In your new home that is in a new country, you probably had times when you wanted to host someone from your own country. Someone may have wanted to visit you, whether it was a parent or a friend. The most important thing is to make sure your guest has the right visa to stay legally in the country. However, despite its small size, the visa invitation letter plays an important role in their visa application. A first glance might reveal that the document is simple. But if you’re doing it for the first time then it can pretty intense. Well, worry not we’re here for that. This article will help you in writing a good email for a visa application.

Subjects for “Email for Visa Application”

We all know without a proper subject line your visa application email is incomplete. The Subject of your email is the first thing the receiver will see at the embassy and you wouldn’t want him/her to reject your visa request just because there is no subject there. If you want your visa then make sure to add any one of the following subject lines to your email:

  • Required Urgent Visa
  • Tourist Visa needed
  • Student Visa Required
  • Visa for family

1. Urgent Visa Application Email to Embassy

Dear {Name},

It is stated that my mother/father/family member has fallen seriously ill {Disease type} over the course of the previous week. {Describe in your own words}. S/he has been suffering from {Disease} since a while now and need my assistance as soon as possible. {Describe all about the situation of disease}. My brother/sister called yesterday updating me on his/her situation, and how the doctors say that s/he doesn’t have much time now. {explain your urgency}. I request you to kindly issue me an Urgent Visa so that I can fly first time tomorrow {date}. {Cordially describe your requirements}.

Approved visa request shall be highly appreciated.

Thanking you,

Kind Regards,
{Sender Details}

2. Email to Embassy for a Tourist Visa Request

Dear {Name},

I would like to apply for a Visa to travel to {country name} from {enter date DD/MM/YY} to {enter date DD/MM/YY}

The purpose of my trip to {country name} is for tourism. I am excited to visit numerous tourist destinations such as {add places you plan to see} as well as experience {country name} unique cuisines and culture. Furthermore, I plan to visit the {city name(s)} to ensure I have the ultimate tourist experience.

{Feel free to add your schedule/itinerary and elaborate more on what you plan to do}

While visiting {country name}, I plan to stay at the following hotels:

{hotel name and address} - {date DD/MM/YY}

{hotel name and address} - {date DD/MM/YY}

I am currently employed at {company name} with the title of {position} and have received approval for vacation days for the dates specified above. Furthermore, I will be supporting myself financially for my trip using {provide means of finances}.

Please find attached all the required documents for my Visa application.

I trust that you will find everything is in order. However, if you have any questions or requirements, please do not hesitate to contact me anytime.

Thanking you in advance for a favorable reply to my application.

Yours Sincerely,
{Sender Details}

3. Sample Email for Visa Application for Family

Dear {Name},

I am writing confirm that I wish to invite my father to visit me in {Country name} from {Date of Arrival} until {Date of departure}. The purpose of his visit is {specify there puprose of visit}.

I am currently studying/have just finished my course at {University name} and I have enclosed a letter confirming my registration.

I confirm that I will be funding {full name of visitor} during their stay in {Country name}. I have enclosed evidence of this in the form of {type of evidence, e.g. bank statements/sponsor letter}.

I confirm that I can accommodate {full name of visitor} at my house during his stay in
 {country name}. I have enclosed evidence of my accommodation in the form of {type of
 evidence, e.g. tenancy agreement/letter from landlord}. My address is:
 {Your address}

I have enclosed the following supporting documents:
 A copy of my passport;
 A copy of my visa;
 A letter confirming my registration at {University};
 Evidence of my accommodation {if applicable};
 Evidence of my hostel/hotel booking {if applicable};
 My financial evidence {if applicable}.

If you require any additional information, please do not hesitate to get in contact with me.

Yours Sincerely,
{Sender Details}

4. Sample Email to Embassy for a Student Visa Request

Dear {Name},

I would like to submit my application for a student visa for {insert country}. My application number is xxx-xxx. I have been accepted into {insert program name} at {insert educational institution}.

{One paragraph on your educational background and desire to study at your particular program and what you are hoping to accomplish}

{One paragraph on how you intend to fund your tuition, stay and living expenses. >Include also anything that your program is providing you, such as accommodation or benefits}

{One short paragraph on what documents the officials can expect to find in this packet}

{One short paragraph on your ties to India and intentions to return home after your visa is complete. Please include your contact information so that officials can reach you with any questions}

Thank you for your time.

Yours Sincerely,
{Sender Details}

5. Email for Visa Application from Company

Dear {Name},

This letter is to confirm that Mr./ Mrs. {Name} is one of our employees who is engaged as a(n) {Position} for {Your Company Name}. Mr./ Mrs. {Last Name} has been with {Your Company} for the last {Number of years}, and will be traveling to {city}, {country} from {date of entry} to {date of exit} for total of {Number  of days} of days to conduct the following business activities:

{Detail as much as possible the business to be conducted}
{more details}
{more details}

While in your country, Mr./Mrs. {Last Name} will visit {Person name}, {Person Title}, {Visiting Company’s Name, Address, and Phone Number}.

Mr./Mrs. {Last Name} will be staying at {hotel name, address, and phone number} during the trip. {Company Name} hereby guarantees sufficient funds for Mr./ Mrs. {First and Last Names } Stay, as well as accommodation, round trip air transportation, and full medical insurance coverage.

Therefore, I kindly ask to issue Mr./ Mrs. {First and Last Names } {visa type} visa at your earliest convenience. Thank you for your assistance. Please contact me should you have any questions.

Yours Sincerely,
{Sender Details}

6. Email to Embassy for Visa Request for the Wife

Dear {Name},

It is stated that I, {Your Name}, passport no. {*****}, am an applicant of spouse visa of {Country name}. My wife, {Name}, passport no. {******}, is residing in {Location and City name}. {Describe in your own words}. She possesses a work visa and is working in {Company/Institute name} as {Job Designation}. {Describe all about the situation}. I have completed all the required documents including the financial proofs {Legal Documents}. {Cordially describe your requirements}. Therefore, kindly issue me a Spouse Visa for her.

Thank You.

Yours Sincerely,
{Sender Details}

7. Sample Email for Visa Application Follow Up

Dear {Name},

I am {Your name}, passport no. {*****}, I have applied for a multiple visa for {Country name} two weeks ago and did not get any news regarding my visa process. {Describe in your own words}. I have time to go to {Country name} these days that is why I was curious to know about my visa status. {Describe all about the situation}. My visa application number is {*********}. Please let me know in your early response about my visa status so I can manage time and dates for my travel and holidays. {Cordially describe your requirements}.

Hope to get a positive response.

Yours Sincerely,
{Sender Details}

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO
  • Date/Time – 15 October 2021

Tips for writing “Email Sample for Visa Application

  • Include pertinent information
    Include crucial details about your journey in your visa application to improve your chances of approval. Consider what information the authorities might want to know, though.
  • Be careful not to become too personal
    You’re only trying to justify your vacation, not to justify your desire to go.
  • Don’t add unnecessary things
    Include just vital trip information; do not include extraneous information. However, you ought to refrain from submitting data that doesn’t help your visa application.
  • Keep it brief and to the point
    I know I say this a lot, but only including the most pertinent details will help you keep your letter brief and to the point.


It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that you get the visa you desire through your Visa application email. If you have any suggestions related to the same, do mention them in the comments below.