Purpose of the letter
The letter explains who the host is, who the guest is, why they are coming, where they will stay, and how long. It may confirm who pays for the trip. The consulate decides how much weight to give it.
Check the consulate's page for specific wording or format requests.
Contents
Include the host's full name, address, phone, date and place of birth, and immigration status or citizenship where required. List the guest's full name as on their passport, date of birth, passport number, relationship and planned dates. Describe lodging and who covers costs.
Avoid promises you cannot keep and avoid vague language.
Notary handling
The host appears with ID and signs at the notary's table. The notary uses a jurat if the host swears to facts, or an acknowledgment if only confirming the signature. The notary does not check immigration status or the truth of the plans.
If the letter will be used abroad, ask whether an apostille is needed.
Supporting documents
Hosts may attach proof of address, a copy of ID, a work letter or tax records. The guest brings their own paperwork showing ties to home, such as employment and family. These do not usually need a notary.
Send the letter by a reliable method and keep a copy.
Cautions
Do not write a letter for someone you do not know. False statements can cause trouble. If the guest has a complex situation, ask an immigration attorney. A notary cannot predict visa outcomes.
MCC Solutions can notarize the host's signature at a convenient location.
Sample outline for the host
Opening paragraph: who you are and your relationship to the guest. Second paragraph: the purpose of the visit, dates, and where the guest will stay. Third paragraph: who pays for travel, food and lodging. Closing paragraph: the guest's plan to return home and your contact information.
Keep the letter to one page. Use the guest's name exactly as printed in the passport. Avoid claims about the guest's job or finances unless you know them.
After notarization, make a scan for your files and send the original to the guest by tracked courier. The guest brings it to the interview with their other papers. If the consulate asks for something else, such as a hotel booking, handle that separately.
Do not be offended if the consulate treats the letter as minor evidence. Consular officers focus on the guest's own ties and finances. Still, a clear, truthful letter can answer questions about lodging and funding. Hosts should also prepare to answer questions if contacted, and should avoid inconsistent details between the letter and the guest's application.
Common questions
Does the letter ensure a visa?
No. Consulates make independent decisions.
Does the guest need to sign?
Not usually. The host signs.
Can the letter be in another language?
Possibly, with a translation. Check the consulate's instructions.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.