What is an invitation letter for Germany?

If you live in Germany and plan to invite a friend or family member to visit, they may need an invitation letter to support their visa application. This simple document can help your guest to prove the purpose of their trip and where they’ll be staying while in the country. Get it right and it can make their visa application process much smoother.

This guide covers:

• What an invitation letter is and when it’s needed for a German visa
• How to write an effective invitation letter
• The difference between an informal invitation and a formal declaration of commitment
• Why visitors still need health insurance

The purpose of an invitation letter

An invitation letter is a written document from a host in Germany to a visitor abroad, confirming that they are invited to stay with the host. It is often submitted alongside visa applications, especially for short-stay Schengen visas, to help immigration authorities assess the purpose and support for the visit.

The letter can help when the guest is:

• Staying with a private person instead of a hotel
• Visiting family or friends and not coming to the country as a tourist
• Lacking strong financial proof or travel history

Not every applicant needs one, but it’s often recommended to strengthen a Schengen visa application.

Learn more about Germany’s visa requirements.

How to write an invitation letter for Germany visa applicants

A German invitation letter doesn’t have to be formal or notarised, but it should include all the necessary information clearly and truthfully. It’s best to keep it short, simple and specific.

Your invitation letter can be written in English or German. Here’s what it should include:

• Full name, address, and contact info of the host and the guest
• The guest’s passport number and nationality
• The purpose of the trip, such as a family visit, holiday or attending an event
• The dates of travel and where the guest will be staying
• Who will be responsible for the guest’s accommodation and expenses
• A copy of the host’s passport or residence permit if they are not a German citizen

You should sign and date the letter and ideally include a copy of a recent utility bill or rental contract to confirm your address. This all helps with streamlining the visa application process.

What to mention in your invitation letter

Different types of visits require different details in your invitation letter to help visa officers understand the situation clearly. Here are some helpful tips based on common visit purposes:

Visiting family or friends

• Explain your relationship to the guest (parent, sibling or close friend)
• Mention the reason for the visit, such as family reunion, holidays or special occasions
• Specify the exact address where the guest will stay: this is usually your home
• Clarify who will cover the guest’s living costs during their stay

Attending a business or professional event

• Provide details of the event (conference, meeting or seminar) and its dates
• Include the host company or organisation’s name and local address
• Explain the guest’s role or purpose for attending the event
• Confirm whether accommodation and expenses are covered by the host or the guest

Tourism with private accommodation

• State that the guest will stay at your private residence instead of a hotel
• Include your full contact details and proof of address (utility bill, rental contract)
• Outline planned activities or sightseeing during the visit
• Confirm who will cover accommodation costs and other expenses

Study or language course visits

• Confirm the guest’s enrolment or planned enrolment in a language or study program
• Include dates of the course or exams to be attended
• Explain your support during the visit, if any (such as providing accommodation)
• Mention any sponsorship or financial aid you will provide to the guest, if applicable

Invitation letter vs. declaration of commitment

Many people confuse a simple invitation letter with a declaration of commitment (Verpflichtungserklärung). These are very different documents:

• Invitation letter: This letter is informal and optional, usually submitted alongside a short-stay visa application
• Declaration of commitment: This is a formal, legally binding document. It must be issued at your local immigration office (Ausländerbehörde) to prove that the host accepts full financial responsibility for the visitor during their stay

If your guest cannot show enough funds to support themselves, the consulate may require a declaration of commitment instead. You can learn more about this process in our guide to the “Verpflichtungserklärung”.

Germany invitation letter: common mistakes to avoid

Here are a few frequent mistakes that are all-too-easy for hosts and guests to make during this process:

• Leaving out key details: A vague or incomplete letter can cause delays or rejections. Always include full names, travel dates and accommodation information.
• Not backing up the invitation: While the letter is important, it should be supported by additional documents like your passport copy, proof of residence and evidence of your relationship (if that is relevant to the application).
• Skipping the insurance step: Even with a well-written invitation letter, the visa will be denied unless your guest includes proof of valid travel health insurance. This is a strict requirement for all Schengen visa applications.

A clear, detailed invitation letter is one of the simplest ways you can support someone’s visa application to visit Germany. Whatever their reason for traveling, taking the time to write a proper letter can make a big difference in how smoothly their application is processed.

Be sure to include the necessary details, support the letter with relevant documents and check which type of invitation is appropriate based on your guest’s visa type and financial situation. While it may feel like just a formality, this letter helps visa officers understand your guest’s travel plans and intentions, reducing the chance of unnecessary delays or rejections.

And don’t forget: visitors will still need to meet all other German visa requirements, including having embassy-approved health insurance coverage, confirmed travel dates and sufficient funds. A well-prepared application shows both care and credibility, giving your guest the best chance of enjoying their time in Germany without any visa trouble.