application letter requesting for visa kenya

Kenya Visa Invitation Letter in 2024 [Samples Included]

For some visa categories, an invitation letter is a pivotal document that can bolster the chances of visa approval.

In this article, we’ll provide a detailed overview of the Kenya visa invitation letter, its importance, and how to draft one.

What Is The Kenya Visa Invitation Letter?

The Kenya visa invitation letter serves as a formal document in which a Kenyan resident, organization, or a Kenyan citizen invites a foreign national to visit the country for various purposes – this can range from personal visits to business or research activities.

The letter primarily stands as a testament to the visitor’s intent and provides evidence of a legitimate reason to visit Kenya.

What Is The Purpose of the Invitation Letter?

An invitation letter provides clarity on:

• Nature of Visit: The letter should precisely state whether the visit is for leisure, business, studies, or any other purpose.
• Duration: It specifies the length of the intended stay, ensuring visa officers understand the applicant’s plan.
• Relationship with the Host: Demonstrating a genuine relationship, whether personal or professional, can aid the visa application.

Essential Components of an Invitation Letter

To ensure the letter supports the visa application, it must contain:

• Details of the Invitee: Full name, passport details, and address.
• Details of the Host/Inviting Party: Full name, address in Kenya, and other contact details.
• Relationship: Clearly describe the relationship between the host and the guest.
• Purpose of Visit: A succinct description of the reason for the visit.
• Duration of Stay: Mention the expected arrival and departure dates.
• Address to the Appropriate Authority: The letter should be addressed to the consular or visa-issuing authority where the visa application is being submitted.
• Signature: The inviting party must sign the letter, indicating their acceptance of responsibility.

what are the Types of Visas and the Role of Invitation Letters?

The Kenyan visa system caters to a variety of purposes for entry. Depending on the primary reason for your travel, the significance and content of an invitation letter may vary.

• Tourist Visa : Primarily for individuals traveling for leisure. An invitation letter for this visa typically comes from a friend or family member residing in Kenya. It serves as an endorsement of your visit and often includes details about accommodation arrangements, travel plans, and the relationship between the inviter and the invitee.
• Business Visa : This visa is for individuals attending conferences, seminars, business meetings, or exploring commercial opportunities in Kenya. An invitation letter for a business visa is typically issued by the inviting company or organization and often includes details about the event or purpose of the visit, the itinerary, and a guarantee of accommodation and financial support.
• Study Visa : Students looking to study in Kenyan institutions require this visa. The invitation letter, in this case, is often sent by the educational institution, outlining the course details, duration of study, and other relevant information.
• Others : There are other specialized visas, like medical, transit, or diplomatic visas. Each has its unique requirements for invitation letters, tailored to the purpose of the visit.

What Language Should The Invitation Letter Be?

The official languages of Kenya are English and Swahili. While the majority of official documentation is done in English, it’s essential to ensure clarity in communication.

• English : If the invitation letter is written in English, ensure that it’s clear, concise, and free from errors. It remains the most widely accepted language for official processes in Kenya.
• Other Languages : If your original invitation letter is in a language other than English, it’s advisable to have it professionally translated into English. Accompany the translated version with the original for clarity.
• Swahili : While Swahili is an official language, for visa processes, it’s always safer to stick to English unless specifically instructed otherwise, to avoid any potential misinterpretations.

Can I Send An Digital Invitation Letter?

With advancements in technology and amidst the realities of the digital age, Kenya, like many countries, has adapted its regulations.

As of 2024, electronic copies of invitation letters are generally accepted.

Do Invitation Letters Need to be Notarized in Kenya?

In Kenya, invitation letters used for visa applications generally do not need to be notarized. However, they must meet certain criteria:

• Authenticity : The letter should be genuine and clearly state the purpose of your visit.
• Verification : While notarization isn’t mandatory, the letter should come from a verifiable source, such as a registered company or a known individual in Kenya.
• Consistency : The information in the invitation letter should be consistent with the details provided in your visa application.

How Recent Should the Invitation Letter Be?

The invitation letter should be reasonably recent, typically:

• Issued within 3 to 6 months : Most visa applications require an invitation letter issued within three to six months of the application date.
• Reflect Current Information : It should reflect up-to-date details of your planned visit, including dates and purpose.

What if My Plans Change After Receiving the Invitation Letter?

If your plans change:

• Update Your Application : If possible, inform the Kenyan visa authorities and submit a revised invitation letter.
• Consistency is Key : Ensure that all documents reflect the same information. Discrepancies can lead to delays or denial of the visa.
• Reapplication Might Be Necessary : In some cases, significant changes in your travel plans might require a new visa application.

4 Common Mistakes and How to Avoid Them

While drafting an invitation letter for a Kenyan visa, it’s crucial to avoid certain pitfalls to ensure a smooth visa process:

• Vague Information : Ensure all details, like addresses, dates, and purpose of visit, are clearly specified. Ambiguities can raise suspicions or lead to unnecessary delays.
• Mismatch of Details : Information on the invitation letter should align with the details on the visa application. Any discrepancies can raise red flags.
• Overpromising : While it’s natural to want to make the invitee’s case as strong as possible, avoid making commitments that are unrealistic, like shouldering all expenses without a clear financial standing to do so.
• Lack of Signature : Always sign the invitation letter. An unsigned letter might be considered inauthentic or incomplete.

Sample Invitation Letter for Kenyan Tourist Visa

Subject: Invitation Letter for Tourist Visa

Dear [Recipient’s Name],

I hope this letter finds you in the best of spirits. It is with great pleasure that I formally invite you to visit me in Kenya this [Month and Year].

I have been residing in Kenya for the past [number of years/months] and would love for you to experience the incredible beauty and culture of this country with me. Our proposed itinerary includes exploring Nairobi’s National Museum, going on a safari in the Maasai Mara, visiting the coastal city of Mombasa, among other activities.

You will be staying with me at my residence located at [Your Address]. I have ensured all accommodations are in place to make your stay comfortable and enjoyable.

Our relationship, as you know, goes back [number of years], and it would mean the world to me to spend this time together, reliving old memories and creating new ones.

Please find attached a copy of my passport, utility bill, and rental agreement as proof of residence.

I sincerely hope you consider this invitation and look forward to your positive response.

Warm regards,

Sample Invitation Letter for Kenyan Business Visa

Subject: Invitation Letter for Business Visa

On behalf of [Your Company’s Name], I am writing to formally invite you to attend the [Specific Event/Meeting/Conference] scheduled to be held in Nairobi, Kenya, from [start date] to [end date].

The primary objective of this [event/meeting/conference] is [brief purpose, e.g., “to explore collaborative opportunities between our companies in the domain of sustainable energy solutions”]. Your expertise and insights into [specific field/domain] would significantly contribute to the event’s success.

Please find attached a formal agenda of the event, a copy of our business license, and our company’s profile for your reference.

We eagerly await your confirmation and hope that this event will mark the beginning of a fruitful business relationship between our organizations.

Sample Invitation Letter for Kenyan Study Visa

Subject: Invitation Letter for Study Visa

We are pleased to inform you that you have been admitted to [Institution’s Name] for the [specific course, e.g., “Bachelor of Science in Environmental Studies”] starting on [course start date]. The duration of the course is [specific duration, e.g., “four years”], ending on [course end date].

We believe that your dedication and passion for [specific subject] will make a significant contribution to our diverse student community and academic discussions. Our institution has a history of academic excellence, and we are confident that you will uphold and enhance this tradition.

Kindly find attached:

• A formal admission letter detailing the course structure, faculty, and other relevant academic information.
• A document outlining the tuition fees and other expenses for the entire duration of the course.
• Details of the accommodation facilities provided by or recommended by our institution.

Please use this letter and the attached documents to facilitate your application for a Kenyan study visa. Should the visa authorities require any further information, please do not hesitate to contact our admissions office at [institution’s contact email] or [phone number].

We eagerly await your arrival and are looking forward to welcoming you to our campus.

Sample Invitation Letter for Other Visas (Medical, for instance)

Subject: Medical Treatment Invitation Letter

This letter serves as a formal invitation for [Patient’s Full Name], passport number [Passport Number], to undergo medical treatment at our facility, [Hospital/Clinic’s Name], located in [City, Kenya]. The proposed medical procedure is [specific treatment, e.g., “a knee replacement surgery”], which is scheduled to take place on [specific date].

After careful examination of the medical reports and documents you have shared, our team of medical professionals, led by [Leading Doctor’s Name], believes that the aforementioned procedure is essential for your health and well-being.

The estimated duration for the treatment, including post-operative care and recovery, is approximately [specific duration, e.g., “six weeks”]. During this period, our institution will ensure that you receive the highest standard of medical care and attention.

Enclosed with this letter are:

• Details of the proposed medical treatment, its benefits, and potential risks.
• A cost estimate for the entire duration of the treatment.
• Recommendations for accommodations nearby our facility, should you need them.

We request you to use this letter to facilitate your application for a Kenyan medical visa. Should the visa or health authorities require further clarification or documentation, they can reach out to our administration desk at [contact email] or [phone number].

Your health and comfort are our utmost priority, and we are committed to providing you with the best care possible.

Frequently Asked Questions (FAQs)

Is it mandatory to have an invitation letter for all kenyan visas.

No, not all visa types require an invitation letter. However, having one can strengthen your application, especially for specific visa types such as business, study, or medical.

Can I use a digital signature on the invitation letter?

While a physical signature is traditionally preferred, Kenya’s immigration might accept digital signatures. However, it’s always a good idea to check current guidelines or consult with the Kenyan consulate or embassy in your country.

Can the invitation letter be handwritten?

While a typed letter on official letterhead (if applicable) is preferred and looks more professional, a legible handwritten letter might be acceptable. However, ensure that it contains all the required details and a signature.

If I receive an invitation from a Kenyan organization, do I still need to provide personal documents?

Yes, even if you have an invitation letter from a reputable organization, you’ll still need to provide personal documentation, such as bank statements or employment proof, to support your visa application.

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Home Blogs Invitation Letter For Kenya eTA

Invitation Letter For Kenya eTA

When applying for a eTA to visit Kenya , it is often required to submit an invitation letter along with your application. An invitation letter serves as a supporting document, providing information about your trip and the purpose of your visit. 

This letter is typically written by a host or inviting party in Kenya , such as a family member, friend, or business associate. It helps immigration authorities assess the legitimacy of your visit and ensures that you have a clear purpose for your travel.

What does an invitation letter for a eTA application entail?

An invitation letter is a crucial document required for many eTA applications. It serves as a confirmation that you have been invited by someone residing in Kenya. 

The letter is typically written by the inviting person , who acknowledges your intention to visit their residence in Kenya.

Types of Invitation Letters:

There are various types of invitation letters, including:

• Business Invitation Letter: This type of letter is required when you are invited for business-related purposes, such as attending meetings, conferences, or negotiations in Kenya.
• Hospital Invitation Letter: If you are traveling to Kenya for medical treatment or consultation, you might need an invitation letter from the hospital or medical institution where you will be receiving the services.
• Student Invitation Letter: Students who plan to study in Kenya will need an invitation letter from the educational institution where they have been accepted.

Requirements for Writing an Invitation Letter:

While not all embassies make it mandatory, submitting an invitation letter is highly recommended to support your Kenya eTA application . To ensure the acceptance of the invitation letter, the host must meet the following requirements:

• Relationship: The host must be your friend, relative, family member , or romantic partner.
• Citizenship or Permanent Residency: The host should be a citizen or lawful permanent resident of Kenya.
• Accommodation: The host must have sufficient space in their home to accommodate you during your visit.

How to Write an Invitation Letter for eTA Application:

Writing a letter of invitation for a eTA application can be relatively simple once you understand its purpose. The host should personally write the letter, addressing it to either you or the consular officer responsible for processing the eTA application.

In some cases, embassies may have their own invitation form. If provided, your host will only need to complete the form with the necessary details. However, if no specific form is available, you can use the following sample as a guide:

[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 to support the eTA application of [Applicant's Name] for their visit to Kenya. Currently, I reside in Kenya as a citizen/permanent resident at the following address: [Host's Address].

[Include information about the relationship between the host and the applicant.]

[Applicant's Name] will be visiting me from [Enter Entry Date DD/MM/YY] to [Enter Exit Date DD/MM/YY] for tourism purposes in Kenya. We plan to explore various tourist destinations and engage in activities such as [Add planned activities/itinerary]. During their stay, [Applicant's Name] will be residing with me at [Host's Address] until their departure to their home country. All expenses related to the trip will be covered by [Applicant's Name] through [Provide means of funding].

Should you require additional information or have any inquiries, please do not hesitate to contact me.

Kind regards,

[Host's Signature]

[Host's Name]

[Host's Address]

[Host's Phone Number]

[Host's Email]

The host should include copies of their residence permit, proof of residence (address), and any other relevant supporting documents.

Where to Submit the Invitation Letter:

If you are applying for a Kenyan eTA, the invitation letter and eTA application form should be submitted to the Kenyan embassy or consulate . The guest can submit these documents, along with other required supporting documents, on the day of their eTA interview. The host should also provide a scanned copy of the invitation letter to the guest for their reference.

Remember to check the specific requirements and guidelines of the embassy or consulate where you will be submitting your eTA application.

By following these guidelines and providing accurate and detailed information in the invitation letter, you can increase the chances of a successful eTA application for your visit to Kenya.

Can you explain the concept of a eTA cover letter?

A eTA cover letter is a crucial document that provides essential details about your intended trip to a foreign country. It serves as a proposal explaining why you are eligible to receive a eTA for your travel purposes. 

This letter is typically addressed to the Embassy, Consulate, or eTA Application Center where you intend to submit your eTA application. The content of your eTA cover letter depends on the specific purpose of your trip, which can be broadly categorized into three main types: tourism, business, and medical. Each type requires distinct information to support your eTA application.

Types of eTA Cover Letters

• Cover Letter for Tourism Purposes : This type of cover letter is written by the applicant. It should include relevant information related to your tourism activities and intentions during your visit to the desired country.
• Cover Letter for Business Purposes: In the case of a business trip, the cover letter is usually prepared by your employer. It should outline the purpose of your visit, the duration of the trip, and your role within the company.
• Cover Letter for Medical Purposes : For medical trips, an authorized medical institution typically prepares the cover letter. It should include details about the patient's diagnosis, treatment, treatment duration, and any other pertinent information.

Information to Include in a eTA Cover Letter

To create a compelling eTA cover letter, it is essential to provide comprehensive and convincing details. Remember, your objective is to convince the Embassy or Consular staff that you meet the eligibility criteria for obtaining a eTA. 

The following information should be included in your eTA cover letter:

• Reason for the Visit: Clearly explain the purpose of your visit to the country in question, whether it is for tourism, business, or medical treatment.
• Travel Dates: Specify the dates you plan to enter and exit the country. It is advisable to include flight reservations to substantiate your travel plans.
• Detailed Itinerary: Provide a comprehensive itinerary outlining your planned activities during your stay in the country. This demonstrates that you have a well-defined plan and reinforces the purpose of your trip.
• Financial Means: Present evidence that you possess sufficient financial resources to support yourself during your stay. This may include bank statements, proof of employment, or sponsorship details.
• Accommodation: Indicate where you plan to stay during your visit. If you have made reservations, mention the hotel name and attach supporting documentation, such as hotel confirmation or reservation details.
• Other Countries Visited: If your travel itinerary includes visiting other countries, mention them in your cover letter, along with the purpose and duration of your stay in each country.
• Sponsorship: If someone will sponsor your trip, describe your relationship with the sponsor and explain how they will support you financially or otherwise.
• Documentary Limitations: If you are unable to submit any of the required documents, provide a valid explanation for the omission and state the alternative documents you have submitted in their place.
• Additional Relevant Information : Include any other pertinent information that supports the purpose of your trip or addresses any concerns the Embassy or Consular staff may have.

It is worth noting that you can refer to your supporting documents, such as proof of accommodation, flight reservations, or medical records, within your cover letter to further substantiate your claims. 

For example, you can state, " My friend and I plan to stay at the ABC Hotel in Paris, and our complete hotel reservation is attached ."

Specifics for Medical Purposes

In the case of a cover letter for medical purposes, typically written by a doctor or specialist, the following information should be included:

• Official Letterhead: Ensure the cover letter is written on the official letterhead of the medical institution.
• Patient's Diagnosis and History: Clearly state the patient's diagnosis and medical history to provide context for the treatment.
• Treatment Details: Explain the specific treatment the patient will undergo, emphasizing its benefits and providing precise information about the treatment procedures.
• Treatment Duration: Specify the duration of the treatment and any subsequent follow-up appointments.
• Any Other Relevant Information: Include any additional information that may be pertinent to the medical treatment or your visit.

It is also advisable to request a hospital or medical center abroad to provide an invitation letter, known as a Hospital Invitation Letter, which can include further details regarding your medical treatment, trip information, and personal information.

Specifics for Business Purposes

When applying for a business eTA, your employer should prepare a cover letter that contains the following details:

• Letterhead of the Company: The cover letter should be written on the official letterhead of the company.
• Travel Dates: Clearly state the dates of your business trip.
• Purpose of the Trip : Describe the purpose of your visit, whether it is for meetings, conferences, negotiations, or any other business-related activities.
• Trip Duration: Specify the duration of your business trip.
• Company Information : Provide the full name of your company and your position within the organization.
• eTA Type : Clearly mention that you are applying for a Business eTA.
• Employer Contact Information : Include the contact information of your employer, such as their name, title, email address, and phone number.
• Any Other Relevant Information: Include any additional information that is relevant to your business trip or supports your eTA application.

Furthermore, in some cases, the company you plan to visit abroad may provide you with an invitation letter. This invitation letter, prepared by the foreign company, can be attached to your eTA application and provides additional validation for your business trip.

By following these guidelines and tailoring your eTA cover letter to the specific purpose of your trip, you can enhance your chances of a successful eTA application. Remember to provide accurate and detailed information to demonstrate your eligibility and convince the Embassy or Consular staff of the authenticity and legitimacy of your travel plans.

Could you provide some samples of cover letters for eTA applications?

Below, you will find samples of cover letters for different types of eTA applications. These samples serve as guidelines, and it is important to tailor the letter to meet your specific requirements and provide all the necessary information.

Sample Cover Letter for Tourist eTA/Letter of Purpose of Travel

Immigration Officer

Subject: Cover Letter for Tourism to [Desired Country] for [Applicant Name] with Passport No. ________________

I am writing to apply for a eTA to travel to [country name] from [enter date DD/MM/YY] to [enter date DD/MM/YY]. My purpose of travel is tourism, as I am eager to explore various tourist destinations and immerse myself in [country name]'s unique cuisine and culture. I have planned to visit places such as [add places you plan to see] and ensure an ultimate tourist experience by exploring the city of [city name(s)].

During my visit to [country name], I have made arrangements to stay at the following hotels:

• [Hotel Name and Address] - [Date DD/MM/YY]

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

I am currently employed at [company name] as [position], and I have obtained approval for the vacation days specified above. I will be financing my trip through [provide means of finances]. Please find attached all the required documents for my eTA application.

If you have any questions or require any additional information, please do not hesitate to contact me at any time. I trust that you will find everything in order and appreciate your favorable reply to my application.

Thank you in advance.

[Your Complete Name]

[Your Address]

Sample Cover Letter for Medical eTA

[Official letterhead of hospital/medical institution]

[Current Date]

[Name of Referring Hospital]

[Address and Phone]

[Patient Name]

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

Patient's Diagnosis and History:

[Add applicable information of the patient's diagnosis and medical history]

[Add applicable information about the patient's treatment, the reason thereof, and how it will benefit the patient's health]

Treatment Duration:

[Add the expected duration of the treatment]

As highlighted, the [medication/treatment] is necessary for my patient's medical condition. With the correct treatment and care, my patient could 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.

[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 any additional supporting documents.

Sample Cover Letter for Business eTA

[Letterhead of Company]

Dear Consul General,

I am writing this letter to confirm that Mr./Mrs. [Name and Last Name] is an employee at [company name] with the position of [job title/position]. During the [number of years] they have been working at our company, Mr./Mrs. [Name] has played a key role in strengthening our relationships with international investors.

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]. This trip is essential to attend to the following work-related activities:

[Write in as much detail as possible about the business activities that will be conducted abroad]

Furthermore, during this time, Mr./Mrs. [Name] will participate in an important business meeting in [city name] to enhance corporate relations with our international partners.

Mr./Mrs. [Name] will be staying at [hotel name, address, phone number] during their visit, and they will return to [country of origin] on the specified dates.

I kindly request the issuance of a [eTA type] to Mr./Mrs. [Name and surname] at your earliest convenience. Should you require any additional information, please do not hesitate to contact me.

[Supervisor Signature]

[Name and Last Name]

[Phone Number]

[Address of Employer]

These samples provide a framework for creating effective cover letters for eTA applications. Remember to personalize the content based on your specific circumstances and provide all the necessary supporting documents as required by the embassy or consulate.

What is a sponsorship letter and how does it relate to eTA applications?

A sponsorship letter plays a crucial role in eTA applications, particularly when the applicant is unable to provide the necessary funds for their trip abroad. This letter is written by the individual who will be financially supporting the applicant throughout their journey, known as the sponsor. 

It serves as a vital document, providing evidence that the sponsor possesses the financial means to cover the applicant's expenses during their stay, including accommodation, food, transportation, and other related costs.

Distinction Between Sponsorship Letter and eTA Invitation Letter

It is important to distinguish the sponsorship letter from a eTA invitation letter. While the sponsorship letter focuses on the financial support provided by the sponsor, a eTA invitation letter is issued by a host or inviting party in the destination country. 

The eTA invitation letter confirms the invitation extended to the applicant for a specific purpose, such as attending an event, conference, or family gathering.

What to Include in a Sponsorship Letter

When drafting a sponsorship letter for a eTA application, it is essential to include specific details pertaining to both the applicant and the sponsor. 

Here is a breakdown of the information to be included:

• Your Details

Begin by providing your personal details, such as your full name, address, contact information, and citizenship.

• Trip Details

Outline the details of your trip, including the travel dates, duration, and itinerary. Specify the places you plan to visit and any additional activities or tours that are part of your travel plans.

• Sponsor's Details

Include comprehensive information about the sponsor, including their full name, surname, contact details, and relationship to the applicant.

• Covered Expenses

Clearly state which expenses will be covered by the sponsor, ensuring to mention accommodation, meals, transportation, and any other essential costs related to the trip.

• Supporting Documents

Apart from the sponsorship letter, the sponsor should also provide copies of the following documents to substantiate their financial capability:

• a) Copies of their passport or identification documents.
• b) Proof of sufficient funds, such as bank statements or payslips.
• c) A travel itinerary, if applicable, outlining the sponsor's travel plans during the applicant's stay.
• d) Proof of accommodation arrangements made for the applicant.
• e) A flight itinerary demonstrating the applicant's return to their home country, if applicable.

Sponsorship Letter Template for eTA Application

Below is a template that can serve as a guideline for crafting a sponsorship letter for a eTA application. This example involves a husband sponsoring his wife's trip, but you can modify it accordingly to suit your specific circumstances:

Subject: Sponsorship Letter for [Wife's Name] with Passport No. [Passport Number]

I, [Your Full Name], currently residing at [Your Address] and a citizen of [Your Country], am writing in support of my wife, [Wife's Full Name], and her eTA application.

[Wife's Name] will be traveling with me to [Destination Name] for tourism purposes. Our planned departure date is [Enter Departure Date (DD/MM/YY)], and we intend to return to [Enter Home Country/Another Country] on [Enter Return Date (DD/MM/YY)].

During the specified travel period, my wife and I have planned visits to [List Places You Intend to Visit]. We have organized an itinerary that includes various sightseeing activities and tours [Add further details if applicable, such as a detailed schedule].

For the duration of our stay, [Wife's Name] will be staying with me at [Hotel Name(s)] or [Provide Accommodation Arrangements]. I hereby confirm that I will bear all the necessary expenses related to her trip, including accommodation, meals, transportation, and any other essential costs.

Please find attached all the required supporting documents to validate the information mentioned in this letter.

Thank you for your attention to this matter.

[Applicant's Name]

[Your Home Address]

[Your Phone Number]

[Your Occupation]

[Your Signature]

A well-crafted sponsorship letter serves as a testament to the financial support provided by a sponsor for a eTA application. By clearly outlining the necessary details and attaching relevant supporting documents, the sponsor enhances the chances of the applicant's eTA approval.

Do you have any tips for writing a letter for eTA applications?

Certainly! Here are some tips to keep in mind when writing a letter for eTA applications:

• Be Clear and Concise: Keep your letter clear, concise, and to the point. Avoid unnecessary details or lengthy explanations. Stick to the relevant information required for the eTA application.
• Follow the Official Format: Research the specific requirements and guidelines for eTA application letters provided by the embassy or consulate. Use the recommended format and structure, including headings, if provided.
• Provide Complete and Accurate Information : Ensure that all the information you provide is accurate and complete. Double-check names, dates, passport numbers, and other important details to avoid any errors.
• Address the Appropriate Authority: Address the letter to the correct immigration officer or consular officer responsible for processing eTA applications. Include their name, title, and contact information if available.
• Include Relevant Details: Include all relevant details about your trip, such as travel dates, duration, purpose of visit, places you plan to visit, accommodation arrangements, and any scheduled activities or events. Provide a clear itinerary if applicable.
• State the Financial Support: Clearly state who will be financially supporting your trip and how they will cover your expenses. Include the sponsor's full name, contact information , and a brief explanation of their relationship to you.
• Attach Supporting Documents : Whenever possible, include supporting documents to validate the information mentioned in the letter. These may include bank statements, payslips, flight itineraries, accommodation bookings, and any other documents requested by the embassy or consulate.
• Use a Professional Tone : Maintain a professional tone throughout the letter. Be polite, respectful, and courteous in your language. Avoid using slang or informal expressions.
• Proofread and Edit: Before submitting your letter, carefully proofread it for any grammatical errors, typos, or inconsistencies. Make sure the letter is well-written and presents a strong case for your eTA application.
• Be Truthful: Always provide honest and accurate information in your letter. Avoid exaggerating or misrepresenting your circumstances. Honesty is essential for a successful eTA application.

Remember to tailor your letter to the specific requirements of the eTA application and embassy or consulate you are applying to. It's also a good idea to seek guidance from official resources or consult with an immigration attorney if you have any specific concerns or questions.

Confidently Writing Your Invitation Letter for eTA Applications

Writing an invitation letter for a eTA application can initially seem daunting, but with the information provided in this guide, you will gain the confidence to write your own letter. 

By following the tips and guidelines outlined below, you will be able to craft a personalized invitation letter that meets the specific requirements of your eTA application.

Understand the Purpose:

Before you begin writing your invitation letter , ensure you have a clear understanding of the purpose of the letter . Identify the type of eTA you are applying for and the specific information required by the embassy or consulate. This will help you structure your letter appropriately.

Format and Structure:

Follow the recommended format and structure provided by the embassy or consulate . If there are no specific guidelines, maintain a formal letter format with a clear introduction, body, and conclusion. Consider using headings or bullet points to organize the information and enhance readability.

Personalize the Letter:

While sample eTA letters can serve as a helpful guideline, it is important to personalize your invitation letter to reflect your unique circumstances. Tailor the content to accurately represent your relationship with the invitee and the purpose of their visit.

Provide Essential Details:

Include all the necessary details in your invitation letter. This typically includes the invitee's full name, date of birth, nationality, passport information, and contact details. Clearly state the purpose and duration of the visit, along with the intended dates of travel.

Explain the Relationship:

Elaborate on your relationship with the invitee, emphasizing any family ties, friendships, or professional connections. Provide relevant background information to establish the credibility of your invitation and demonstrate a genuine reason for the visit.

Describe the Visit:

Detail the specific activities, events, or occasions the invitee will participate in during their stay. Mention any planned itineraries, sightseeing opportunities, conferences, or family gatherings. This demonstrates a well-structured visit and strengthens the purpose of the invitation.

Show Financial Responsibility:

Provide evidence of your ability to financially support the invitee during their stay . If you will be covering their expenses, clearly state this commitment and outline the financial arrangements you have made. Include any supporting documents, such as bank statements, to substantiate your claims.

Extend Hospitality:

Express your enthusiasm and willingness to accommodate the invitee during their visit . If applicable, state that you will provide lodging, transportation, or any other necessary arrangements. This showcases your genuine hospitality and reinforces the purpose of the invitation.

Proofread and Edit:

Once you have completed the invitation letter, carefully proofread it to ensure accuracy, coherence, and clarity . Check for any grammatical errors, spelling mistakes, or missing information. A well-presented and error-free letter enhances your credibility.

Seek Legal Advice if Necessary:

If you have specific concerns or complex circumstances, it is advisable to seek legal advice from an immigration attorney or consult official resources. They can provide expert guidance to ensure your invitation letter meets all legal requirements.

Where should I submit my eTA cover letter?

Once you have written your cover letter, you should submit it along with your eTA application form and other required documents at the Embassy where you will lodge your eTA application.

What are the other required documents with a eTA invitation letter?

As a U.S. visitor, in addition to your eTA invitation letter, you must ensure that you have included all of the sponsor's information (a U.S. citizen). It would also be helpful to include a letter of invitation for a eTA and supporting documentation. The other required documents for your eTA application may include:

• A copy of your passport, I.D., or green card
• Proof of sufficient funds, such as your bank statements (if funded by the host in the U.S.)
• Declaration of Financial Support or USCIS Form I-134 (optional)
• Proof of residence, such as your home address or a rental contract

Enrollment verification letter or transcripts (for students)

• Make sure to attach all the necessary documents for your eTA application.

What other countries can I visit with my Schengen eTA?

With your Schengen eTA, 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.

Why is a cover letter important?

A cover letter is important because in some cases, you may not be able to attend an in-person interview with a eTA officer, especially when applying through a eTA Application Center like VFS Global. 

The cover letter helps clearly explain the purpose of your travel to the embassy authorities responsible for processing your eTA application. It not only facilitates the eTA processing time but also potentially increases the chances of a successful eTA application.

Can I get a Schengen eTA without an invitation letter?

When traveling to a Schengen area country for any purpose, it is recommended to have an invitation letter. The invitation letter makes it easier for the Embassy to grant you the Schengen eTA.

What other documents should I submit alongside my Schengen eTA cover letter?

For a successful eTA application, you need to submit certain documents that are part of the Schengen eTA requirements. In addition to your cover letter, you must submit the following documents:

• A valid passport (valid for 6 months after your trip)
• 2 passport-size pictures
• A complete Schengen eTA 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)
• 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 similar to writing a letter to the embassy. Keep in mind that VFS Global acts as a bridge between you and the embassy. When writing a cover letter for VFS Global, you can use the samples provided above (depending on the purpose). Regardless, remember that any visa cover letter follows the same principle and format.

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To obtain a kenya evisa.

Step1: Complete the online application by providing your passport details.

Step2: Submit payment online using a credit card.

Step3: Monitor your email for confirmation of payment and receipt of your eVisa, which will be sent electronically.

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Home News Kenyan eTA Invitation Letter for all Types of Visit

Kenyan eTA Invitation Letter for all Types of Visit

Kenya welcomes foreigners to visit the country for a range of different purposes. Its eTA service is open to all travellers willing to visit the country for tourism, business, medical, visits, work, attending meetings/conferences or resettlement reasons . On top of that, getting a Kenyan eTA is also very simple and convenient for the applicants.

The travellers can apply for Kenyan eTA from their homes by completing their eTA Application, attaching required documents, and finally paying the Kenya ETA Fee -all entirely online.

Kenya ETA Application form requires the user to enter personal details, ETA details, contact details, passport details, travel history, travel information, etc. The willing applicant also needs to attach required documents from Kenyan Authorities.

For getting a successful approval of the Kenya eTA form, travellers must provide proof of travel for visiting Kenya. Therefore, all applicants filling out the Kenyan ETA Application form need to submit copies of required documents including, HOTEL RESERVATION or INVITATION LETTER , or other additional documents along with the passport.

The invitation letter to be submitted should be according to the ETA type . It fully depends upon the purpose of the traveller’s visit to Kenya. For example, an invitation letter that a person needs to submit for doing business would be different from the letter attached for the purpose of visiting friends or family.

Find the explanation about the Documents Required By Kenyan Authorities below:

Invitation Letter

An Invitation Letter is a document that acts as proof of travel and fulfils one of the Kenyan eTA requirements . A correctly written invitation letter that satisfies the criteria set by Kenya increases the chances of smooth ETA approval, as it allows the authorities to verify the visit purpose before the visitor physically enters the country.

Preparing an Invitation letter is simple and easy to obtain. Those foreign nationals who want to visit Kenya for the following visit purposes need to attach an invitation letter as travel proof:

• Doing Business
• Visit (family/friends)
• Making Educational Trip (Attending Meetings / Workshop / Seminar / Retreat)

Invitation Letter for Kenya Business eTA

For a Business eTA, the invitation letter should meet the following requirements:

• The Invitation letter should be forwarded by the employer or sponsoring company with which the applicant will work during the stay. Not to mention, the company should be located in Kenya.
• The Invitation Letter must state the reason for the invitation to Kenya, such as any meeting or attending any other company event.
• The letter must also mention the position or role of the applicant within the company.
• The applicant should print the invitation on the company letterhead .
• Company’s Name
• Telephone number
• Full address of the company
• Arrival and departure dates

When the Invitation Letter is ready, the applicant needs to upload it with his eTA application. The applicant may also need to upload the following documents in the application:

• Registration certificate of the inviting company
• STAFF ID of the person countersigning the invitation letter.

Invitation Letter for Kenya Visit eTA

The foreign citizens travelling to Kenya for visiting friends or family residing in Kenya do not need to book accommodations . Instead, they need to present an invitation letter from the host family in Kenya.

In the invitation letter, the respective relative or acquaintance has to provide the following details:

• Host’s Full Name
• Contact Information (includes residential address and telephone number)
• Host’s relationship with the invitee (Mentioning Family/relative is not specific enough)
• Arrival and Departure dates

This document will assist Kenyan authorities to verify that the applicant has someplace to reside in Kenya and is actually visiting somebody present in Kenya.

Along with the Invitation Letter, the applicant willing to visit Kenya should submit the host’s passport, ID card, alien card or entry permit .

Invitation Letter for Kenya Meeting Trip ETA

Foreigners visiting Kenya to attend any Meeting, Workshop, Seminar, or Retreat need to submit an invitation letter to achieve Kenya ETA for the students participating in educational activities in Africa .

For this eTA category, the invitation letter should be forwarded from the school or university. Invitation letter for educational trips should state the reason for the travel and also contain the given information:

• Contact Details of the Institute

Like the invitation letter of Kenya business eTA , the foreigner also needs to attach documents of the company’s registration and staff ID of the individual who countersigned the letter. It is recommended to get the invitations letter ready in advance before initiating the Kenya ETA Application process .

How to Submit an Invitation Letter for Kenyan eTA

Travellers who apply for Kenya eTA do not need to present any tangible paperwork in front of the embassy or consulate staff. As the eTA Service aims for facilitating the travellers as much as possible. Therefore, the eTA applicants can submit all the required documents electronically.

Document Size and Format

The document to be uploaded must be in JPEG format , and the file size must not exceed 293kb .

Additional Required Documents for Kenya eTA

Along with the invitation travel that clarifies the purpose of traveller’s visit to Kenya, the eligible foreigners need to possess:

• A passport with a minimum validity of 6 months starting from the date of entry
• One blank page (at least) in the passport for stamping
• A return ticket or the proof of an onward journey

Some travellers may also need to provide a Yellow Fever Certificate for Kenya .

If the applicant provides accurate information for all categories in the eTA form followed and attached the required documents fully satisfying the criteria, the applicant’s eTA will be approved shortly. As a result, the applicant may receive eTA on email within approximately 72 hours.

Get eTA to Kenya

• Step1: Apply on-line Provide the information from your passport to eTA application.
• Step2: Make an online payment Payment Methods: Credit Card
• Step3: Check your e-mail address If your payment is confirmed, your eTA will be sent to your e-mail

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Electronic Travel Authorization (eTA)

Passenger Travellers’ Info Pack – What you need to know from Customs, Kenya. 

Implementation of Electronic Travel Authorization (eTA) in Kenya

The Government of Kenya implemented the Electronic Travel Authorization (eTA) system in Kenya, in line with the Directive by H.E the President on Visa Free Regime and the Kenya Gazette Supplement No.1 of January 2, 2024, on Kenya Citizenship and Immigration.

New Digital Portal: https://www.etakenya.go.ke

The new digital portal has been launched, http://www.etakenya.go.ke, to facilitate the seamless identification of travelers to Kenya in advance. This portal replaces the previously operational www.evisa.go.ke platform, effective January 5, 2024.

Important Changes:

Starting January 5, 2024, ALL travelers (with exceptions outlined below) will be required to apply for and pay the Electronic Travel Authorization (eTA) before their journey to Kenya.

Exemptions from Obtaining eTA:

• Holders of valid Kenya Passports or one-way Emergency Certificates issued by Kenya Missions abroad.
• Holders of Kenya Permanent Residence, valid Work Permits, and Passes.
• Holders of valid United Nations Conventional Travel Documents issued by the Government of Kenya.
• Members of Diplomatic Missions and International Organizations Accredited to Kenya.
• Citizens of the East African Partner States (Burundi, Democratic Republic of Congo, Rwanda, South Sudan, Tanzania, and Uganda) – Exempted for Six (6) months.
• Passengers in transit through Kenya who do not leave the precincts of Airports.
• Passengers arriving and leaving by the same ship who do not leave the ship.
• Members of the crew of any ship, aircraft, train, vehicle, or carrier proceeding to a destination outside Kenya.
• Owners of private aircraft stopping over for refueling in Kenya without leaving the airport precincts.

Persons Applying for eTA, but Exempted from Payment:

• Holders of Diplomatic, Official, or Service Passports on official duty.
• Holders of specific Laissez-Passers for official business purposes (United Nations, African Union, African Development Bank, Arab Bank for Economic Development in Africa, and others – see the complete list below).

Laissez-Passers Exempted from eTA Payment:

• United Nations Organization
• African Union
• African Development Bank
• Arab Bank for Economic Development in Africa
• International Red Locust Control Organization for Central and Southern Africa
• Desert Locust Control Organization
• International Monetary Fund and World Bank
• Inter-Governmental Authority on Development (IGAD)
• African Airlines Travel Association (IATA)
• Environment Liaison Centre International (ELCI)
• Union of Radio, Television Network of Africa (URTNA)
• International Labour Organization (ILO)
• European Union
• CIP (International Potato Centre)
• African Reinsurance Corporation (ARC)
• African Housing Fund (AHF)

We encourage all travelers to visit http://www.etakenya.go.ke for detailed information on the eTA application process and to ensure a smooth travel experience to Kenya.

Kenyan Visa Invitation letters: Tips to draft one fast

Are you planning to visit Kenya soon? If so, you may already be aware that you require a visa to gain entry into this country which is home to world-record marathoners. Kenya is a Visa free country for many nationalities, and in the year 2021, Kenya introduced eVisa, which is an online-issued travel visa, what you do as an applicant is apply for your visa online by filling and submitting an application form, upon approval, it is issued online in PDF format, all you do is download it, pick your passport, and set off for Kenya. If you want to read more on how to apply for a Kenya eVisa online , check a step-by-step post that I wrote on the same here.

However, for your visa application to be approved, the Kenyan eVisa officials require you to have supporting documents, which are meant to verify your travel and stay in Kenya and enable your visa approval. One of the required documents is an invitation letter. In this post, I’ll discuss some tips and strategies to help you navigate the process of obtaining a Kenyan visa invitation letter from your host, making your eVisa application process smooth and hassle-free.

  Purpose of your visit : Before you even start applying for a Kenyan visa, it’s important to know the purpose of your visit to Kenya. This will help you determine the type of invitation letter,  attachments, and any other information that you will need your host to include in the invitation letter. Here are the most common types of visits to Kenya, that require a visa applicant to have an invitation letter: Family visits- This type of visit is made by families who are not Kenyan citizens and need their families in Kenya to host them during their visit. Tourist visits – This requires the visa applicant to provide a host’s invitation letter, which can either be a friend or family, if none of that applies to the applicant, then they attach hotel bookings since they need to show proof of where they will be staying during their visit. Business visits – This requires the applicant to attach an invitation letter from the company which they are visiting for business. What to include in a Kenyan visa invitation letter

Now that you already know your type of visit, let’s go ahead and look at what exactly is included in the invitation letter written by the host. Host details: Full name, physical address, telephone contacts, copy of identification document, relationship with the applicant, date of birth, occupation, and date of writing the invitation letter. If the host is an organization, the letter should be done on the organization’s letterhead. Visa applicant’s details: Full name, date of birth, relationship with the host, occupation, arrival, and departure date, physical address, telephone contacts. Salutations:  Do salutations like you would do in any other letter. The invitation letter’s body:  Write a detailed and relevant invitation letter, that will help the visa officials, approve your applicant’s visa to Kenya, fast.

In conclusion, obtaining a Kenyan visa invitation letter can seem like a daunting task, but with the right information and preparation, it can be a smooth and hassle-free experience. By knowing the purpose of your visit, providing complete and accurate information, including all required documentation, and drafting the invitation letter early, you can increase your chances of a successful eVisa application and a stress-free trip to Kenya.

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Kenyan Visa Invitation Letter for Business Trips & Family Visits

Foreign nationals traveling to Kenya for a range of purposes can now take advantage of the eVisa for Kenya , the quickest and most efficient way to gain access to the country.

Conveniently, the same eVisa is valid for tourism, business activity, and visiting family , although the requirements differ depending on the purpose of the visit.

Tourists must provide proof of travel in the form of a Kenyan accommodation reservation, while business people, those staying with family, and students on an educational trip require an invitation letter .

The information below explains what this document must contain and how to upload it during the Kenya eVisa application process.

What Is a Kenyan Visa Invitation Letter?

An invitation letter acts as proof of travel, which is one of the Kenya eVisa requirements . It allows the authorities to verify that you have a legitimate reason for entering the country.

An invite is needed by foreign nationals for whom tourism is not the primary activity and is therefore applicable to the following 3 groups:

• Business people
• Foreigners visiting family or friends in Kenya
• Students on an educational trip

An invitation letter is a simple document and easy to obtain . Below you can find an explanation of the different types, and how to get one.

Invitation letter to obtain a business eVisa for Kenya

The business invitation letter should be issued by the employer or sponsoring company located in Kenya who you’ll be working for/with during your stay.

In addition to indicating the reason for the invite , such as a meeting or other company event, the letter should also state your position/role within the company.

The invitation should be printed on company letterhead and contain the following information to be considered valid:

• Company name
• Contact telephone number
• Full company address
• Arrival and departure dates

The document is submitted electronically , with a copy of the company registration, when applying for the Kenya eVisa.

Visiting family and friends with a Kenya visa invitation letter

Given that foreign citizens staying with family or friends do not need to book accommodation, it is not possible to provide a reservation as evidence of travel.

In these situations, it is necessary to submit an invitation letter from the host family .

In their note, the relative or acquaintance should provide the following information:

• Full name, residential address and contact information (telephone number)
• Their relationship to the invitee (family/relative is not specific enough)

Like the business invite, this document is used to verify that the candidate has somewhere to reside and an acceptable reason for spending time in Kenya. It should be submitted along with a copy of the host’s passport/ID card/alien card or entry permit.

Educational trips with the Kenyan online visa

Students taking part in educational activities in Kenya also need an invitation letter for their trip.

In this instance, the letter should be from the school or university. The document should clearly state the reason for the trip and include full contact details, including the address.

Pupils should ask the school or other educational institution to provide them with the letter before beginning the eVisa application process.

How to Submit a Kenyan eVisa Invitation Letter

Travelers who opt for the Kenya eVisa do not need to present paperwork in person at a consulate or embassy. Conveniently, the form and all supporting documents are submitted electronically instead.

When filling in the visa questionnaire, applicants are prompted to provide their proof of travel , which is the invitation letter for business people, those residing with family or friends and students.

The document should be uploaded in either PDF or JPG format . There are no size restrictions but it is advised that the archive is no larger than 450kb.

Documents Required for a Kenyan Visa in Addition to The Invitation Letter

As well as providing the proof of travel which corresponds to the type of Kenyan visa required, all eligible foreigners need to have:

• A passport which is valid for a minimum of 6 months from the date of entry
• A minimum of one blank page in the passport
• A return transport ticket or evidence of an onward journey

A yellow fever certificate for Kenya may be needed by people who have recently spent time in a high-risk country.

Other documentation is requested depending on the purpose of the trip, travelers should consult the Kenyan visa requirements .

Check If You Can Apply for a Kenya eVisa

Once the applicant has all the necessary documentation to hand, the online form can be filled in with basic personal information and passport details.

Provided all the data and supporting documents, including the invitation letter, are approved, the Kenya eVisa will be sent by email within approximately 72 hours.

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Visa Invitation Letter for Kenyan Visa

Want to invite someone to and need to write a visa invitation letter for visa? Find and download the right visa invitation letter for your needs, here.

How to Write a Visa Letter for Kenya

When you are preparing plans to travel to Kenya, there are many things you may need to consider, such as if you will be enabled to enter Kenya, and do need a Kenyan visa, where you will be visiting and for how long.

If you need to make an application for a Kenyan visa, be advised, usually applying and getting a Kenyan visa is a long process and you as a visa candidate will need to offer lots of files and actions to acquire it.

One of the most important things you have to show to the visa officer at the Kenyan embassy is that you will not stay illegally in Kenya more than you are enabled to. As a result of this reason, having an invitation letter for the Kenyan visa is needed in most cases and will assist your request at the least.

What is an invitation letter for Kenyan visa?

A visa invitation letter is a written letter from the individual you are paying a visit to who lives in Kenya. The person you are visiting is inviting you to stick with them and by default they guarantee that you will not stay in Kenya unlawfully.

As a basic guideline, if you are visiting a member of the family or pal in Kenya, she or he will send you an invitation letter to stay with him or her for particular dates. The visa invitation letter will describe the relationship she or he have with you and show that they will help you financially if you are unable to for the length of your stay in Kenya.

When you apply for your Kenyan visa, you should attach this visa letter to the rest of the files with your visa application. The visa invitation letter is a powerful supporter of your application because the visa officer at the Kenyan embassy will understand that you are not simply going to the country without a real intention.

The letter will let them know why you are travelling and who you are seeing. If for any reason, you do not go back to your home nation within the specified time frame, the authorities will find out you are residing unlawfully, but they will also have the contact info of the individual you were residing with. That is how they can find you and take the essential steps if you overstay your Kenyan visa.

If you are preparing to take a trip for a specific purpose to the Kenya, you must make certain that you have the proper visa invitation letter. The letter will make things a lot easier for the Embassy to grant you the required visa.

We have actually noted the different kinds of visa invite letters below, a visa officer at the Kenyan embassy require descriptions of what each of them are and the frequently asked for documents. Please consult the Kenyan embassy website in your country of residence to find out more as the required documents can differ from nation to nation for the exact same Kenyan visa.

What are the different types of visa invitation letter?

The kind of visa invitation letter you must to include with your application depends on the purpose for your travel to Kenya, for this reason there are lots of kinds of visa invitation letters. To contribute to the intricacy, each type of visa letter will also require extra supporting files to prove that what is written in the visa invitation letter holds true. The visa officers are very specific about this and they will not take into consideration an inviting letter for a Kenyan visa without the needed documents that support its claims.

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Documents required for Kenya eTA

When applying for an eTA to Kenya , there are certain documents that you will typically need to provide. The specific requirements may vary depending purpose of travel.

However, here are some common documents that are often required for a Kenya eTA application:

Kenya eTA Document Requirements

To ensure a smooth eTA application process, please review the updated list of required documents for various types of eTAs to Kenya:

General Documents (applicable to all eTA types):

• Passport Validity: Make sure your passport is valid for at least six months beyond your planned arrival date in Kenya. Additionally, ensure that your passport has at least one blank page available for stamping by immigration officials.
• Photograph Requirements: You will need a recent selfie or a passport-type photo. This should be a clear, front-facing photograph, ideally with a neutral background. 
• Contact Information: Have your contact details ready, including a current email address and phone number. 
• Travel Itinerary Details: Prepare details of your arrival and departure itinerary. This includes flight numbers, dates, and times of your flights. 
• Accommodation Confirmation: Keep handy the booking confirmations for your accommodations in Kenya. This might include hotels, resorts, or any other type of lodging you have arranged. 
• Payment Methods: Ensure you have multiple means of payment ready for your trip. This can include a credit card, debit card, Apple Pay, or other digital payment options . It's advisable to have more than one payment method available in case of issues with one. 

Additional Documents by eTA Type:

• Onward Ticket: Present a return or round-trip ticket for your onward travel.
• Hotel Booking Confirmation : Include a confirmation of your hotel reservation in Kenya.
• Invitation Letters: Provide invitation letters from the inviting company in Kenya, specifying the purpose and duration of your business visit.
• Copies of Company Registration: Submit copies of the registration documents of the inviting company.
• Person Countersigning the Invitation Letter: Include the staff identification (ID) and Kenyan ID of the person countersigning your invitation letter.
• Invitation Letters from the Host Family in Kenya: Kindly provide invitation letters from your host family in Kenya. These letters should include the following information:
• Full names and addresses of the host family members.
• Relationship between the applicant and the host family.
• Duration of the visit and proposed dates of arrival and departure.
• Details of accommodation arrangements during the visit.
• Assurances of financial support for the applicant, if applicable.
• Identity card
• Entry permit
• Invitation Letter from the Host: To apply for work eTA in Kenya, you will need to obtain an invitation letter from your host organization or employer . This letter should clearly state the purpose and duration of your visit, as well as provide details about your employment or work-related activities in Kenya.
• Employment Contract : You must have a valid employment contract with your Kenyan employer. The contract should outline the terms and conditions of your employment, including your job role, responsibilities, and duration of your employment . This document serves as proof of your employment in Kenya and is a crucial requirement for obtaining a work eTA.
• Referral Letter from the Doctor/Hospital: To apply for a medical eTA to Kenya, you will need a referral letter from your referring doctor or hospital. This letter should state the details of your medical condition, the recommended treatment in Kenya, and the duration of your stay.
• Appointment Letter from the Receiving Doctor/Hospital: You must obtain an appointment letter from the receiving doctor or hospital in Kenya . This letter should confirm your scheduled medical consultations, procedures, or treatments, as well as the dates of your visit.
• Invitation Letter from the Host : Please provide an official invitation letter from the host organization in Kenya. The letter should include detailed information about the purpose, duration, and location of the event, as well as the responsibilities and obligations of the host towards the participants.
• Copy of Company Registration Certificate: Please attach a copy of your company's registration certificate. This document serves as proof of the legal existence of your organization.
• Person Countersigning the Invitation Letter : Provide the staff ID of the person who is countersigning the invitation letter. This individual should be a representative of the host organization in Kenya.
• Kenyan ID of Person Countersigning the Invitation Letter : Please include a copy of the Kenyan identification document (ID) of the person who is countersigning the invitation letter. This helps verify their identity and affiliation with the host organization.

Kenya eTA Required Attachments:

Please ensure that you include the following documents when submitting your eTA application. Please note that the accepted formats for these attachments are PDF, JPG, or Microsoft Word.

Photograph Requirements for Kenya eTA

To apply for a Kenya eTA, it is important to adhere to the following photograph requirements:

• Format: Submit a recent, clear, and coloured photograph.
• Size: The photograph should be 2 inches by 2 inches in size.
• Background: The background should be plain white or light-coloured.
• Expression : Maintain a neutral facial expression with both eyes open.
• Attire: Wear normal daily attire. Avoid uniforms or clothing that may obscure your face.
• Headgear : Religious headgear is allowed, as long as it does not cover the face.
• Glasses: Only regular prescription glasses are permitted. Sunglasses or tinted glasses are not allowed.
• Photo Quality: The photograph should be of high quality, with good resolution and no blurriness.

Remember to follow these guidelines to ensure a smooth eTA application process.

Kenya offers various types of eTAs for travellers, including tourism, business, medical, and family visits. These eTAs have different document requirements. Nationals of countries that require an eTA to enter Kenya must apply online for one of these eTA types.

How To Complete The Online eTA Application Form

Upon selecting the Apply button, you will initiate the official commencement of the Kenya eTA application process. It is advisable to thoroughly peruse the initial page of the application, as it outlines the various eTA requirements.

The Kenya eTA application form is divided into ten sections and is generally uncomplicated to complete. The following aspects can be anticipated:

• Application Information
• eTA Applicant Details
• Nationality and Residence Information
• Passport Details
• Applicant Information
• Travel Information
• Uploads (where you can submit your documents)
• Review Application
• General information
• Confirm and proceed

When completing the Kenya eTA application form, it is essential to have your passport readily available. Ensure that the personal details you enter align precisely with the information indicated on your passport. Towards the conclusion of the application, you will have the opportunity to verify the accuracy of the provided information. Therefore, it is crucial to meticulously review and double-check all details.

• Valid passport with 1 blank page.
• Passport validity of at least 6 months from arrival.
• Entry is allowed through designated airports, seaports, and border crossings.
• Required to provide date of arrival and departure.
• Booking confirmation for at least one night stay.
• Travel schedule or itinerary.
• Return flight booking confirmation.
• Overnight stay booking confirmation or invitation letter from the host or Kenyan organization.

What is Asked in the Health Declaration Page of Kenya eTA Application Process?

As part of the Kenyan government’s commitment to ensure your safety and well-being during your travels, they ask you to provide accurate information about your current health condition. This will help take the necessary precautions and offer you the best possible care.

• Recent Symptoms Inquiry
• Have you experienced any of the following symptoms today or at any time in the last 15 days?
• Difficulty in breathing

Please answer with a simple 'Yes' or 'No'.

• Exposure to Measles
• In the last 21 days, have you shared a living space or workplace with someone who was diagnosed with measles?
• Your response, either 'Yes' or 'No', is crucial for taking appropriate measures.
• Tuberculosis (TB) Concerns
• Are you currently battling Tuberculosis (TB), or have you recently been in close contact with someone suffering from TB?

A 'Yes' or 'No' answer will suffice here.

Travel Itinerary and Country Visits

To further ensure your safety and health during your journey, it will ask about your travel plans, especially the countries you intend to visit in the 21 days leading up to your arrival. This includes any countries you will be passing through, such as during airport layovers or port transits, as well as your current country of residence.

Please provide the list of all such countries. This information is vital in helping the government team stay informed about any potential health risks or outbreaks and offer you tailored advice and assistance for your journey.

Frequently Asked Questions

• Passport validity of at least six months from arrival in Kenya and at least one blank page.
• A recent selfie or passport-type photo.
• Contact details including email and phone number.
• Detailed travel itinerary.
• Accommodation booking confirmations.
• Multiple payment methods for the trip.
• Onward or return ticket.
• What are the specific requirements for a Tourist eTA?
• Hotel booking confirmation in Kenya.
• Recent, clear, colored photograph.
• Size: 2 inches by 2 inches.
• Plain white or light-colored background.
• Neutral facial expression with both eyes open.
• Normal daily attire and no headgear covering the face.
• Regular prescription glasses only.
• Recent symptoms inquiry.
• Exposure to measles.
• Tuberculosis concerns.
• Travel itinerary and country visits.

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Invitation letter for visa Kenya

When applying for a business visa, one of the most important documents is a letter of offer or intent issued by the host company. In this article, you can find out all about the invitation letter for visa Kenya

Visitors, who are planning a trip to Kenya , can also get the help of travel agencies like tourist visa online to secure invitation letters from the host organisations.

Kenya is a country located in East Africa along the coastline of the Indian Ocean. Visitors can also witness the tallest mountain in Africa, the Kilimanjaro in person. 

The country offers several opportunities for you to use your skills and make a livelihood out of them. It has immense business growth and companies are always looking out for new people to add on and work with. 

If beautiful coastlines, rainforests, wilderness and great wildlife viewing is your cup of tea then you can definitely check out Kenya as a place to settle down long term for its business opportunities.

For a business visa, it is advisable to get a multiple entry visa the first time, so that you can easily enter and exit the country with the convenience of settling down.

Continue reading the article below to find out more about the said Invitation letter for visa to Kenya.

READ ALSO: IS KENYA SAFE TO VISIT

The invitation letter is essentially a way for companies to reach out and talk to potential business clients or partners, to come and conduct business in their country (Kenya in the case of this article).

It can also be a letter inviting people, groups or other organisations to attend an event like a seminar etc.

In this case, the invitation letter visa Kenya should be sent by the company or organisation located in Kenya.

Business Visa

We cannot talk about the Kenya Business visa invitation letter, without actually talking about the Business visa. This is a kind of visa issued to those who wish to conduct trade and business between two countries. 

It allows the visitor to stay in the host country for a short period of time, for them to conduct the business they are concerned with and then return back.

READ ALSO: KENYA CLASS K VISA

Requirements

Apart from the invitation letter and the documents consisting of information about the applicant, the embassy will also require you to submit some incorporation documents belonging to the host company.

We have provided a list of the needed documents below. You can get the help of your travel agency , who should be able to arrange these for you. 

• The certificate of registration which is also known as the incorporation of the company.
• The company’s articles of incorporation.
• The address of the business as registered legally.
• Their tax audits and papers.
• List of all their employees, both locals and foreigners. 

READ ALSO: KENYA FAMILY VISA

Other Documents

The applicant personally needs to submit a few documents apart from the Kenya Business visa invitation letter , such as:

• Passport that should be valid for the next six months. Along with the copies of its first and last page.
• A digitised copy of your coloured passport-sized picture. (It should be taken against a white background)
• Return ticket details.
• The invitation letter for the business visa .
• Travel itinerary and details of your accommodation for the entirety of your stay in the country.
• Proof of sufficient funds, showing that you are capable of sustaining yourself on this business trip.
• You will also have to submit the visa fee either online or with a MasterCard.

It is advisable to run these documents by your travel agency , so as to make sure your application is not rejected due to lacking or incomplete papers.

Apply Kenya Visa

Frequently Asked Questions

How long can i stay in the country with the visa for business.

Your stay in the country on the business visa will depend on the duration of the business that the host organisation has stated in the invitation letter.

Does Kenya still have business opportunities in the pandemic?

Yes, the business in Kenya had seen a downfall due to the pandemic just like the rest of the world. However, it is slowly coming to terms with it.

What is the fee for a Business visa?

The fee can be anywhere from $47 to $49 for this particular kind of visa.

How can I find the status of my business e-visa application after submitting the invitation letter along with the other documents?

Travel agencies like tourist visa online , offer visa tracking services. You can simply enter the acknowledgement number and check the status.

How can I obtain the invitation letter from the company situated in Kenya?

The companies that reach out to you will send you the invitation letter for visa to Kenya themselves, so you do not have to ask first.

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Visa Services

E-visa application.

The Government of the Republic of Kenya has fully automated the issuance of visa with effect from January 1, 2021. In this regard, all passengers travelling to Kenya from countries that require visas to enter Kenya (including the Netherlands citizens) shall be required to apply and obtain e-visa before boarding an aircraft as  no visas  will be issued on arrival.

All visas (Single Journey, Multiple Journey, Referred, East African, Transit and Courtesy visas) will exclusively be processed, paid for and issued online on the official government website www.evisa.go.ke

The requirements for the different types of visas are stated below;

Multiple Journeys Visa (Valid from three to twelve months)

Multiple Entry Visas are processed and approved from office of the Director of Immigration Services, in Nairobi Kenya. The requirements for applications are;

• Duly filled application form
• Copy of passport with validity of not less than one year
• Copies of passport pages showing visas and entry stamps of previous visits to Kenya
• A passport size photograph
• Letter of introduction and request for visa from host organisation in Kenya
• Copy of host’s passport (If Kenyan)
• Copy of host’s passport and work permit (If not a Kenyan)
• Certificate of incorporation or Registration from sending organisation in Kenya
• Letter of introduction and request for visa from sponsoring organisation /Company in the Netherlands
• Fees: 101 US Dollars

Referred Visas (please refer to list of countries in this category)

Holders of any  Travel Documents/ Certificates of Identity  and nationals of the countries listed below shall have their applications referred to the Director of Immigration Services, Nairobi Kenya, for approval. The applicants must follow the instructions online to apply for a visa. Requirements may include;

• Copy of the passport with validity of not less than 6 months
• A passport-size photograph
• Copy of Dutch residence permit (front and back)
• Letter from the sponsoring organization/individual host inviting and requesting for visa on behalf of applicant
• Copy of passport/ID of the host in Kenya
• Letter by applicant requesting for a single-entry visa to Kenya
• Original Passport with validity of not less than 6 months
• A Single-Entry Visa fee of 51.00 US Dollars

Note: Please do not procure tickets before authority to travel is issued

The following Nationalities must obtain a referred visa before departure to Kenya

Afghanistan, Armenia, Azerbaijan, Cameroon, Democratic People’s Republic of Korea, Eritrea, Iraq, Kosovo, Lebanon, Libya, Mali, Palestine, Senegal, Somalia, Syria, and Tajikistan

Stateless Persons who do not hold valid passports or travel documents issued by their own country of nationality are also required to apply for referred visas. This includes recognized refugees- persons who hold the United Nations Refugee Travel Document.

Authority for issue of visas to Nationals of the following Countries is only granted by the Office of The Director of Immigration Services – Nairobi. Subsequently, Nationals of these countries are advised to refer their Visa inquiries to this office prior to finalizing plans for travel to Kenya

The period for processing of these visas is 6-8 weeks.

NOTE: the above list is subject to changes.

East African Tourist Visa

You can apply for an East African Tourist Visa online. For this visa, additional information may be required. These can include;

• One passport-size photograph
• Original and copy of passport
• Fee: 101 US Dollars

Visa Free Countries

Nationals of the following countries DO NOT require visas to enter Kenya:

Barbados, Belize, Botswana, Brunei, Burundi, Cyprus, Dominica, Ethiopia, Fiji Island, Ghana, Grenada, Jamaica, Kiribati, Lesotho, Malaysia(for less than 30 days stay), Maldives, Mauritius, Namibia, Nauru, Papa New Guinea, Rwanda, Samoa, Sierra Leone, Singapore, Solomon Islands, South Africa(for less than 30 days stay), St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Swaziland, Seychelles, Tanzania, The Bahamas, The Gambia, Tonga, Trinidad and Tobago, Tuvalu, Uganda, Vanuatu, Zambia and Zimbabwe. 

Persons Exempted from Obtaining Visas to Kenya

The following group of people is exempted from obtaining visas to enter Kenya:

• Holders of valid re-entry pass for Kenya.
• Citizens of those countries with whom Kenya has a reciprocal Visa Abolition Agreement ( Ethiopia, Rwanda, San Marino)
• All passengers arriving and leaving by the same ship, and who do not disembark from the ship
• All passengers in transit though Kenya, who are arriving and leaving by the same aircraft or transferring to another aircraft and do not leave the International Transit Lounges of the airports
• Holders of United Nations Laissez-Passer whilst on official UN business
• Holders of Organization of African Union Laissez-Passer while on official OAU business
• Holders of African Development Bank Laissez-Passer whilst on official ADB business

All other Nationalities All other nationalities require visas to enter Kenya. The visas can be obtained online on www.evisa.go.ke

General Information Regarding Visas and Entry Into Kenya

A visa is valid for entry within 90 days from the date of issue. The possession of a visa is not the final authority to enter the Republic of Kenya. The duration of the stay in Kenya is determined by a Visitors pass issued by the immigration officer on arrival and it can be issued valid for 90 days with possible extensions to 180 days

A Kenyan visa allows re-entry into Kenya within its validity from Uganda, Tanzania, Rwanda and Burundi.

Entry on a visa does not allow a visitor to engage in any work including charity/voluntary work, research and internship. Engaging in any form of business or employment without a requisite permit or pass is an offence. To engage in other activities not specified in the visa, please obtain necessary permits and passes from Immigration Department in Nairobi, Mombasa, Nakuru, Eldoret and Kisumu. Note

• Visa processing fee is non-refundable.
• Incomplete applications will be rejected.
• The possession of an eVisa is not the final Authority to enter The Republic of Kenya.
• Engaging in any form of business or employment without a requisite permit or pass is an offence.
• A visa is required prior to entry into The Republic of Kenya.
• The eVisa printout must be presented at the port of entry.

Persons from Europe, North America, Canada and, Japan do not require yellow fever and cholera vaccination certificates to enter Kenya. Travelers from areas that are yellow fever and cholera prevalent, are required to have vaccination certificates. Malaria prevention is strongly recommended, and travelers are advised to bring along malaria prophylaxis, sun protection cream and mosquito and insect repellents.

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TOURIST VISA

TOURIST VISA REQUESTS MUST BE ACCOMPANIED BY THE

FOLLOWING DOCUMENTATION:

• Letter or request from the visa applicant, addressed to the Consular and Diplomatic Mission of Angola (this letter must be notarized);
• Introduction letter /Individual letter;
• Form, front and back, duly completed in print or typed, in black ink and duly signed by the visa applicant;
• A copy of medical report;
• A copy of International certificate of vaccination;
• Three recent color passport-sized photo;
• Original and photocopy of passport—the main pages and those containing information on migratory movements;
• Guarantee of means of subsistence, equivalent to US$200, for each day stay in national territory, under the terms of Article 19(1) of Law 2/07 of 31 August;
• Photocopy of ticket to the Republic of Angola, with a return;
• Copy of the hotel reservation with the official stamp from the hotel;
• Payment to be done through the bank of $70.00 (8 working days) (Processing fees are non-refundable regardless of the outcome of the application).
• COVID Vaccination Certificate
• Certificate of good conduct

Note: In some cases extra documents will be requested to support the visa request.

To apply Tourist Visa through Internet

TEMPORARY STAY VISA REQUESTS MUST BE ACCOMPANIED BY THE

FOLLOWING DOCUMENTS:

• A duly founded request, addressed to the Consular and Diplomatic Mission of Angola, for a temporary stay visa;
• Form, front and back, duly completed in print or typed, in black ink and duly signed by the Beneficiary;
• Criminal Background Check, issued by the authorities of the country of origin or residence, translated and duly authenticated;
• Medical certificate from the country of origin, translated and duly authenticated;
• Evidence of family relations with national citizens or foreign legal residents in the country;
• Evidence of means of subsistence and accommodations;
• Three recent, color passport-sized photos;
• Photocopy of passport—the main pages and those containing information on migratory movements;
• Statement pledging to respect Angolan laws;
• Proof of payment of the immigration act requested;
• Payment to be done through the bank of $150.00 (Processing fees are non refundable regardless of the outcome of the application).

TRANSIT VISA

TRANSIT VISA REQUESTS MUST BE ACCOMPANIED BY THE

•   Form, front and back, duly completed in print or typed, in black ink and signed by the Requester or Beneficiary;
• Recent, color passport-sized photo;
• Photocopy of the ticket to the country of destination;
• Proof of holding an entrance visa for the country of destination;
• Original and photocopy of passport—the main pages and those containing Information on migratory movements;
• International certificate of vaccination;
• Medical report
• Payment to be done through the bank of $50.00 (5 working days) and $70(2 Working days). (Processing fees are non-refundable regardless of the Outcome of the application).

Note: In some cases extra documents will be requested to support the visa request.  

WORK VISA REQUESTS MUST BE ACCOMPANIED BY THE FOLLOWING

  1.1 For professional work in the area of national reconstruction:

• Nationality;
• Parents’ names;
• Date of birth;
• Passport number and expiration date;
• Profession and functions to be performed
• Three recent, color passport-sized photos.

1.2 For professional work in the oil or mining sector:

• Profession and functions to be performed;
• Opinion of the competent ministry;
• Work contract or employee lease agreement;
• Academic and professional certificates translated into Portuguese, authenticated by a notary and by the Consular and Diplomatic Mission of Angola;

1.3 For professional work in any other sector not listed above:

• Letter from the contracting company requesting the visa, addressed to the Consular and Diplomatic Mission of Angola;
• Work contract or promise of employment;
• Academic and professional certificates translated into Portuguese authenticated by a notary and by the Consular and Diplomatic Mission of Angola;
• Curriculum Vitae translated into Portuguese and duly authenticated;
• Opinion of the Ministry of Public Administration, Employment, and Social Security for public enterprises or institutions, and from the line agency for the activity in question for private enterprises and institutions;
• Photocopy of passport—the main pages and those containing information on migratory movements.
• Photocopy of the permit for the authorized economic activity;
• Photocopy of the Diário da República [Official Gazette of the Republic], publishing the by-laws of the company;
• Current evidence of payment of tax obligations;
• Payment to be done through the bank of $250.00 (Processing fees are non refundable regardless of the outcome of the application;
• Letter addressed to the Immigration Services.

DIPLOMATIC VISA

REQUIREMENTS FOR DIPLOMATIC VISAS MUST BE ACCOMPANIED BY THE FOLLOWING DOCUMENTS:

• Recent color passport size photograph;
• When applicable, an Invitation Letter should be presented along with the other documents;
• Write and signed note by the Foreign Ministry Office, Diplomatic or Consular Representation, UN Representation or Government Organizations requesting the visa and stating the motive for the visit;
• Copy of the ticket reservation belonging to the visa applicant.

Consular contacts in case of any queries +254772071947

Application days include; Monday, Tuesday and Wednesday

Collection days include; Thursday, Friday, Monday

Kindly note that visa fees is non refundable

Online Application

Ambassador´s message, dear visitor,.

Welcome to the website of the Embassy of Angola in Kenya.

We intend with this platform to establish a practical mechanism of interaction in pursuit of the citizen satisfaction within the framework of our public service mission.

This website acts as a bridge to bring the Embassy closer to the citizens and thus bring the image of the new Angola to the Kenyan society and beyond.

Click Here to Read More

294 Runda Grove, Runda Estate Nairobi - Kenya. P.O. Box 44029 - 00100  Email: [email protected]

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Verification Letter of Invitation Requirement in the China Visa Process: A Brief Guide

A Verification Letter of Invitation is required when certain foreigners apply for M/F visas to China such as those from the Middle East. The inviting Chinese company has to ensure the invitees conduct themselves appropriately in China and depart on time as scheduled.

In light of recent developments, the application procedures for business visas to China have undergone substantial simplification. Most foreigners can now apply for an M/F visa using only the invitation letter issued by a Chinese company. Additionally, citizens of certain countries are eligible to enter China without a visa and stay for up to 144 hours or even 15 days .

However, it’s important to note that some applicants may still need to apply for a “Verification Letter of Invitation (邀请核实单)” when applying for an M/F visa to China. In this article, we will introduce what a Verification Letter of Invitation is, who needs to apply for it, and the potential risks.

Wha t is a  Verification Letter for Invitation ?

A Verification Letter for Invitation is an official document issued by the local Foreign Affairs Office to verify the authenticity of an invitation extended to a foreigner. Among others, the foreign applicant should possess legit identification; the party issuing the invitation letter must be legitimate, either a public unit or a company; and the reasons for the visit should fall within permissible scope. The allowable purposes of the visit include:

• For exchange, visit, investigation(F visa)
• For commercial and trade activities (M visa)

It’s important to note that in most cases, the invitation letter provided by the inviting unit (whether a public entity or a company) is sufficient for M/F visa applications. The Verification Letter for Invitation is only required when the Chinese embassies or consulates in certain countries specifically ask for the document.

Meanwhile, it is also essential to note that obtaining a Verification Letter for Invitation does not guarantee visa approval. The final decision on granting a visa rests with the Chinese embassy abroad, based on the specific circumstances of the applicant.

Difference from the PU/TE letter

The PU/TE letter is also a type of official verification letter that foreigners need to receive before applying for several types of visas. With the PU letter, foreigners could apply Chinese business visa (M visa). With the TE letter, foreigners could apply China visitor visa (F visa). However, these two types of verification letters were mostly applicable during the COVID-19 pandemic. Due to the pandemic control concerns, PU/TE letter issuance was very strict, for which the company needed to prove the project was very urgent and important or foreign invitees would make big contribution to the destination city.

Now, the Verification Letter of Invitation is the most common document to be submitted where a verification letter is required.

Who needs to apply for the Verification Letter for Invitation?

Based on current information, foreign applicants in Sri Lanka and most Middle East countries – such as Turkey, Iran, Afghanistan, Syria, Pakistan, and so on – need to submit a Verification Letter for Invitation when they apply for a visa to China.

That said, a Verification Letter for Invitation might not be required in a few Middle East countries, such as Saudi Arabia. Therefore, we suggest that foreign applicants consult with their the local Chinese embassy or consulate to confirm in advance.

How to apply for the V erification L etter for Invitation ?

The Verification Letter for Invitation needs to be applied for by the inviting Chinese company (inviter) at the local Foreign Affairs Office. The detailed procedures may vary slightly from city to city. But in general, the application may follow the below process:

Step 1: Account setup

The inviting Chinese company must open an online account on the official website of the Foreign Affairs Office. To open the account, the company may need to submit some documents, such as:

• Business License
• ID card or passport of legal representatives
• Company tax payment certificate
• Other required documents

Step 2: Prepare and submit application documents

Once the inviting Chinese company has an account, it can provide information about the invitee and submit relevant documents. The required documents usually include:

• Application Form for Inviting Foreigners to China
• Copy of the invited person’s valid passport (with a validity period of at least six months)
• Invitation Letter issued by the inviting organization
• Guarantee Letter issued by the inviting organization
• Dispatch Letter from the invitee’s current employer
• Government approval document, screenshot of exhibition registration, and relevant documents such as exhibition contracts and booth layouts (for those attending international conferences, exhibitions, or large-scale events in China)

Each document has specific requirements. The reviewing department will evaluate the situation and may request additional documents from the applicant company. Normally, the application process takes 4-5 working days, unless supplementary documents are needed. Once approved, the applicant company can download an Invitation Verification Letter from the online system. The application is free of charge.

If supplementary documents are required or if the submitted documents have deficiencies, the application processing time may be significantly extended. Foreign applicants are advised to allocate sufficient time for the application process to avoid any delays in their travel itinerary

Potential risks for the inviting company

As above mentioned, the Chinese company acting as the inviter for the Verification Letter of Invitation must issue a Guarantee Letter. The Guarantee Letter serves as a commitment that all submitted documents are accurate and authentic. Additionally, the company pledges to supervise and encourage the foreign invitee to adhere to Chinese laws and regulations and depart from China as scheduled.

If the invitee fails to leave China on time or engages in any illegal activities, the company assumes responsibility.

Considering this, companies should exercise caution when inviting foreigners to China. The application for the Verification Letter of Invitation should be grounded in genuine necessity. Additionally, the inviting company must proactively ensure that the invitees conduct themselves appropriately while in China and adhere to departure schedules.

China Briefing is one of five regional Asia Briefing publications, supported by Dezan Shira & Associates . For a complimentary subscription to China Briefing’s content products, please click here .

Dezan Shira & Associates assists foreign investors into China and has done so since 1992 through offices in Beijing , Tianjin , Dalian , Qingdao , Shanghai , Hangzhou , Ningbo , Suzhou , Guangzhou , Dongguan , Haikou , Zhongshan , Shenzhen , and Hong Kong . We also have offices in Vietnam , Indonesia , Singapore , United States , Germany , Italy , India , and Dubai (UAE) and partner firms assisting foreign investors in The Philippines , Malaysia , Thailand , Bangladesh , and Australia . For assistance in China, please contact the firm at [email protected] or visit our website at www.dezshira.com .

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