Preparing a visa application letter to embassy in 5 minutes

When you walk into an embassy to request a visa, you must bring a visa application letter with you and submit it to the embassy; this is also known as a personal cover letter. But our customers have frequently been unaware of this requirement, and when they arrive at the embassy office, they are taken aback.

If you are one of those clients who are in a hurry and need their visa application letter to the embassy now!!! . If so, you can use our app, FlightGen which can make your visa application letter to the embassy in under 5 minutes for you.

Just download your generated letter and take a printout of it.

CreateCover Letter for
visa in 5 minutes

Your cover letter is the first document
that the consulate will read. 

Make a great first impression with
FlightGen App. 

What should a visa letter to the embassy contain?

A visa letter to the embassy will contain the facts of your trip and a brief that is addressed to the embassy with whom you have applied for your visa.

The facts that need to be part of your visa letter are.

  • Purpose of travel
  • Documents Submitted for visa
  • Total travel Dates
  • Your Contact information
  • Your work information
  • Day-wise travel Plan

Once you have all these information, you are now ready to create your cover letter.

Is there a template for preparing my visa letter ?

The embassy does not provide an official visa letter format or template, and the format or style you use to create the visa letter is unimportant to the consulate. However, it is critical to ensure that its content is clear and concise.

Also, the visa letter is the only place where you can communicate with the visa officer at the embassy who is evaluating your visa application. It is your responsibility to make it easier for him or her to understand the rationale behind your visa application.

The embassy will check for the facts in your visa application against the documents you have submitted for your visa application. For example let us say you are applying for Schengen visa. In your visa letter for Schengen visa, the embassy looks at your travel itinerary and sees that you are spending most days in Austria (let us say 6 days of your trip), but you have applied for your visa with German consulate.

The consulate can reject your visa on the basis that you have applied with the wrong consulate and advice you with the right consulate (Austria in this case).

Important things to keep in mind when submitting a visa letter to the embassy

Be clear and concise.

There should be the right balance in the information you disclose in the cover letter. This does not mean being untruthful but the consulate really does not need to know how close you are to your brother and what happened when you were 13 years old ! . Just the fact that you will need a visitor visa for visiting your brother who is living in Germany for 3 years should be enough.

Visa cover letter addressed to the wrong embassy

This is crucial in writing a cover letter for a Schengen visa. According to the Schengen visa policy, you must apply for your visa at the consulate of the Schengen country with whom you will be spending most of the time. If two countries have the same number of travel days, the visa may be applied for at the with that country that is first point of entry into the Schengen region.

Let us look at an example travel plan. You are spending 10 days in the Schengen region and the countries that you are visiting are Germany(4 days), Austria(4 days) & Spain (2 days). Then where would you apply for your Schengen visa ?

The correct answer is Germany as even though the days between Germany and Austria is the same, our first point of entry in Germany. So we will apply for a Germany Schengen visa.

But if your travel itinerary in the cover letter says otherwise, then your visa may be rejected on the grounds of wrong jurisdiction.

Mentioning wrong dates in the visa letter

It is important to know how many days you are eligible for staying on your approved visa. If you have applied for 15 days Thailand visa, then you can at most stay in the Schengen region for 15 days. But if your travel itinerary is for more than that, then your visa will be rejected on the grounds of the wrong type of visa applied.

Sample visa letter to the embassy

Below is a sample visa request letter for the embassy that has been successful for more than 50,000 clients. Please keep in mind, however, that this is created for travel on a tourist visa. We’ve included links to information on writing a visa letter for other types of travel at the conclusion of the example.

Consulate of Germany

Gopalan Innovation Mall, Bannerghatta
Main Rd, Sarakki Industrial Layout, 3rd
Phase, J. P. Nagar, Bengaluru,Karnataka – 560076
Nov 30, 2022

Subject: Approval of my Schengen Tourist Visa with German Consulate

Dear Sir/Madam,

I would like to visit Germany for tourism between Dec 10, 2022 and Dec 20, 2022 I will also be
travelling to Germany & Spain .
Travel Purpose: I am going to visit my aunt who lives in Vienna

As Indian citizen, I need to get a Schengen Tourist Visa for the same.This would explain the details of
my trip and make a case for the issuance of my visa.

  • Dec 10, 2022 : Land in Vienna from Delhi
  • Dec 11, 2022 : Visit Salzburg in Austria
  • Dec 12, 2022 : Go to Munich on a day trip
  • Dec 13, 2022 : Have lunch with friends in Maine
  • Dec 14, 2022 : Visit Einstein house in Bern

I own a seafood restaurant in Bangalore. I am the bearer of all my travel expenses on this trip.
I am following the requirements as mentioned on the German consulate website.
Please find enclosed the following documents to support my Schengen Tourist Visa application :

  • Hotel bookings made for this trip.
  • ITR filed for the company upto the latest Financial year
  • My business license/ incorporation
  • Travel Itinerary during my trip as mentioned above.
  • Attested Bank Statement for the last 6 months
  • Proof ofInvitation from my host
  • Flight itinerary from an agent. The itinerary will be ticketed once visa is approved.
  • Duly filled visa application form

I trust you will find that everything is in order. If you need to contact me for further clarification or
additional details on my application my details are below.
I look forward to hearing from you.
Date: Nov 30, 2022

( Kanchana J )
Ph : +9104083932
Email: [email protected]

If you are specifically applying for Schengen visa, then you can look at our article on getting a visa lettter to the embassy for Schengen visa applicants.

We have another article focussed on Indian visa applicants’ requirements for a visa letter.