Invitation Letter for Schengen Visa: Sample, Format & Country Forms (2026)

If you are visiting a friend or relative in Europe, the consulate wants to know who they are, where you will stay and why you are going. A short, signed invitation letter from your host answers all three. A vague one — no address, no dates, no copy of the host's ID — leaves the officer unable to check your accommodation and purpose, which are standard reasons for refusal.

This guide covers what the letter must say, a sample you can copy, and the countries where a plain letter is not enough.

01Key takeaways

• An invitation letter says who is hosting you, where and when. A sponsorship letter says who pays. One letter can do both if it covers both clearly.
• The host signs it and attaches a copy of their passport or residence permit and proof of address.
• Some destinations want an official host form instead of a plain letter — France's attestation d'accueil is the best-known example.
• Dates and address must match your itinerary, flights and cover letter exactly.

02Invitation letter vs sponsorship letter

If your host also pays, put both in one letter and attach both sets of documents.

03What the letter must include

1. Host's full name, date of birth, nationality and full address.
2. Host's passport or residence-permit number and their status in the country (citizen or legal resident).
3. Your full name, date of birth, passport number and how you know each other.
4. Exact arrival and departure dates.
5. The address where you will stay and confirmation that it is free of charge (if it is).
6. The purpose of the visit.
7. Whether the host also covers other costs — and if so, which.
8. Date, place, host's phone and email, and handwritten signature.

04Copy-ready invitation letter sample

Replace everything in square brackets. Print, sign by hand and attach the documents listed below.

[Host full name]
[Street, number, postcode, city, country]
[Phone] · [Email]

To: The Consulate / Embassy of [country]
[City], [date]

Subject: Invitation letter for [your full name], passport no. [number]

Dear Sir or Madam,

I, [host full name], born on [date of birth], [nationality], holder of
[passport / residence permit] no. [number], residing at [full address],
invite [your full name], born on [date of birth], passport no. [number],
my [relationship, e.g. cousin / friend since 2015], to visit me from
[arrival date] to [departure date].

The purpose of the visit is [e.g. to spend the holidays with my family].
During the stay, [your first name] will live at my address above free of
charge. [Optional: I will also cover [meals / local transport / all costs]
during the visit.]

I confirm that [your first name] intends to return to [home country] on
[departure date].

Attached: copy of my [passport / residence permit], proof of address
[e.g. rental contract or utility bill dated within 3 months]
[, my bank statements for the last 3 months].

Yours faithfully,

[Signature]
[Host full name]

This sample is a starting point, not legal advice. Your consulate's checklist always takes priority.

05Documents the host attaches

• Copy of the host's passport or residence permit.
• Proof of address: rental contract, property deed, or a recent utility bill.
• If the host pays: their recent bank statements or payslips — see sponsorship letter.
• Optional but helpful: proof of your relationship (photos together, family documents).

06When an official form replaces the letter

France — attestation d'accueil. The host requests it at their town hall (mairie) and pays €30 in fiscal stamps (service-public.fr, checked 31 October 2026). A plain letter is not a substitute when you stay with a private host in France.

Germany (Verpflichtungserklärung) and Spain (carta de invitación) also use official host documents in some cases. Requirements differ by city and situation, so the host should confirm with their local foreigners' office or police station. The proof of accommodation guide explains how these documents fit into your file.

For other destinations, a signed letter plus the documents above is usually accepted — always check your consulate's or visa centre's checklist.

07Common mistakes

• Letter not signed by hand, or no date.
• Dates that don't match your flights or itinerary.
• No copy of the host's ID or proof of address.
• Host's address differs from the address in your application form.
• The cover letter doesn't mention the host at all.

08Make your file consistent

Your cover letter should name your host, their address and the dates, so the officer reads the same story everywhere. SchengenDoc's complete short-stay file builds your cover letter, day-by-day itinerary and checklist from one set of answers — including host details.