When applying for a eTA to visit Kenya, it is often required to submit an invitation letter along with your application. An invitation letter serves as a supporting document, providing information about your trip and the purpose of your visit.
This letter is typically written by a host or inviting party in Kenya, such as a family member, friend, or business associate. It helps immigration authorities assess the legitimacy of your visit and ensures that you have a clear purpose for your travel.
What does an invitation letter for a eTA application entail?
An invitation letter is a crucial document required for many eTA applications. It serves as a confirmation that you have been invited by someone residing in Kenya.
The letter is typically written by the inviting person, who acknowledges your intention to visit their residence in Kenya.
Types of Invitation Letters:
There are various types of invitation letters, including:
- Business Invitation Letter: This type of letter is required when you are invited for business-related purposes, such as attending meetings, conferences, or negotiations in Kenya.
- Hospital Invitation Letter: If you are traveling to Kenya for medical treatment or consultation, you might need an invitation letter from the hospital or medical institution where you will be receiving the services.
- Student Invitation Letter: Students who plan to study in Kenya will need an invitation letter from the educational institution where they have been accepted.
Requirements for Writing an Invitation Letter:
While not all embassies make it mandatory, submitting an invitation letter is highly recommended to support your Kenya eTA application. To ensure the acceptance of the invitation letter, the host must meet the following requirements:
- Relationship: The host must be your friend, relative, family member, or romantic partner.
- Citizenship or Permanent Residency: The host should be a citizen or lawful permanent resident of Kenya.
- Accommodation: The host must have sufficient space in their home to accommodate you during your visit.
How to Write an Invitation Letter for eTA Application:
Writing a letter of invitation for a eTA application can be relatively simple once you understand its purpose. The host should personally write the letter, addressing it to either you or the consular officer responsible for processing the eTA application.
In some cases, embassies may have their own invitation form. If provided, your host will only need to complete the form with the necessary details. However, if no specific form is available, you can use the following sample as a guide:
[Embassy Name]
[Embassy Address]
[Embassy Phone Number]
Subject: Invitation Letter for [Applicant's Name] with Passport No. ________________
Dear Sir/Madam,
I, [Host's Name], am writing this letter to support the eTA application of [Applicant's Name] for their visit to Kenya. Currently, I reside in Kenya as a citizen/permanent resident at the following address: [Host's Address].
[Include information about the relationship between the host and the applicant.]
[Applicant's Name] will be visiting me from [Enter Entry Date DD/MM/YY] to [Enter Exit Date DD/MM/YY] for tourism purposes in Kenya. We plan to explore various tourist destinations and engage in activities such as [Add planned activities/itinerary]. During their stay, [Applicant's Name] will be residing with me at [Host's Address] until their departure to their home country. All expenses related to the trip will be covered by [Applicant's Name] through [Provide means of funding].
Should you require additional information or have any inquiries, please do not hesitate to contact me.
Kind regards,
[Host's Signature]
[Host's Name]
[Host's Address]
[Host's Phone Number]
[Host's Email]
The host should include copies of their residence permit, proof of residence (address), and any other relevant supporting documents.
Where to Submit the Invitation Letter:
If you are applying for a Kenyan eTA, the invitation letter and eTA application form should be submitted to the Kenyan embassy or consulate. The guest can submit these documents, along with other required supporting documents, on the day of their eTA interview. The host should also provide a scanned copy of the invitation letter to the guest for their reference.
Remember to check the specific requirements and guidelines of the embassy or consulate where you will be submitting your eTA application.
By following these guidelines and providing accurate and detailed information in the invitation letter, you can increase the chances of a successful eTA application for your visit to Kenya.
Can you explain the concept of a eTA cover letter?
A eTA cover letter is a crucial document that provides essential details about your intended trip to a foreign country. It serves as a proposal explaining why you are eligible to receive a eTA for your travel purposes.
This letter is typically addressed to the Embassy, Consulate, or eTA Application Center where you intend to submit your eTA application. The content of your eTA cover letter depends on the specific purpose of your trip, which can be broadly categorized into three main types: tourism, business, and medical. Each type requires distinct information to support your eTA application.
Types of eTA Cover Letters
- Cover Letter for Tourism Purposes: This type of cover letter is written by the applicant. It should include relevant information related to your tourism activities and intentions during your visit to the desired country.
- Cover Letter for Business Purposes: In the case of a business trip, the cover letter is usually prepared by your employer. It should outline the purpose of your visit, the duration of the trip, and your role within the company.
- Cover Letter for Medical Purposes: For medical trips, an authorized medical institution typically prepares the cover letter. It should include details about the patient's diagnosis, treatment, treatment duration, and any other pertinent information.
Information to Include in a eTA Cover Letter
To create a compelling eTA cover letter, it is essential to provide comprehensive and convincing details. Remember, your objective is to convince the Embassy or Consular staff that you meet the eligibility criteria for obtaining a eTA.
The following information should be included in your eTA cover letter:
- Reason for the Visit: Clearly explain the purpose of your visit to the country in question, whether it is for tourism, business, or medical treatment.
- Travel Dates: Specify the dates you plan to enter and exit the country. It is advisable to include flight reservations to substantiate your travel plans.
- Detailed Itinerary: Provide a comprehensive itinerary outlining your planned activities during your stay in the country. This demonstrates that you have a well-defined plan and reinforces the purpose of your trip.
- Financial Means: Present evidence that you possess sufficient financial resources to support yourself during your stay. This may include bank statements, proof of employment, or sponsorship details.
- Accommodation: Indicate where you plan to stay during your visit. If you have made reservations, mention the hotel name and attach supporting documentation, such as hotel confirmation or reservation details.
- Other Countries Visited: If your travel itinerary includes visiting other countries, mention them in your cover letter, along with the purpose and duration of your stay in each country.
- Sponsorship: If someone will sponsor your trip, describe your relationship with the sponsor and explain how they will support you financially or otherwise.
- Documentary Limitations: If you are unable to submit any of the required documents, provide a valid explanation for the omission and state the alternative documents you have submitted in their place.
- Additional Relevant Information: Include any other pertinent information that supports the purpose of your trip or addresses any concerns the Embassy or Consular staff may have.
It is worth noting that you can refer to your supporting documents, such as proof of accommodation, flight reservations, or medical records, within your cover letter to further substantiate your claims.
For example, you can state, "My friend and I plan to stay at the ABC Hotel in Paris, and our complete hotel reservation is attached."
Specifics for Medical Purposes
In the case of a cover letter for medical purposes, typically written by a doctor or specialist, the following information should be included:
- Official Letterhead: Ensure the cover letter is written on the official letterhead of the medical institution.
- Patient's Diagnosis and History: Clearly state the patient's diagnosis and medical history to provide context for the treatment.
- Treatment Details: Explain the specific treatment the patient will undergo, emphasizing its benefits and providing precise information about the treatment procedures.
- Treatment Duration: Specify the duration of the treatment and any subsequent follow-up appointments.
- Any Other Relevant Information: Include any additional information that may be pertinent to the medical treatment or your visit.
It is also advisable to request a hospital or medical center abroad to provide an invitation letter, known as a Hospital Invitation Letter, which can include further details regarding your medical treatment, trip information, and personal information.
Specifics for Business Purposes
When applying for a business eTA, your employer should prepare a cover letter that contains the following details:
- Letterhead of the Company: The cover letter should be written on the official letterhead of the company.
- Travel Dates: Clearly state the dates of your business trip.
- Purpose of the Trip: Describe the purpose of your visit, whether it is for meetings, conferences, negotiations, or any other business-related activities.
- Trip Duration: Specify the duration of your business trip.
- Company Information: Provide the full name of your company and your position within the organization.
- eTA Type: Clearly mention that you are applying for a Business eTA.
- Employer Contact Information: Include the contact information of your employer, such as their name, title, email address, and phone number.
- Any Other Relevant Information: Include any additional information that is relevant to your business trip or supports your eTA application.
Furthermore, in some cases, the company you plan to visit abroad may provide you with an invitation letter. This invitation letter, prepared by the foreign company, can be attached to your eTA application and provides additional validation for your business trip.
By following these guidelines and tailoring your eTA cover letter to the specific purpose of your trip, you can enhance your chances of a successful eTA application. Remember to provide accurate and detailed information to demonstrate your eligibility and convince the Embassy or Consular staff of the authenticity and legitimacy of your travel plans.
Could you provide some samples of cover letters for eTA applications?
Below, you will find samples of cover letters for different types of eTA applications. These samples serve as guidelines, and it is important to tailor the letter to meet your specific requirements and provide all the necessary information.
Sample Cover Letter for Tourist eTA/Letter of Purpose of Travel
Date:
Immigration Officer
[Embassy Name]
[Embassy Address]
[Embassy Phone Number]
Subject: Cover Letter for Tourism to [Desired Country] for [Applicant Name] with Passport No. ________________
Dear Sir/Madam,
I am writing to apply for a eTA to travel to [country name] from [enter date DD/MM/YY] to [enter date DD/MM/YY]. My purpose of travel is tourism, as I am eager to explore various tourist destinations and immerse myself in [country name]'s unique cuisine and culture. I have planned to visit places such as [add places you plan to see] and ensure an ultimate tourist experience by exploring the city of [city name(s)].
During my visit to [country name], I have made arrangements to stay at the following hotels:
- [Hotel Name and Address] - [Date DD/MM/YY]
- [Hotel Name and Address] - [Date DD/MM/YY]
[Feel free to add your schedule/itinerary and elaborate more on what you plan to do during your trip.]
I am currently employed at [company name] as [position], and I have obtained approval for the vacation days specified above. I will be financing my trip through [provide means of finances]. Please find attached all the required documents for my eTA application.
If you have any questions or require any additional information, please do not hesitate to contact me at any time. I trust that you will find everything in order and appreciate your favorable reply to my application.
Thank you in advance.
Sincerely,
[Your Complete Name]
[Your Address]
Sample Cover Letter for Medical eTA
[Official letterhead of hospital/medical institution]
[Current Date]
[Name of Referring Hospital]
[Address and Phone]
[Patient Name]
Dear Sir/Madam,
I am writing on behalf of my patient, [patient Name here], to document the medical need for [medication/treatment/equipment in question] for the treatment of [the exact diagnosis]. Please find the following information regarding the patient's medical diagnosis, history, and a summary of my treatment motive.
Patient's Diagnosis and History:
[Add applicable information of the patient's diagnosis and medical history]
Treatment:
[Add applicable information about the patient's treatment, the reason thereof, and how it will benefit the patient's health]
Treatment Duration:
[Add the expected duration of the treatment]
Summary:
As highlighted, the [medication/treatment] is necessary for my patient's medical condition. With the correct treatment and care, my patient could successfully recover/improve.
Please do not hesitate to contact me if any further information is required to guarantee the approval of my patient's medical treatment.
Sincerely,
[Name and Signature of Physician]
Quick note: Ensure that you include other relevant required documents alongside your medical cover letter. These can include records of your medical condition, health insurance policies, and any additional supporting documents.
Sample Cover Letter for Business eTA
[Letterhead of Company]
[Date]
[Embassy Name]
[Embassy Address]
Dear Consul General,
I am writing this letter to confirm that Mr./Mrs. [Name and Last Name] is an employee at [company name] with the position of [job title/position]. During the [number of years] they have been working at our company, Mr./Mrs. [Name] has played a key role in strengthening our relationships with international investors.
Mr./Mrs. [Name] will be traveling to [Name of city], [country] from [Date of entry] until [Date of exit] for a total of [number of days]. This trip is essential to attend to the following work-related activities:
[Write in as much detail as possible about the business activities that will be conducted abroad]
Furthermore, during this time, Mr./Mrs. [Name] will participate in an important business meeting in [city name] to enhance corporate relations with our international partners.
Mr./Mrs. [Name] will be staying at [hotel name, address, phone number] during their visit, and they will return to [country of origin] on the specified dates.
I kindly request the issuance of a [eTA type] to Mr./Mrs. [Name and surname] at your earliest convenience. Should you require any additional information, please do not hesitate to contact me.
Kind regards,
[Supervisor Signature]
[Name and Last Name]
[Title]
[Phone Number]
[Address of Employer]
These samples provide a framework for creating effective cover letters for eTA applications. Remember to personalize the content based on your specific circumstances and provide all the necessary supporting documents as required by the embassy or consulate.
What is a sponsorship letter and how does it relate to eTA applications?
A sponsorship letter plays a crucial role in eTA applications, particularly when the applicant is unable to provide the necessary funds for their trip abroad. This letter is written by the individual who will be financially supporting the applicant throughout their journey, known as the sponsor.
It serves as a vital document, providing evidence that the sponsor possesses the financial means to cover the applicant's expenses during their stay, including accommodation, food, transportation, and other related costs.
Distinction Between Sponsorship Letter and eTA Invitation Letter
It is important to distinguish the sponsorship letter from a eTA invitation letter. While the sponsorship letter focuses on the financial support provided by the sponsor, a eTA invitation letter is issued by a host or inviting party in the destination country.
The eTA invitation letter confirms the invitation extended to the applicant for a specific purpose, such as attending an event, conference, or family gathering.
What to Include in a Sponsorship Letter
When drafting a sponsorship letter for a eTA application, it is essential to include specific details pertaining to both the applicant and the sponsor.
Here is a breakdown of the information to be included:
- Your Details
Begin by providing your personal details, such as your full name, address, contact information, and citizenship.
- Trip Details
Outline the details of your trip, including the travel dates, duration, and itinerary. Specify the places you plan to visit and any additional activities or tours that are part of your travel plans.
- Sponsor's Details
Include comprehensive information about the sponsor, including their full name, surname, contact details, and relationship to the applicant.
- Covered Expenses
Clearly state which expenses will be covered by the sponsor, ensuring to mention accommodation, meals, transportation, and any other essential costs related to the trip.
- Supporting Documents
Apart from the sponsorship letter, the sponsor should also provide copies of the following documents to substantiate their financial capability:
- a) Copies of their passport or identification documents.
- b) Proof of sufficient funds, such as bank statements or payslips.
- c) A travel itinerary, if applicable, outlining the sponsor's travel plans during the applicant's stay.
- d) Proof of accommodation arrangements made for the applicant.
- e) A flight itinerary demonstrating the applicant's return to their home country, if applicable.
Sponsorship Letter Template for eTA Application
Below is a template that can serve as a guideline for crafting a sponsorship letter for a eTA application. This example involves a husband sponsoring his wife's trip, but you can modify it accordingly to suit your specific circumstances:
[Date]
Immigration Officer
[Embassy Name]
[Embassy Address]
[Embassy Phone Number]
Subject: Sponsorship Letter for [Wife's Name] with Passport No. [Passport Number]
Dear Sir/Madam,
I, [Your Full Name], currently residing at [Your Address] and a citizen of [Your Country], am writing in support of my wife, [Wife's Full Name], and her eTA application.
[Wife's Name] will be traveling with me to [Destination Name] for tourism purposes. Our planned departure date is [Enter Departure Date (DD/MM/YY)], and we intend to return to [Enter Home Country/Another Country] on [Enter Return Date (DD/MM/YY)].
During the specified travel period, my wife and I have planned visits to [List Places You Intend to Visit]. We have organized an itinerary that includes various sightseeing activities and tours [Add further details if applicable, such as a detailed schedule].
For the duration of our stay, [Wife's Name] will be staying with me at [Hotel Name(s)] or [Provide Accommodation Arrangements]. I hereby confirm that I will bear all the necessary expenses related to her trip, including accommodation, meals, transportation, and any other essential costs.
Please find attached all the required supporting documents to validate the information mentioned in this letter.
Thank you for your attention to this matter.
Kind regards,
[Applicant's Name]
[Your Home Address]
[Your Phone Number]
[Your Occupation]
[Your Signature]
Conclusion
A well-crafted sponsorship letter serves as a testament to the financial support provided by a sponsor for a eTA application. By clearly outlining the necessary details and attaching relevant supporting documents, the sponsor enhances the chances of the applicant's eTA approval.
Do you have any tips for writing a letter for eTA applications?
Certainly! Here are some tips to keep in mind when writing a letter for eTA applications:
- Be Clear and Concise: Keep your letter clear, concise, and to the point. Avoid unnecessary details or lengthy explanations. Stick to the relevant information required for the eTA application.
- Follow the Official Format: Research the specific requirements and guidelines for eTA application letters provided by the embassy or consulate. Use the recommended format and structure, including headings, if provided.
- Provide Complete and Accurate Information: Ensure that all the information you provide is accurate and complete. Double-check names, dates, passport numbers, and other important details to avoid any errors.
- Address the Appropriate Authority: Address the letter to the correct immigration officer or consular officer responsible for processing eTA applications. Include their name, title, and contact information if available.
- Include Relevant Details: Include all relevant details about your trip, such as travel dates, duration, purpose of visit, places you plan to visit, accommodation arrangements, and any scheduled activities or events. Provide a clear itinerary if applicable.
- State the Financial Support: Clearly state who will be financially supporting your trip and how they will cover your expenses. Include the sponsor's full name, contact information, and a brief explanation of their relationship to you.
- Attach Supporting Documents: Whenever possible, include supporting documents to validate the information mentioned in the letter. These may include bank statements, payslips, flight itineraries, accommodation bookings, and any other documents requested by the embassy or consulate.
- Use a Professional Tone: Maintain a professional tone throughout the letter. Be polite, respectful, and courteous in your language. Avoid using slang or informal expressions.
- Proofread and Edit: Before submitting your letter, carefully proofread it for any grammatical errors, typos, or inconsistencies. Make sure the letter is well-written and presents a strong case for your eTA application.
- Be Truthful: Always provide honest and accurate information in your letter. Avoid exaggerating or misrepresenting your circumstances. Honesty is essential for a successful eTA application.
Remember to tailor your letter to the specific requirements of the eTA application and embassy or consulate you are applying to. It's also a good idea to seek guidance from official resources or consult with an immigration attorney if you have any specific concerns or questions.
Confidently Writing Your Invitation Letter for eTA Applications
Writing an invitation letter for a eTA application can initially seem daunting, but with the information provided in this guide, you will gain the confidence to write your own letter.
By following the tips and guidelines outlined below, you will be able to craft a personalized invitation letter that meets the specific requirements of your eTA application.
Understand the Purpose:
Before you begin writing your invitation letter, ensure you have a clear understanding of the purpose of the letter. Identify the type of eTA you are applying for and the specific information required by the embassy or consulate. This will help you structure your letter appropriately.
Format and Structure:
Follow the recommended format and structure provided by the embassy or consulate. If there are no specific guidelines, maintain a formal letter format with a clear introduction, body, and conclusion. Consider using headings or bullet points to organize the information and enhance readability.
Personalize the Letter:
While sample eTA letters can serve as a helpful guideline, it is important to personalize your invitation letter to reflect your unique circumstances. Tailor the content to accurately represent your relationship with the invitee and the purpose of their visit.
Provide Essential Details:
Include all the necessary details in your invitation letter. This typically includes the invitee's full name, date of birth, nationality, passport information, and contact details. Clearly state the purpose and duration of the visit, along with the intended dates of travel.
Explain the Relationship:
Elaborate on your relationship with the invitee, emphasizing any family ties,friendships, or professional connections. Provide relevant background information to establish the credibility of your invitation and demonstrate a genuine reason for the visit.
Describe the Visit:
Detail the specific activities, events, or occasions the invitee will participate in during their stay. Mention any planned itineraries, sightseeing opportunities, conferences, or family gatherings. This demonstrates a well-structured visit and strengthens the purpose of the invitation.
Show Financial Responsibility:
Provide evidence of your ability to financially support the invitee during their stay. If you will be covering their expenses, clearly state this commitment and outline the financial arrangements you have made. Include any supporting documents, such as bank statements, to substantiate your claims.
Extend Hospitality:
Express your enthusiasm and willingness to accommodate the invitee during their visit. If applicable, state that you will provide lodging, transportation, or any other necessary arrangements. This showcases your genuine hospitality and reinforces the purpose of the invitation.
Proofread and Edit:
Once you have completed the invitation letter, carefully proofread it to ensure accuracy, coherence, and clarity. Check for any grammatical errors, spelling mistakes, or missing information. A well-presented and error-free letter enhances your credibility.
Seek Legal Advice if Necessary:
If you have specific concerns or complex circumstances, it is advisable to seek legal advice from an immigration attorney or consult official resources. They can provide expert guidance to ensure your invitation letter meets all legal requirements.
FAQ
Where should I submit my eTA cover letter?
Once you have written your cover letter, you should submit it along with your eTA application form and other required documents at the Embassy where you will lodge your eTA application.
What are the other required documents with a eTA invitation letter?
As a U.S. visitor, in addition to your eTA invitation letter, you must ensure that you have included all of the sponsor's information (a U.S. citizen). It would also be helpful to include a letter of invitation for a eTA and supporting documentation. The other required documents for your eTA application may include:
- A copy of your passport, I.D., or green card
- Proof of sufficient funds, such as your bank statements (if funded by the host in the U.S.)
- Declaration of Financial Support or USCIS Form I-134 (optional)
- Proof of residence, such as your home address or a rental contract
Enrollment verification letter or transcripts (for students)
- Make sure to attach all the necessary documents for your eTA application.
What other countries can I visit with my Schengen eTA?
With your Schengen eTA, you can visit the following Schengen Member States in Europe: Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, and Switzerland.
Why is a cover letter important?
A cover letter is important because in some cases, you may not be able to attend an in-person interview with a eTA officer, especially when applying through a eTA Application Center like VFS Global.
The cover letter helps clearly explain the purpose of your travel to the embassy authorities responsible for processing your eTA application. It not only facilitates the eTA processing time but also potentially increases the chances of a successful eTA application.
Can I get a Schengen eTA without an invitation letter?
When traveling to a Schengen area country for any purpose, it is recommended to have an invitation letter. The invitation letter makes it easier for the Embassy to grant you the Schengen eTA.
What other documents should I submit alongside my Schengen eTA cover letter?
For a successful eTA application, you need to submit certain documents that are part of the Schengen eTA requirements. In addition to your cover letter, you must submit the following documents:
- A valid passport (valid for 6 months after your trip)
- 2 passport-size pictures
- A complete Schengen eTA application form
- A flight itinerary or return flight ticket
- Proof of financial means (bank statements for the past 6 months)
- Proof of accommodation (hotel bookings, Airbnb reservations)
- Valid Schengen travel insurance
- Employment status documents
- Proof of civil status
- COVID-19 requirements
How to write a cover letter for VFS Global?
Writing a cover letter for VFS Global is similar to writing a letter to the embassy. Keep in mind that VFS Global acts as a bridge between you and the embassy. When writing a cover letter for VFS Global, you can use the samples provided above (depending on the purpose). Regardless, remember that any visa cover letter follows the same principle and format.