Schengen Visa Invitation Letter: What To Include And When It Needs A Stamp
Schengen Visa Invitation Letter: What To Include If Staying With Friends Or Family
If you are staying with a friend or family member during your Schengen trip, you may need an invitation letter from your host. This letter helps the consulate understand where you will stay, who is hosting you, your relationship with the host, and why you are visiting.
But a simple letter is not always enough. Some Schengen countries accept a signed host letter with supporting documents, while others may require an official accommodation certificate, municipal form, sponsorship declaration, or host signature verification.
The safest rule is simple: your invitation letter should match your itinerary, accommodation plan, and the checklist of the country you are applying to.
If you are preparing the rest of your Schengen file, start with our Schengen Visa Requirements guide so your invitation letter fits the full application.
Quick Answer: What Should A Schengen Invitation Letter Include?
A strong Schengen visa invitation letter should include the host’s details, your details, the relationship, exact stay dates, accommodation address, travel purpose, and the host’s signature.
Section | What To Include |
|---|---|
Host Details | Full Name, Address, Phone Number, Email, Passport Or Residence Permit Copy |
Guest Details | Full Name, Date Of Birth, Passport Number, Nationality |
Relationship | Family, Friend, Partner, Business Contact, Or Other Relationship |
Stay Details | Exact Arrival And Departure Dates |
Accommodation | Address Where You Will Stay |
Purpose | Family Visit, Friend Visit, Tourism, Event, Or Other Short-Stay Purpose |
Responsibility | Whether The Host Provides Accommodation Only Or Also Financial Support |
Supporting Documents | Host ID, Residence Permit, Proof Of Address, Official Form If Required |
Signature | Host Signature And Date |
The European Commission says Schengen visa applicants may need supporting documents showing the purpose of the journey, accommodation, and proof of sufficient means, depending on the visit purpose and local checklist.
Does A Schengen Invitation Letter Need To Be Officially Stamped Or Notarized?
Not always. Whether a Schengen invitation letter needs a stamp, notarization, legalised signature, or official municipal form depends on the country you are applying to and whether your host is only providing accommodation or also sponsoring your expenses.
For many applications, a signed invitation letter with the host’s passport or residence permit copy and proof of address may be enough. But for some countries, private accommodation or financial sponsorship can require a specific official form.
For example:
Country / Situation | What May Be Required |
|---|---|
France Private Stay | Certificate Of Staying With A Relative Validated By The Town Hall |
Germany Family/Friend Visit | Invitation Letter, Host ID/Residence Copy, And Private Accommodation Proof; Formal Obligation Letter May Matter If Financial Support Is Involved |
Netherlands Private Accommodation | IND Proof Of Private Accommodation Form |
Netherlands Sponsorship | IND Proof Of Sponsorship Form, Often With Legalised Signature |
Austria Financial Sponsorship | Electronic Declaration Of Commitment |
Switzerland Financial Sponsorship Concern | Declaration Of Sponsorship May Be Required By The Embassy Or Consulate |
France-Visas says proof of accommodation may include a hotel reservation or a certificate of staying with a relative validated in the town hall. Netherlands Worldwide says hosts can provide private accommodation by completing the IND proof of private accommodation form. Austria’s official government portal explains the Electronic Declaration of Commitment for invitations by private individuals, companies, or associations. Switzerland’s official guidance says a declaration of sponsorship may be required if the consulate doubts the applicant has sufficient financial means.
Do not assume one normal invitation letter works for every Schengen country. Always check the embassy or visa centre checklist for the country handling your application.
Invitation Letter Vs Official Host Form: What Is The Difference?
An invitation letter is usually a written letter from your host explaining that they are inviting you and confirming where you will stay.
An official host form is different. It is usually issued, validated, legalised, or processed by a local authority, municipality, immigration office, or police authority.
Here is the difference:
Document | What It Means |
|---|---|
Invitation Letter | A Signed Letter Written By The Host |
Host ID / Residence Permit | Proof The Host Is Legally In The Schengen Country |
Proof Of Address | Proof The Host Lives At The Address Where You Will Stay |
Official Accommodation Certificate | A Country-Specific Document Confirming Private Accommodation |
Sponsorship / Obligation Form | A Formal Document Showing The Host May Cover Costs |
Notarized Or Legalised Signature | Host Signature Verified By An Authority, If Required |
This distinction matters because a private stay has two parts: where you will sleep and who will pay for the trip. If your host only gives you a place to stay, a host letter and accommodation proof may be enough in some countries. If your host is also paying for your expenses, the embassy may ask for stronger sponsorship evidence.
What Details Must The Host Include?
Your host invitation letter should be clear and specific. Avoid vague wording like “my friend will visit me sometime this summer.”
1. Host’s Personal Information
The letter should include:
Host’s Full Name
Full Residential Address In The Schengen Country
Phone Number
Email Address
Nationality
Passport, National ID, Or Residence Permit Copy
Proof Of Address, If Required
Germany’s Embassy in Jakarta checklist for a family or friend visit asks for an invitation letter explaining the purpose of visit, plus the host’s passport copy and residence permit copy if the host is not German. It also asks for valid hotel, accommodation reservation, or confirmation from a private host.
2. Guest Information
The letter should also identify you clearly.
Include:
Your Full Name As Shown In Passport
Date Of Birth
Passport Number
Nationality
Current Address
Relationship To The Host
This helps the consulate match the invitation letter to your visa application and passport.
3. Relationship Between Host And Guest
Explain how you know the host.
Examples:
Parent / Child
Sibling
Spouse Or Partner
Cousin Or Extended Family
Friend
Former Classmate
Business Contact
Event Host
If the relationship is family-based, include proof if available, such as birth certificates, marriage certificates, family registration, or photos. If the relationship is friendship-based, explain the context simply.
4. Exact Dates Of Stay
The letter should mention your exact stay dates.
For example:
I will host [Guest Full Name] at my residence from 10 June 2026 to 18 June 2026.
The dates should match your:
Visa Application Form
Flight Reservation
Travel Itinerary
Travel Insurance
Accommodation Proof
Cover Letter
If your dates do not match, the application can look careless or inconsistent.
5. Accommodation Address
The host should clearly state the address where you will stay.
Include:
Street Address
City
Postal Code
Country
Type Of Accommodation, If Relevant
Confirmation That You Will Stay There
If your trip includes multiple Schengen countries, the host letter only covers the nights you stay with that host. You still need hotel bookings, Airbnb confirmations, or other accommodation proof for the rest of the trip.
For the full accommodation section, use our Proof Of Accommodation For Schengen Visa guide.
6. Purpose Of Visit
The host should explain why you are visiting.
Examples:
Family Visit
Friend Visit
Holiday With Host
Birthday, Wedding, Or Family Event
Short Cultural Visit
Business Meeting Or Conference, If Relevant
Keep this simple and truthful. If you are applying for a family or friend visit, the invitation letter should support that purpose. If the trip is partly tourism, mention it naturally.
7. Who Is Paying For The Trip?
This is one of the most important details.
The host should clearly state whether they are:
Providing Accommodation Only
Covering Meals Or Daily Expenses
Paying For The Full Trip
Only Inviting You, While You Pay For Yourself
If the host is covering costs, the embassy may ask for extra financial documents or an official sponsorship form. For Switzerland, official guidance says a declaration of sponsorship may be required if the embassy or consulate doubts the applicant has sufficient financial means; the sponsor may confirm they will cover uncovered costs up to CHF 30,000.
8. Return And Compliance Statement
A host can include a simple statement that the visit is temporary and that the guest intends to leave the Schengen Area before the visa expires.
Avoid overpromising. The host cannot legally guarantee visa approval or force the applicant to return. A better wording is:
The visit is temporary, and [Guest Name] plans to leave the Schengen Area before the end of the authorised stay.
9. Signature And Date
The letter should be signed and dated by the host.
Include:
Date Of Letter
Host Signature
Printed Host Name
City And Country
If the embassy requires a legalised signature, official stamp, or municipal validation, the host should follow that country’s process.
Sample Schengen Invitation Letter For Staying With Friends Or Family
Use this as a general sample only. Some embassies may require a specific form or additional documents.
Subject: Invitation Letter For Schengen Visa Application
To Whom It May Concern,
I, [Host Full Name], born on [Date Of Birth], holder of [Passport / National ID / Residence Permit Number], currently residing at [Full Address], would like to invite [Guest Full Name], born on [Date Of Birth], passport number [Passport Number], nationality [Nationality], to stay with me during their visit to [Country].
[Guest Full Name] is my [relationship, e.g. sister, cousin, friend]. The purpose of the visit is [family visit / friend visit / tourism / attending family event]. The planned stay is from [Arrival Date] to [Departure Date].
During this period, [Guest Full Name] will stay at my residence at [Full Address]. I will provide accommodation for the duration of their stay with me. [Guest Full Name] will cover their own travel and personal expenses.
OR
I will also support [Guest Full Name] with [accommodation / meals / daily expenses], and I have attached the relevant supporting documents.
The visit is temporary, and [Guest Full Name] plans to leave the Schengen Area before the end of the authorised stay.
Please find attached my [passport / national ID / residence permit copy], proof of address, and any other required documents.
Sincerely,
[Host Signature]
[Host Full Name]
[Phone Number]
[Email Address]
[Date]
Template: Schengen Invitation Letter
Use this fill-in-the-blank version if you want a cleaner format.
Subject: Invitation Letter For Schengen Visa Application
I, [Host Full Name], residing at [Full Address], invite [Guest Full Name], passport number [Passport Number], to stay with me in [Country] from [Arrival Date] to [Departure Date].
I am [Host Nationality / Residence Status] and have attached a copy of my [Passport / National ID / Residence Permit] and [Proof Of Address].
My relationship with the applicant is [Relationship]. The purpose of the visit is [Purpose Of Visit].
During the stay, the applicant will live at [Accommodation Address]. I will provide [Accommodation Only / Accommodation And Meals / Full Financial Support].
This is a temporary visit, and the applicant plans to leave the Schengen Area before the end of the authorised stay.
Signed,
[Host Full Name]
[Signature]
[Date]
[Phone Number]
[Email Address]
Supporting Documents To Attach With The Invitation Letter
A Schengen invitation letter is usually stronger when it comes with support documents.
Prepare:
Host Passport, National ID, Or Residence Permit Copy
Proof Of Address
Proof Of Relationship, If Relevant
Official Host Form, If Required
Proof Of Sponsorship, If Host Pays For Expenses
Applicant’s Flight Reservation
Applicant’s Travel Insurance
Accommodation Proof For Other Trip Nights
Day-By-Day Itinerary
If your itinerary includes both host stays and hotels, make sure the dates do not overlap or leave unexplained gaps. Our Schengen travel itinerary guide can help align the route.
Country-Specific Examples To Check
France
For private accommodation in France, a normal invitation letter may not be enough. France-Visas says travelers may need a certificate of staying with a relative validated in the town hall.
Germany
For Germany family or friend visits, the checklist can ask for an invitation letter explaining the purpose of visit, host passport copy, residence permit copy if the host is not German, and confirmation from the private host. If financial support is involved, a formal obligation letter may be relevant depending on the case and local checklist.
Netherlands
For the Netherlands, hosts can complete the IND proof of private accommodation form. If they are financially sponsoring the visitor, the proof of sponsorship form may also be used, and Netherlands Worldwide notes that signatures may need legalisation for visa-required visitors.
Austria
Austria uses an Electronic Declaration of Commitment in certain invitation or sponsorship situations. The official Austria government portal lists this under invitation by private individuals, companies, and associations.
Switzerland
For Switzerland, a signed invitation letter may be required for a visitor visa, and a declaration of sponsorship may be requested if there are concerns about the applicant’s financial means. Switzerland’s official portal explains that a host may need to confirm uncovered costs up to CHF 30,000 if a declaration of sponsorship is required.
Common Mistakes To Avoid
1. Using A Casual Message Instead Of A Proper Letter
A WhatsApp message or short email is usually too weak. Use a signed letter with full details.
2. Forgetting The Host’s ID Or Residence Permit
The consulate needs to know the host is identifiable and legally resident in the Schengen country.
3. Not Including The Exact Stay Dates
The letter should not say “around June” or “for a few weeks.” Use exact dates.
4. Saying The Host Pays For Everything Without Proof
If the host provides financial support, attach the required sponsorship documents or financial proof.
5. Ignoring Country-Specific Forms
Some countries require official forms, validated certificates, or legalised signatures. A normal letter may not be enough.
6. Dates Do Not Match The Itinerary
The invitation letter should match your flight reservation, travel insurance, itinerary, and accommodation proof.
7. No Proof Of Relationship
If you are visiting a family member or partner, proof of relationship can make the file clearer.
Should You Translate The Invitation Letter?
If the letter is not in the language accepted by the embassy or visa centre, you may need a translation. Some embassies accept English, while others prefer the official language of the destination country.
Check the country-specific checklist before submitting. If your host writes the letter in French, German, Dutch, Italian, or Spanish, make sure the visa centre accepts it for your location.
When You Should Get Extra Help
You may want a second review if:
Your Host Is Paying For Your Trip
The Embassy Requires An Official Host Form
You Are Staying With A Partner Or Non-Immediate Family
Your Trip Mixes Host Stay And Tourism
Your Invitation Letter Dates Do Not Match Your Itinerary
You Had A Previous Schengen Refusal
Your Host Is Not A Citizen But A Resident
You Are Unsure Whether A Stamp Or Notarization Is Required
If your situation is not straightforward, compare similar cases in the Outbound Visa Forum. If you want an expert to review your host letter, supporting documents, and embassy-specific checklist before submission, Visa Concierge or Smart VisaAssist can help reduce avoidable mistakes. This does not guarantee approval, but it can help make the file clearer before you submit.
Frequently Asked Questions
Does A Schengen Invitation Letter Need To Be Notarized?
Not always. Some countries accept a signed host letter with supporting documents, while others may require an official form, legalised signature, municipal validation, or sponsorship declaration. Always check the checklist for the country you are applying to.
Does A Schengen Invitation Letter Need An Official Stamp?
Only if the country or visa centre checklist asks for it. France, for example, may require a town hall-validated accommodation certificate for private stays. Other countries may use different host or sponsorship forms.
Can My Friend Write An Invitation Letter For A Schengen Visa?
Yes, if you are genuinely staying with that friend and the letter includes the required details. Your friend may also need to attach ID, residence permit copy, and proof of address.
Can A Family Member Invite Me For A Schengen Visa?
Yes. A family member can invite you, but the letter should clearly explain the relationship, stay dates, accommodation address, and whether they will provide financial support.
What If My Host Is Not A Citizen?
That can be fine if the host is legally resident in the Schengen country. They should usually attach a copy of their residence permit and proof of address.
What If My Host Pays For My Trip?
If your host pays for your expenses, the embassy may ask for financial proof or an official sponsorship document. This depends on the destination country and local checklist.
Is A Scanned Invitation Letter Accepted?
Some visa centres accept scanned copies, while others may require originals or official forms. Check the application checklist for your location before submitting.
What If I Stay With A Host For Part Of The Trip Only?
The invitation letter should cover only the dates you stay with the host. You still need hotel bookings, Airbnb confirmations, or other proof of accommodation for the remaining nights.
Should The Invitation Letter Match My Cover Letter?
Yes. Your invitation letter, cover letter, itinerary, flight reservation, and accommodation documents should all describe the same trip.
Can A Weak Invitation Letter Cause A Schengen Visa Refusal?
It can contribute to doubts if the letter is vague, unsupported, inconsistent, or missing required official documents. The refusal may not be “because of the letter” alone, but weak host documents can make the trip purpose or accommodation unclear.
Final Takeaway
A Schengen invitation letter should do more than say “you can stay with me.” It should clearly show who is inviting you, where you will stay, your relationship, your exact dates, and who is responsible for accommodation or expenses.
For some countries, a simple signed letter with host ID and address proof may be enough. For others, you may need an official host form, stamp, legalised signature, sponsorship declaration, or town hall validation.
Before submitting, check the country-specific checklist and make sure your invitation letter matches your itinerary, accommodation proof, and cover letter.
Sources
European Commission — Applying For A Schengen Visa
https://home-affairs.ec.europa.eu/policies/schengen/visa-policy/applying-schengen-visa_enFrance-Visas — Your Arrival In France
https://france-visas.gouv.fr/en/votre-arrivee-en-franceEmbassy Of Germany In Jakarta — Schengen Visa Visitor Checklist
https://jakarta.diplo.de/id-de/service/visa-und-einreise/visitor-2562492Netherlands Worldwide — Provide Accommodation For A Visitor From Abroad
https://www.netherlandsworldwide.nl/visa-the-netherlands/provide-accommodationNetherlands Worldwide — Sponsor A Visitor From Abroad
https://www.netherlandsworldwide.nl/visa-the-netherlands/sponsoringAustria Official Government Portal — Electronic Declaration Of Commitment
https://www.oesterreich.gv.at/en/themen/menschen_aus_anderen_staaten/visum_fuer_oesterreich/1
Updated: 18 June 2025Swiss Government Portal — Visas For Foreign Nationals
https://www.ch.ch/en/foreign-nationals-in-switzerland/entry-and-stay-in-switzerland/visas-for-foreign-nationals/Swiss State Secretariat For Migration — Information On Declaration Of Sponsorship
https://www.sem.admin.ch/dam/sem/en/data/einreise/merkblatt_einreise/mb-verpflicht-erklaerung-e.pdf.download.pdf/mb-verpflicht-erklaerung-e.pdfOutbound Visa — Schengen Visa Requirements
https://www.outboundvisa.com/blog/schengen-visa-requirementsOutbound Visa — Proof Of Accommodation For Schengen Visa
https://www.outboundvisa.com/blog/proof-of-accommodation-schengen-visaOutbound Visa — Travel Itinerary For Schengen Visa
https://www.outboundvisa.com/blog/travel-itinerary-schengen-visa-sample-templateOutbound Visa — Visa Concierge
https://www.outboundvisa.com/visa-concierge
