit Alongside My Schengen Visa Cover Letter?

For a successful visa application, you'll need to submit certain documents that form part of the Schengen Visa requirements. You must submit the following documents in addition to your cover letter:

  • A Valid Passport (valid for 6 months after your trip)
  • 2 Passport-Size Pictures
  • A Complete Schengen Visa Application Form
  • A Flight Itinerary or Return Flight Ticket
  • Proof Of Financial Means (bank statements for the past 6 months)
  • Proof Of Accommodation (hotel bookings, Airbnb reservations)
  • A Cover Letter
  • Valid Schengen Travel Insurance
  • Employment Status Documents
  • Proof Of Civil Status
  • COVID-19 Requirements
How To Write A Cover Letter For VFS Global?

Writing a cover letter for VFS Global is as simple as writing a letter to the embassy. Keep in mind that VFS Global acts as a bridge between you and the embassy. So when writing a cover letter for VFS Global use the samples above (depending on purpose). In any case, remember that any visa cover letter follows the same principle and format.

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