Christmas and New Year are when many UK residents visit relatives in Europe: a brother in Lisbon, cousins in Paris, parents who have moved to Madrid or Milan. If you will stay in a private home rather than a hotel, the consulate needs to see who is hosting you, where you will sleep and who is paying. That’s the job of the invitation letter. Here is how to get it right.
When you need an invitation letter
You need one if you are applying for a short-stay Schengen visa and you will stay with a friend or family member instead of paying for accommodation. It replaces the hotel booking in your documents. If you are staying partly in a hotel and partly with family, include both: the hotel reservation for those nights and the invitation letter for the rest.
The letter supports your application; it doesn’t guarantee a visa. You still need to show your own ties to the UK, such as a job, studies or family here, and a clear plan to return.
What the letter should include
Your host writes and signs the letter. It doesn’t need to be long, but it should be specific. Include:
- Host’s details: full name, date of birth, full address in the Schengen country, phone number and email.
- Host’s status: whether they are a citizen of that country, an EU citizen living there or a non-EU national with a residence permit.
- Your details: full name, date of birth, nationality, passport number and UK address.
- Your relationship: for example “my sister” or “a friend since university”.
- Purpose and dates: “to spend Christmas and New Year with our family from 20 December to 3 January”.
- Accommodation: confirmation that you will stay at their address for those dates.
- Costs: whether the host will cover your accommodation, food or other costs, or whether you are paying your own way.
- Signature and date.
The dates in the letter must match your application form, flight reservation, travel insurance and cover letter exactly. A mismatch is one of the most common reasons consulates ask questions.
Documents to send with the letter
Ask your host for:
- A copy of their passport or national ID card. If they are not a citizen of that country, a copy of their residence permit as well.
- Proof of address, such as a recent utility bill, tenancy agreement or property document.
- If they are paying for your trip: their recent bank statements or payslips showing they can afford it.
- If you are related: something showing the relationship can help, such as birth certificates for siblings or parents.
Official host forms in some countries
Several Schengen countries have a formal document the host must get locally, on top of or instead of a simple letter. Requirements change, so always check the consulate’s current checklist before you apply.
- France: for private stays, hosts can apply at their local town hall (mairie) for an *attestation d’accueil*, an official certificate that they will host you. Check whether your appointment needs the original.
- Spain: an official *carta de invitación* can be requested by the host from the national police. Some applicants use a signed private letter instead; check what the consulate asks for.
- Portugal: if your host is covering your costs, they may sign a *termo de responsabilidade*, a formal statement taking responsibility for your stay.
- Germany: hosts who agree to cover your costs can sign a *Verpflichtungserklärung*, a formal declaration of commitment made at their local foreigners’ office.
These formal documents can take time to arrange, so ask your host to start early, ideally before you book your visa appointment.
Sponsorship: who pays?
An invitation letter and financial sponsorship are two different things. Your host can invite you without paying for anything; in that case, your own bank statements must show you can cover the trip. If your host is paying, say so clearly in the letter and add their financial documents. Even when sponsored, it helps to show some savings and income of your own.
Common mistakes
- A vague letter that says “my friend will visit” with no dates or address.
- Dates that don’t match your flights or insurance.
- No copy of the host’s ID or residence permit.
- An unsigned letter, or one sent only as a text message or email screenshot.
- Forgetting the formal host document where the consulate expects one.
- Applying to the wrong country. If your family lives in Spain but you will spend most nights in Portugal, you apply to Portugal. Use our “Which country do I apply to?” checker if you’re unsure.
A simple template
Your host can adapt this:
“I, [full name], born [date], of [address], [citizen of / resident in] [country], invite my [relationship], [your full name], born [date], passport number [number], living at [UK address], to stay with me at the above address from [date] to [date] to spend the holidays with our family. I will provide accommodation [and cover food and local costs]. Copies of my ID and proof of address are attached. [Signature, date, phone, email]”
Plan around the holiday rush
You can apply up to six months before travel and no later than 15 calendar days before. Appointments in the UK get busy from late October to mid-December, so if you’re visiting for Christmas or New Year, book now. Read our timing guide for a countdown plan.
Get your documents checked
We check invitation letters and host documents before your appointment and tell you what’s missing, then book the earliest available slot. See our country pages for France, Spain, Italy and Portugal, or start your application.
