What is an invitation letter and how to write an invitation letter to Germany #

If you’re living in Germany and want to invite a friend or family member to visit you, one of the most helpful things you can do is write an invitation letter. This short document can make a big difference when they apply for their visa, it shows the reason for their trip, where they’ll stay, and that they have support during their visit. Done well, it can make the entire visa process smoother and less stressful.

In this guide, we’ll walk you through:

• What an invitation letter is and when it’s useful
• How to write one step by step
• The difference between a simple invitation and a formal Verpflichtungserklärung
• Why travel health insurance is still required
• Common mistakes to avoid

What is an invitation letter and why it matters #

An invitation letter is simply a written statement from you (the host) in Germany, confirming that you’re inviting someone from abroad to visit you. It’s usually included in a Schengen visa application and helps visa officers understand the purpose of the trip and the arrangements for the visitor’s stay.

It’s particularly helpful if your guest:

• Will stay with you instead of at a hotel
• Is visiting friends or family, not just coming as a tourist
• Doesn’t have a strong travel history or extensive financial documents

While it’s not mandatory for every visitor, including one can significantly strengthen a visa application. Learn more about German visa here

How to write a German invitation letter #

The good news? It doesn’t need to be formal or notarised. A simple, clearly written letter  in English or German  is enough, as long as it contains all the key details.

Here’s what to include:

• Full names, addresses, and contact details of both host and guest
• The guest’s passport number and nationality
• The purpose of the visit (e.g. family holiday, wedding, conference)
• Planned travel dates and accommodation details
• Who will pay for accommodation and daily expenses
• A copy of your passport or residence permit if you’re not a German citizen

It’s also helpful to sign and date the letter and attach a document proving your address (such as a recent utility bill or rental contract).

What to include based on the visit type #

Depending on the reason for the trip, you should adapt the content slightly so it’s clear to the visa officer:

Visiting friends or family #

• Explain your relationship (e.g. “my brother”, “close friend”)
• Mention the reason for the visit (family reunion, birthday, wedding, holiday)
• Clearly state where the guest will stay  usually your home
• Note who will cover their living expenses

Attending a business or professional event #

• Include event details (name, location, dates)
• Add the company or organisation’s name and address
• Explain the guest’s role or purpose for attending
• Clarify who will pay for accommodation and costs

Tourism with private accommodation #

• State that they will stay with you instead of at a hotel
• Provide your full contact details and proof of address
• Mention a few planned activities or sightseeing plans
• Specify who is covering accommodation and other expenses

Study or language course visits #

• Confirm the course name, dates, and institution
• Explain how you’re supporting the visitor (e.g. housing, financial help)
• Include any sponsorship details if applicable

Learn more and apply via Germany’s official Schengen visa page.

Difference between Invitation letter vs Verpflichtungserklärung (Declaration of Commitment) #

These two documents often get mixed up, but they’re very different:

• Invitation letter: An informal, optional document written by the host. It supports the visa application but isn’t legally binding.
• Declaration of Commitment (Verpflichtungserklärung): A formal, legal document issued by the local immigration office (Ausländerbehörde). It shows that the host will take full financial responsibility for the visitor during their stay.

If your guest can’t show they have enough money to support themselves, the embassy may require the Verpflichtungserklärung in addition to or instead of the invitation letter.

Common mistakes to avoid #

Even small errors can slow down or block a visa application. Here’s what to watch out for:

• Missing key details: Make sure you include names, travel dates, addresses, and passport numbers clearly.
• No supporting documents: The invitation letter should always be backed up with a copy of your ID, proof of residence, and (if relevant) evidence of your relationship.
• Forgetting about insurance: Schengen travel health insurance is a mandatory requirement the visa will be refused without it.

Final tips before you send #

A thoughtful, detailed invitation letter is one of the easiest ways to support your guest’s visa application. It helps immigration officials quickly understand their plans and gives the application more credibility.

Remember:

• Always check what documents the specific German embassy or consulate requires.
• Make sure the invitation letter is consistent with the rest of the application.
• Encourage your guest to gather all other visa requirements including health insurance, confirmed travel plans, and proof of funds before applying.

By preparing everything carefully, you’ll help your friend or family member enjoy their time in Germany without any visa headaches.