Inviting Family and Friends to Germany A Complete Guide

Germany is a great place to visit, either for education, tourism, or business. If you are from an EU country, simply pack your bag and visit it whenever you want. Otherwise, you need an invitation letter to get a visa.

Invitation Letter Defined

A document necessary to present when applying for a German visa is called an invitation letter. This makes the process easy by convincing your application and winning the trust of the German embassy. The letter also proves that your stay will be for not more than 90 days.

Writer of The Invitation Letter

The host is responsible to write an invitation letter to get the visitor visa after which you should send it to your visitor whom you want to invite. They will present it at the German embassy during their visa application process. Your spouse or family member can write it for you. If you have a lot of writers, ask the person having the strongest financial background and more years  staying in Germany. Host university or institute will provide the invitation letter to their students.

Visa Kinds

Two kinds of visas are;

• Tourist visa
• Visitor visa

The short stay or Schengen visa is used for private visits, tourist visits, and business trips and is only valid for 90 days within the period of 180 days.

Visa Requirements

Here are the requirements to get a visa;

• Get an invitation letter from your town where you are registered.
• Filled form as per your residence
• Bank statement and salary slips of last 6 months (to see if you can sponsor)
• Required information is;
  • First name
  • Last name
  • Date and place of birth
  • Passport number
  • Residence permit
  • German work contract
  • Passport and Scan copy of first and last page of passport 
• Your relationship with the visitor
• German house rent agreement (to see if you have enough space to welcome invitee)
• Certificate by a tax advisor (self-employed)
• Euro 25

Kinds of An Invitation Letter

There are different reasons to have an invitation letter;

• education
• family or spouse visit
• guest scientists or scholars
• medical visit
• official delegations
• private visit
• training and internships
• tourism
• trade and fair exhibitions
• business

Invitation Letter for Education

Your German educational institution or university will write an invitation letter including; 

• Reason of visit
• Field of study
• Dates of study visit
• Duration of the degree
• Admission or scholarship letter

Invitation Letter for A Family or Spouse Visit

A spouse or family member must have an invitation letter to ensure that the visitors would not overstay in Germany. Invitation letter must include;

• Activities to do together
• Dates of stay
• Relationship proof

Invitation Letter for Guest Scientists/Scholars

German universities or research centers can invite you to give a presentation or to do research for which you will need an invitation letter including;

• Dates of your visit
• Reasons of selection as a scholar or scientist
• Activities to do

Invitation Letter for Medical Visit

The Healthcare department in Germany is very developed as there are many good hospitals with highly qualified doctors, and medical facilities to treat multiple health issues. If you need an invitation letter for a medical visit, it  must have the following information.

• Kind of a medical issue.
• Required treatment and its duration
• Required medical tests.
• Required check ups and frequency of hospital visits with dates

If a patient needs treatment for an indefinite period, the German embassy would not allow a visa.

Invitation Letter for Official Delegations

Being the representative of the government or an organization, you might need an invitation letter explaining;

• Relationship with the organization
• Discuss policies
• Mention the workshop to attend
• Event funding
• Dates and duration of the visit

Invitation Letter for Private Purpose

Invitation letter for a personal or private trip should include;

• Personal information
• Contact information
• ID number
• Resident permit number
• Visitor’s information
• Proof of relationship
• Purpose of visit
• Kind and duration of friendship or kinship
• Scheduled course
• Date and location
• Signatures

Evidence of Relationship with The Visitor

You can submit proof of your relationship with the visitor in the form of below documents;

• Marriage certificate
• Birth certificate
• Previous notes
• Document of previous meeting
• Proof via email

Invitation Letter for Training and Internships

Invitation letter for training or internship must state; 

• Dates of training or internship 
• Topic and modules covered in training workshop
• Field of job during internship 
• Acceptance letter
• Information of the sponsor

Invitation Letter for Tourism

Germany is full of tourist places so people love to visit it. 

Invitation letter to get a visa for your tour to Germany must include all documents required for a personal visit with addition of information regarding tourist locations.

Invitation Letter for Trade and Fair Exhibitions

To attend a trade or fair exhibition, an invitation letter should include;

• Dates of the exhibition
• Dates and duration of the visit
• Full name
• Organization details

Invitation Letter for A Business Trip

Germany is a great place for business options and you might need to visit Germany to sign an agreement, start a venture, or discuss the plan. Invitation letter for a business trip should include;

• Personal information
• Contact information
• Visitor’s details
• Letter from the employee’s employer with reason and duration of the visit.
• Purpose, reason, and objective of business visit.
• Period and planned course
• Proof of business relationship
• Hotel address
• Date and location
• Company letterhead
• Stamp of the company
• Your signatures and signature of managing director

Application Process for A Visitor Visa

The process to apply for a visitor’s visa is simple as given here;

• Apply for a valid passport.
• Visit the KVR office to get an invitation letter and send it to the visitor.
• Get health insurance.
• Book air tickets.
• Complete all documents along with a photograph.
• Get your visa from the German embassy.

Format of An Invitation Letter

Your invitation letter must be signed by the person inviting you to Germany. Your invitation letter should be in a formal language and address the situation concisely. Letter should address the German embassy and must include;

• Name, address, and phone number of embassy
• Applicant’s information (name, passport number, address, and phone number
• Country of residence
• Name and contact details of the person inviting someone to Germany
• Dates, duration, and reason of the visit 
• Relationship proof
• Final remarks
• Signatures

Obligation Letter

Sponsorship letter or obligation letter (verpflichtungserklärung) are the other names used for this letter. If anyone wishes to visit Germany, an obligation letter eases their visa process and they can travel without any challenge.

Final Thoughts

Invitation letter is necessary if you want to invite your loved ones to Germany. It not only makes the visa process easy but builds trust that visitors would not overstay in Germany due to which the German embassy provides the visa easily. Whenever you are writing an invitation letter, you must be careful about the format and submit all required documents. Mention every detail in an invitation letter carefully and get it signed smoothly. Have a good time in Germany!