Traveling to the U.S. can be an exciting experience, but the visa application process can be challenging. One way to strengthen your visa application is by including an invitation letter from a U.S. host, providing details about where you will stay.

The U.S. Department of State’s Bureau of Consular Affairs offers two types of visas for individuals seeking entry into the U.S. for either business (B-1) or pleasure (B-2) purposes.

What’s the Difference

B-1 Visa:

  • For business meetings, conferences, or negotiations.
  • Temporary residence for business purposes.

B-2 Visa:

  • For short-term travel, vacation, or visiting friends and relatives.
  • For pleasure and personal visits.

Under the Visa Waiver Program, citizens of specific countries can visit the U.S. for tourism or business purposes for up to 90 days without needing a visa.

Application Process

When applying for a B-1/B-2 visitor visa, having a well-written invitation letter from a U.S. citizen or legal resident hosting you can be advantageous. While not mandated, an invitation letter can provide additional confidence to the consular officer reviewing your case.

What is a Visa Invitation Letter?

This letter explains the purpose of your visit and confirms where you will be staying. It provides the U.S. consulate or embassy with assurance that your visit is legitimate and that you have a host who will support you during your stay.

When is an Invitation Letter Most Helpful?

Including an invitation letter with your U.S. visa application can be beneficial in several scenarios for individuals intending to visit the United States for personal, business, or academic purposes. Here are instances where attaching an invitation letter can enhance your visa application:

  • Family Visits: If you are visiting family, the letter can explain the purpose of your visit and your relationship with the host.
  • Tourism: Tourists staying with friends or family can show they have accommodation and support.
  • Business Travel: Letters from your U.S. contacts can verify the specifics of your visit, including meetings, conferences, or other business engagements.
  • Special Events: For attending weddings, graduations, or family gatherings.
  • Medical Reasons: For seeking medical treatment, a letter from the hospital or doctor can confirm your plans.
  • Academic Purposes: For short-term courses or conferences, a letter from the hosting institution can be useful.

Here is an example from the State Department on activities you can do with a B-1/ B-2 tourist visa or business visa.

What Should Be Included in a Visa Invitation Letter?

A strong invitation letter should contain:

  • Host’s Details: Name, status in the U.S. (citizen or legal permanent resident), contact information, and address.
  • Visitor’s Information: Full name, date of birth, passport number, and contact information.
  • Relationship: Clearly state your relationship with the invitee. (e.g. friend, family member, business associate, etc.).
  • Purpose of the Visit: Explain why the invitee is coming to the U.S. and include specific activities and events they will participate in.
  • Dates of Stay: Intended arrival and departure dates.
  • Accommodation Details: Where the invitee will stay during their visit and whether the host will cover any expenses.
  • Financial Responsibility: Clarify if the host will bear any costs.
  • Host’s Signature: To confirm responsibility and authenticity of the invitation.

Sample Invitation Letter for B-2/Tourism

[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[U.S. Embassy or Consulate Address]

Dear Sir/Madam,

I, [Your Full Name], residing at [Your Address] in the United States, would like to invite [Invitee’s Full Name], who is [describe relationship], to visit me in the U.S.

[Invitee’s Full Name] is living at [Invitee’s Address] in [Invitee’s Country]. Their date of birth is [Invitee’s Date of Birth], and their contact number is [Invitee’s Phone Number]. Invitee has strong ties to their home country, such as [describe family, economic, real estate, and social ties to the home country].

Their intention in traveling to the U.S. is to [state the purpose of the visit, such as “attend a graduation ceremony on [date]”, “explore tourist destinations”, or “participate in a business conference”].

[Invitee’s Full Name] plans to reside at [Your Address] for their visit, spanning from [start date] to [end date]. I will ensure they have comfortable lodging and will take care of all expenses incurred during their stay at my home.

I work for [Your Employer’s Name] in the capacity of [Your Job Title], and I am able to provide full support for [Invitee’s Full Name] during their visit. Attached are the required documents demonstrating my income and legal status in the United States.

Please contact me at [Your Phone Number] or [Your Email Address] if you need any further information or documentation.

Thank you for your consideration.

Sincerely,
[Your Hand Signature]
[Your Name]
[Your Phone Number]
[Your email]
[Your U.S. Passport Number]

Sample Invitation Letter for B-1/Business

[College Department Letterhead]
[Date]
[Title and Name of Visitor]
[Full Address]

Dear [Title and Name of International Visitor]:

The [Department Name] in the College of [College Name] at [University] invites you to visit [University] to discuss future research collaborations between [University] and [Name of the visitor’s institution or employer] from [begin date] to [end date].

OR

Thank you for agreeing to give your talk at the conference, [Conference Name], at the University’s [Department/College Name] on [date].

The [Department Name] will pay you a $[Amount] USD honorarium and cover your round trip air fare and travel expenses from [Country of Origin] to [City, State].

The U.S. government allows academic institutions to pay honoraria and reimburse expenses to foreign nationals who enter the U.S. B-1 (short-term business) status. However, there are some restrictions in the law. Federal law requires that:

  • You are in the U.S. in B-1 visa status;
  • The academic activities do not exceed nine days;
  • You have not accepted similar payments from more than five other U.S. institutions during the six-month period immediately preceding your visit.

If you need to apply for a B-1 visitor visa, please bring this letter, along with your valid passport and other required documents to the U.S. Embassy or Consulate which serves your place of residence.

We hope to see you at [Specify Event]. If you have any questions about the visa application, please visit the Department of State’s website: https://travel.state.gov/content/travel/en/us-visas.html.

Sincerely,
[Sponsoring Professor Signature]
[Printed Name]
[Title]
[Contact Information including Email and Office Address]
[Department/School Head/Chair Signature]
[Printed Name]
[Title]

Honoraria and Reimbursement of Incidental Expenses While on B-1

B-1 visa holders are not permitted to work in the U.S. and cannot receive salary for their U.S. activities.  However, a U.S. source can provide the applicant with an expense allowance or reimbursement for expenses incidental to the temporary stay.  As per the Foreign Affairs Manual, incidental expenses must not exceed the reasonable expenses incurred for travel to and from the event, plus living expenses such as meals, lodging, laundry, and other basic services.

Conditions for Honoraria and Reimbursements

Academic institutions can pay honoraria and reimburse expenses if specific conditions are met. Payments to Non-Resident Aliens (NRAs) require special handling to comply with Internal Revenue Service (IRS) regulations on withholding and reporting tax on NRAs.

Examples of payments made to NRAs include:

  • Wages/Compensation
  • Stipends
  • Travel & Expense Reimbursements
  • Independent Contractor Payments
  • Royalties/Commissions
  • Honoraria
  • Prizes/Awards
  • Scholarships/Fellowships

The post How to Write a Letter of Invitation for a U.S. Travel Visa: A Guide for B-1/B-2 Visa Application appeared first on Herman Legal Group.