How is an invitation letter different from a cover letter?

The cover letter is written by you, the applicant, to introduce your own application. The invitation letter is written by your host in the Schengen area, confirming they're inviting and (often) hosting or sponsoring you. You usually include both — they do different jobs.

What documents does my host need to provide?

Typically a copy of the host's ID or passport (or residence permit if they're not a national), proof of their address such as a utility bill or tenancy, and, where the country requires it, a formal obligation or sponsorship form. If the host is paying, they add proof of funds.

Do I need a formal sponsorship form as well as the letter?

Some Schengen countries require an official 'obligation' or sponsorship/accommodation form (for example a formal declaration lodged by the host with their local authority) in addition to or instead of a plain letter. Check the requirements of the country you're applying to.

Does an invitation letter replace proof of accommodation?

Often it doubles as your accommodation proof when you're staying at the host's home, but not always — some consulates still want the host's address evidence attached. If you're in a hotel for part of the trip you'll need booking confirmations too. See our accommodation-proof guide.

Schengen Visa Invitation Letter from a Host: What to Include

Q: What is an invitation letter for a Schengen visa?

It's a letter written by a host in the Schengen country — a family member, friend or sponsor — confirming they're inviting you, where you'll stay, the dates, your relationship, and who is paying for the trip. It supports applications where you're staying with someone or being sponsored, rather than in a hotel.

TL;DR

A Schengen invitation letter is written by your host in the Schengen country — a family member, friend or sponsor — confirming they're inviting you, where you'll stay, the dates, your relationship, and who is paying. It supports applications where you're staying with someone or being sponsored rather than in a hotel. It is not your own cover letter (you write that), and it may or may not replace your accommodation proof. The host attaches their ID, proof of address, and sometimes a formal sponsorship/obligation form.

Who writes it, and when you need one

The invitation letter comes from your host — the person in the Schengen area you'll be visiting or who is funding your trip. You'd use one when:

You're staying with family or friends rather than in a hotel.
Someone in the Schengen area is financially sponsoring your trip.
You're visiting for a private, family or social purpose and want the host to confirm the arrangement.

If you're staying entirely in hotels and funding yourself, you generally don't need an invitation letter — your bookings and bank statements cover it.

Invitation letter vs your cover letter

These are two different documents and applicants regularly confuse them:

Document	Who writes it	What it does
Cover letter	You, the applicant	Introduces your application, your trip, and proves you'll return to the UK — see cover letter
Invitation letter	Your host in the Schengen area	Confirms they're inviting you, where you'll stay, dates, relationship, and who pays

You'll usually submit both: your cover letter argues your case; the host's invitation letter corroborates your accommodation and funding.

What the host's letter must include

Have your host write a dated, signed letter covering each of these:

Section	What the host states
Host's details	Full name, date of birth, address, phone and email
Host's status	Their nationality or residence status (citizen, residence permit holder)
Your details	Your full name, date of birth, passport number, UK address
Relationship	How they know you (parent, sibling, friend, colleague)
Purpose	Why you're visiting (family visit, holiday, event)
Dates	Exact arrival and departure dates, matching your travel plans
Accommodation	That you'll stay at their address (or where) for the stay
Who pays	Whether the host covers any costs, and which (lodging, food, all)
Signature	Signed and dated; include a contact in case the consulate calls

The host's supporting documents

A letter on its own carries little weight; the host should attach evidence:

Proof of identity — a copy of their passport or national ID, or their residence permit if they're not a national of the country.
Proof of address — a recent utility bill, tenancy agreement or property document showing they live where they're hosting you.
Proof of funds — if the host is sponsoring you financially, their bank statements or payslips, so the consulate can see the trip is funded.

Formal sponsorship / obligation forms

Some Schengen countries don't accept a plain letter and instead require an official form lodged by the host with their local authority — variously called a formal obligation, sponsorship declaration or proof of accommodation form. Examples include formal attestation documents that the host signs and (sometimes) has stamped by a town hall or municipality.

Letter vs accommodation proof

When you're staying at the host's home, the invitation letter often doubles as your accommodation evidence — but not always. Some consulates still want the host's separate proof of address attached, and if part of your trip is in a hotel you'll also need those booking confirmations. We cover this fully in accommodation proof; don't rely on the letter alone without checking.

Put it all together

The host's letter sits alongside the rest of your file — see the Schengen documents checklist. When you're ready:

Checklist generator — a tailored document list for your trip
Bundler — merge the invitation letter, your cover letter and everything else into one ordered PDF
Compressor — fit the visa centre's upload size limit

Worried the invitation and funding evidence hangs together? Our done-for-you Schengen service checks the host's letter against your own application before you submit. For the overview, see the Schengen visa from the UK hub.