Poland

When planning a trip to another nation, there are numerous factors to consider. From whether you'll be able to enter the nation to where you'll be staying and how long you'll be there, there's a lot to consider. If you are coming from a country with limited freedom of movement in other countries, you will almost certainly need a visa.


Many non-EU nationals who desire to visit the EU or Schengen zone nations face this problem. To access any of the member countries, these individuals will require a Schengen visa. However, obtaining a visa is a lengthy procedure that will necessitate numerous paperwork and steps on your part as an applicant. However, one of the most crucial things you must demonstrate is that you will not remain unlawfully in any Schengen zone country. As a result, obtaining a Schengen visa invitation letter is incredibly advantageous and will greatly aid your application.

This post will go over the different sorts of invitation letters and provide visa invitation samples.

What Is an Invitation Letter for Visa?

A visa invitation letter is a written letter from a person who resides in the Schengen country you wish to visit. The person you're visiting invites you to stay with them, and they implicitly guarantee that you won't be staying in the nation illegally.

If you're visiting a friend in Poland, for example, they'll give you an invitation letter to stay with them for a set period of time. They will describe their relationship with you and declare that if you are unable to sustain yourself financially throughout your stay in the nation, they will.

A visa invitation letter is a letter sent by a resident of the Schengen nation you desire to visit. You're invited to stay with the person you're visiting, and they implicitly guarantee that you won't be staying in the country illegally.

In the event that you do not return to your home country within the set time frame, the authorities will not only be aware that you are staying illegally, but they will also have the contact information for the person with whom you were residing. If you overstay your Schengen Visa, they will be able to locate you and take the appropriate action.

You must have an invitation letter if you plan to go to the Schengen area for a specific purpose. The letter will make obtaining a Schengen Visa considerably easier for the Embassy.

What Are the Types of Invitation Letters to the Embassy?

There are many different sorts of invitation letters because there are many different reasons why you would want to visit a Schengen area nation. Additional supporting documentation will be required for each form of invitation letter to confirm that what is said in the letter is correct. The Embassies are quite picky about this, and they will not consider an invitation letter unless it is accompanied by papers that back up its assertions. We've put up a list of the many sorts of invitation letters, along with definitions of what they are and the required paperwork, below.

Invitation Letter From Family or Friends for Tourism Purposes

Visits to relatives or friends are a typical cause for people to travel to the Schengen area. This can also be viewed as a tourist visa for a specific country. As a result, family or friends must prepare the invitation letter for a tourist visa on your behalf. The letter must mention that you are a family or friend of the person and that you will be visiting for a set period of time.

You must attach documentation of your relationship with the person as a supporting document to this invitation letter, as well as explicitly indicate the duration, purpose, and financial situation you have.

This letter might come from your spouse, your parents, or your children, if they are EU or Schengen area citizens. To verify your relationship, you must attach a genuine marriage certificate or birth certificate to each one.

Business Invitation Letter for Schengen Visa

For business purposes, many people must go to a Schengen country. You might meet with a possible investor or one of your international partners. As a result, you'll require a business letter of invitation.

The letter must state your business relationship with the person you are visiting as well as your plans for the duration of your stay in the country. Attaching an agenda of business activities to the invitation letter is a fantastic idea so you can indicate what you plan to work on while your time there.

A letter from your employer certifying that you are an employee of a certain company and the nature of your work must also be attached. This contains information such as your work title, dates of employment, income, and why you need to leave the nation for business purposes.

Sponsor Letter for Schengen Visa

You can be invited to a conference to give a presentation, give a speech, or attend a trade fair, in addition to going to a Schengen country for business. The letter of invitation must come from the person or firm who is funding your participation in this activity. The conference or trade fair organizers must write the invitation letter and include your name explicitly.

The letter must include information such as the itinerary, conference dates, and where you will stay, as well as why you are the best person for this event. The sponsor must also specify whether you will be compensated for your participation or whether you will be reimbursed for your expenditures.

Finally, the letter must include the firm or individual sponsoring you for this event's contact information as well as a certificate of registration.

University or College Invitation Letter

You must establish that you are going to a university or institution in the Schengen area to study. To do so, you must have an acceptance letter from the institution you would be attending. Your major, the period of your studies, how the studies will be funded, where you will stay, and other facts must all be included in the letter.

Hospital Invitation Letter

You may require a Schengen visa if you are suffering from health problems and require treatment in another country. Because of the high level of development in Schengen countries, it is not uncommon for people from non-EU countries to seek medical care there.

You must obtain an invitation letter from your doctor if you will be undergoing medical treatment. The doctor must be affiliated with a Schengen country hospital. Your medical condition, the reason you need to go to that specific hospital, and the dates of your treatment must all be stated in the letter. Because the Embassy will not know when or if you will return to your home country, the letter of invitation cannot state that your treatment will be indefinite.

The letter must also indicate how you will pay for your therapy and who will be liable for it. So, for a higher possibility of acquiring the visa, make sure you include all of your required medical paperwork as well as the hospital invitation letter.

How to Write an Invitation Letter?

It is not a difficult chore to write an invitation. You or the individual inviting you will have no issue writing the letter as long as it has all of the relevant information. Some people may prefer to hire someone to write this for them, such as a visa expert or a lawyer, but this is not required. You can use the guidelines below to help you draft an effective invitation letter.

Write all the required information

The required information depending on your purpose of visit can include:

  • The date that the letter was written
  • The Embassy name
  • Embassy contact information (phone number and address)
  • Opening salutations and statements
  • Inviting person’s name
  • Inviting person’s status in the Schengen country (citizen or permanent resident)
  • Inviting person’s contact information (phone number, address, and email)
  • Applicant’s name
  • Applicant’s passport number
  • Purpose of travel
  • Relationship with the inviting person
  • Dates of travel
  • Itinerary of travel
  • Closing salutations
  • Inviting person’s signature
  • Necessary document attachments or enclosures

Use formal language

In addition to the necessary information and documents, you must also use formal language in the invitation letter. You must show that you understand the Embassy’s importance and you respect their authority.

The letter of invitation cannot use colloquial language or any local expressions or metaphors. The letter must be straightforward without any embellishments, so as to demonstrate a serious intent to visit the country and also return to your home country. To show how this could be phrased, we have included samples of invitation letters below.

Invitation Letter Samples

Sample Invitation Letter for Visitor Visa

The sample inviting letter below shows a typical invitation letter for a tourist visa or visitor visa from a friend.

 

To:                                                                                                                   Date:

Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]

 

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

Respected Sir/Madam,

I, [Inviting Person’s Name] currently residing at [Inviting Person’s Address], and a citizen/permanent citizen of [Country’s Name], am writing this letter to support the visa application of my friend, [Applicant’s Name].

The purpose of the visit of my friend, [Applicant’s Name] is to visit me and engage in tourism in [Country’s Name]. Our long-standing friendship has endured distance and time, and we have wanted to use the visit of my friend to reconnect and share old memories.

[Applicant’s Name] and I have been friends for [enter number of years or length of time]. We have [provide a description of activities or other events you have attended/done together]. This has led to us developing a close relationship and we have stayed in touch ever since.

[Applicant’s Name] will be visiting during the following dates: from [Provide starting date of visit in format DD/MM/YY] to [Provide ending date of visit in format DD/MM/YY].

During the specified trip dates above, we will be visiting [Specify city/place names]. In addition, [Applicant’s Name] will be staying at [Provide Inviting Person’s Address or Hotel Address]. The trip will be funded through [Provide means of funding].

Enclosures:

  • Copy of inviting person’s Passport
  • Copy of inviting person’s other ID
  • Proof of relationship (you can attach pictures of events together or other supporting documents)
  • Proof of accommodation
  • Proof of return to home country (employment contract, property ownership, lease agreement, etc.)
  • Other applicable documents

We sincerely request that you consider [Applicant’s Name] visa application and please do not hesitate to contact me for any questions or inquiries at [Inviting Person’s Phone Number] or [Inviting Person’s E-mail].

Kind regards,

[Inviting Person’s Signature]
[Inviting Person’s Name]
[Inviting Person’s Address]
[Inviting Person’s Phone Number]
[Inviting Person’s Email]

Sample Invitation Letter for Visitor Visa for Parents

To:                                                                                                                   Date:

Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]

 

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

Respected Sir/Madam,

I, [Inviting Person’s Name] currently residing at [Inviting Person’s Address], and a citizen/permanent citizen of [Country’s Name], am writing this letter to support the visa application of my parent [mother/father], [Applicant’s Name].

The purpose of the visit of my parent, [Applicant’s Name] is to visit me in [Country’s Name]. We have not seen each other in [Provide length of time] and would very much appreciate it if we could spend time together. I have wanted to show my parent, [Applicant’s Name], the life I have built in [Country’s Name] for a very long time and would appreciate the chance to reconnect. We have a very close relationship and even from a distance, we continuously keep in touch.

[Applicant’s Name] will be visiting during the following dates: from [Provide starting date of visit in format DD/MM/YY] to [Provide ending date of visit in format DD/MM/YY].

During the specified trip dates above, we will be visiting [Specify city/place names]. In addition, [Applicant’s Name] will be staying at [Provide Inviting Person’s Address or Hotel Address]. The trip will be funded through [Provide means of funding].

Enclosures:

  • Copy of inviting person’s Passport
  • Copy of inviting person’s other ID
  • Proof of relationship (birth certificate and other documents)
  • Proof of accommodation
  • Proof of return to home country (employment contract, property ownership, lease agreement, etc.)
  • Other applicable documents

We sincerely request that you consider [Applicant’s Name] visa application and please do not hesitate to contact me for any questions or inquiries at [Inviting Person’s Phone Number] or [Inviting Person’s E-mail].

Kind regards,

[Inviting Person’s Signature]
[Inviting Person’s Name]
[Inviting Person’s Address]
[Inviting Person’s Phone Number]
[Inviting Person’s Email]

Polish Business Visa or C04 Business Visa is a type of the Polish Schengen Visa. Do not confuse a Business Visa to Poland with a Work Visa! The Schengen business visa allows you to travel to Poland and other European countries, but still, it does not give the right to work or study.


Polish Business Visa is explicitly designed for those who plan a business visit to the country with the aim of establishing business contacts, develop cooperation with Polish companies, solving issues related to joint business, participation in business conferences and negotiations with foreign partners.


 Visa Duration :

The minimum duration for a single-entry visa is from 5 to 10 days. If you have a new “clean” passport, most likely the first visa will be issued for 10/30 or 30/90 (maximum stay in the Schengen area is 10/30 days during 3 months period).
The maximum duration of the Polish business visa is 360/90 + 90 (maximum stay in the Schengen area is 90 days every six months, 180 total per year).
The visas can be issued either as single, double, or multiple entry visas. The double or multiple entry visas can only be granted for frequent travelers (for example businessman with previous Schengen visas).

Advantages Of The Business Invitation: 

  • Free travel between the 26 Schengen countries
  • Simplified submission procedure
  • Fast processing
  • Possible extension

To apply for a business visa to Poland, the applicant must submit a business invitation from Polish partners to prove the business purpose of the trip. The business invitation should mention establishing contacts with partners (business meetings, negotiations, signing contracts, purchasing goods and services), opening a business, developing business ties or relations with companies or partners.


If you want to develop business cooperation with Polish and European partners, but you do not know where to start and how to find partners, – we have a solution for you. We have a list of partners who will gladly issue an official invitation to confirm the business purpose of your trip.

Required documents for the business visa invitation

  • Passport Scan Copy
  • Full Permanent Address
  • Planned Date Of Travel
  • Business Detail (Name, Address, Phone)

General required documents for a Polish Visa Application

  • Download the Polish Visa application form, fill it completely, and with sincerity. You can also fill the Poland Schengen Visa application form electronically and then print a hard-copy.
  • 2 photos must be attached; the photo should be of passport format – a recent whole-face capture with a light background.
  • Your passport and copies of your previous visas – valid for at least 3 months beyond return date – are required. Your passport must have at least two blank pages.
  • Travel medical insurance confirmation of minimum 30,000 € coverage within Poland and the entire Schengen area.
  • A cover letter stating the purpose of visit to Poland and itinerary
  • Flight air ticket reservation with dates and flight numbers specifying entry and exit from Poland
  • Hotel Booking Reservation for the whole duration of the intended stay in Poland
  • Proof of civil status (marriage certificate, birth certificate of children, death certificate of spouse, ration card if applicable)
  • Means of subsistence – Proof of sufficient financial means for the period of stay in Poland

List of additional documents required for the Business Purposes

  • Invitation letter from the Polish company you will be visiting and their detailed address accompanied with the dates of your visit
  • A certificate from your employer stating/allowing your business travel
  • If there were previous trade relations between the two companies, proof of such events must be provided
  • Business bank statement of the latest 6 months
  • Memorandum and Article of Association in original certified copy (registered with joint-stock companies) Trade License (first issued and present renewal), Proprietorship/Partnership documents
  • Regarding the applicant’s expenses during stay in the Schengen zone, either the employer or the partner company must state coverage of expenses on the letter or invitation.

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