How to draft an invitation letter for an Indian business eVisa

An India eVisa invitation letter for a Business eVisa must be issued by the inviting Indian company, detailing the applicant's purpose of visit, stay duration, and sponsor information, to support a smooth visa approval process.

For business travelers applying for an Indian eVisa, an invitation letter is a crucial component of the application process. This guide will help you understand the requirements for the invitation letter, what information it should include, and how to ensure it meets the standards set by Indian immigration authorities.

Why is the invitation letter important?

The invitation letter for an Indian Business eVisa serves as an official document from the inviting company or organization in India, confirming the purpose of your visit. It provides immigration officials with essential details, verifying that your trip is legitimate and necessary for business purposes, such as meetings, conferences, or business discussions.

Who should issue the invitation letter?

The invitation letter must come from the inviting company or organization based in India. This entity should be a registered business or organization and must specify the reason for the invitation. Usually, the company’s human resources or administration department is responsible for drafting and signing this document.

Essential elements of the invitation letter

To meet Indian immigration requirements, the invitation letter must be comprehensive, accurate, and include the following key details:

• Company information:
• Applicant’s information:
• Visit details:
• Indian company’s responsibilities:
• Formal signature:

Format and presentation

For a smooth application process, ensure that the invitation letter meets the following presentation requirements:

• Language: The letter must be in English, as this is the language preferred by Indian immigration authorities.
• Format: It should be printed on the official letterhead of the Indian company to establish authenticity.
• File format: A scanned copy of the signed letter in PDF format is generally accepted. The document should be clear, legible, and free from alterations.
• Length: Ideally, keep the letter concise, covering all necessary points in one page if possible.

Additional tips for the invitation letter

• Be specific: Clearly outline the reason for the visit to avoid any ambiguity that may delay the visa approval.
• Match visa details: Ensure that the details on the invitation letter align with those on the eVisa application, such as the applicant’s name, passport number, and trip dates.
• Timely submission: Obtain the invitation letter early to allow for any revisions if required, and ensure it is submitted with the eVisa application.

Sample structure for the India eVisa invitation letter

[Indian Company’s Letterhead]

Date: [DD/MM/YYYY]

To: Indian eVisa Processing Authority

Subject: Invitation Letter for [Applicant’s Full Name] – Indian Business eVisa

Dear Sir/Madam,

We are pleased to invite [Applicant’s Full Name], a [Job Title] at [Applicant’s Company Name], to visit our company in India for business purposes. We confirm that [Applicant’s Full Name] holds passport number [Passport Number] and is a citizen of [Country].

The purpose of the visit is to [briefly describe the purpose, such as attending business meetings, consulting on projects, negotiating partnerships, etc.]. We expect [Applicant’s Full Name] to stay in India from [start date] to [end date] and visit our offices located at [Indian Company Address].

Our company, [Indian Company Name], will be responsible for [any arrangements or sponsorship details]. Should you need further verification, please feel free to contact [Contact Person’s Full Name, Job Title, and Contact Information] at [Company Phone Number and Email Address].

Thank you for your assistance in processing the Business eVisa for [Applicant’s Full Name].

Sincerely, [Signature][Signatory’s Full Name, Job Title][Indian Company Name][Indian Company Contact Information]

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Conclusion

A well-prepared invitation letter can significantly streamline the Business eVisa application process, providing Indian immigration with the necessary details to verify the purpose of the trip. By ensuring accuracy, clarity, and adherence to the format guidelines, applicants can improve their chances of securing their Business eVisa smoothly and on time for their trip to India.