An invitation letter is a document written by someone in Canada to invite a person from another country to visit. It can be for family, friends, business, or events, and it explains the purpose and details of the visit. Many people wonder how to get an invitation letter from Canada.
To get an invitation letter from Canada: ask a Canadian citizen, PR, or legal resident to write and sign a letter that lists both your details (identity, dates, purpose, accommodation, who pays) and theirs (status, contact, address). Attach proof of the host’s status and add any supporting documents (relationship, finances, itinerary).
Do you want to know the exact steps, requirements, and important tips for preparing one? Then keep reading because this article covers everything you need to understand, from who can send it to what details it must have, and what happens after you submit it.
How to Get an Invitation Letter From Canada?
Getting an invitation letter from Canada can make your visa application stronger. It shows immigration officers who you will visit and why. Knowing how to get invitation letter from Canada will help you get a complete and correct letter easily.
1. Choose the Right Inviter
Pick a family member, friend, or organization in Canada who is either a citizen or a permanent resident. They must be willing to officially invite you and provide the necessary information. Make sure they understand their responsibilities and are ready to help you throughout the process.
2. Share Your Personal Details
Give your inviter accurate information such as your full name, date of birth, passport number, contact information, and travel plans. Mention your travel dates, length of stay, and reason for visiting. This will help them prepare a correct and detailed invitation letter for you.
3. Inviter Drafts the Letter
The inviter writes the letter in a clear, simple format, including all necessary details required by Canadian immigration. It should clearly explain your relationship, purpose of visit, planned duration, and any commitments made by the inviter during your stay in Canada. If you are attending conferences in Canada, this is also the stage where such event details can be included.
4. Sign and Date the Letter
Once the letter is complete, your inviter must sign and date it to confirm it is genuine. The letter should be clearly typed or neatly written so it is easy to read. This ensures it will be accepted by immigration without unnecessary issues.
5. Include Proof of Relationship
If possible, add documents that show your connection with the inviter. This can include family records, photographs, or official papers. These attachments make your application stronger by showing that your visit is genuine and based on a real relationship.
6. Send the Letter to You
When the invitation letter and documents are ready, your inviter should send them to you by email or courier. Ensure you receive clear, high-quality copies. Poor quality or missing documents can cause delays or even the refusal of your visa application.
7. Submit with Your Visa Application
Attach the invitation letter and all related documents to your visa application before submission. Double-check all forms for accuracy and consistency. A complete, correct application package improves your chances of approval and helps avoid unnecessary delays in the decision process.
Who Can Send Invitation Letter From Canada?
Not everyone can write an invitation letter for someone to visit Canada. The person inviting you must meet certain rules and show proof of their legal status in the country. Let’s look at the main types of people who can send one.
- Canadian Citizens
- Permanent Residents
- Workers With Valid Status
- Students With Valid Status
Canadian Citizens
Canadian citizens can invite someone to visit by writing an invitation letter. They need to provide proof, such as a copy of their Canadian passport or citizenship certificate. This shows immigration officers they are legally in the country. They should also include their contact details and explain their relationship with the guest clearly. This makes the invitation stronger and easier for officers to verify.
Permanent Residents
Permanent residents can also write invitation letters if they hold a valid permanent resident card. They must give a clear copy of the card to confirm their status. Their letter should explain the purpose of the visit, planned dates, and where the guest will stay. Including details about financial support, if offered, can also make the letter more reliable for the visa process.
Workers With Valid Status
Someone working in Canada with a valid work permit can send an invitation letter as well. They must attach a copy of their work permit and proof of employment, such as a job letter. Their letter should clearly mention their legal right to stay in Canada and the relationship with the invited person. This helps immigration officers understand the reason for the visit.
Students With Valid Status
International students studying in Canada can also invite friends or family. They must provide a copy of their study permit and a letter from their school confirming enrollment. Their letter should clearly explain how they know the invited person, the visit’s purpose, and the planned stay. Including proof of accommodation plans can make the application even stronger and easier to approve.
IRCC accepts invitation letters from Canadian citizens, permanent residents, and in some cases, temporary residents with valid status, such as work or study permits, as long as proof of status is included. In rare cases, some applicants may receive a special IRCC portal invite code from a Canadian immigration office or employer for specific programs. This is not part of the regular visitor visa process and is only issued in certain situations.
What Must Be Included in a Canadian Invitation Letter?
A Canadian invitation letter must give clear and complete information about both the visitor and the host. This helps immigration officers understand the visit and check all details quickly. Here’s what you should include in the letter.
Visitor Details
The visitor section should clearly show who is coming to Canada and why. These details help immigration officers understand the purpose of the visit and confirm the visitor’s identity with official documents and travel information.
- Full name: Required to match the passport and link identity to documents.
- Date of birth: Confirms identity against the passport and official records.
- Address and telephone number: Provide contact details and residence outside Canada.
- Passport number: Primary identifier tying the letter to the visa application.
- Relationship to the host: Shows the personal connection to assess the visit purpose.
- Purpose of the visit: States why the traveler is coming (tourism, family, business, etc.).
- Intended duration (arrival and departure dates): Establishes the temporary stay timeline.
- Accommodation address during the stay: Indicates where the visitor will reside in Canada.
- Who will pay for the trip: Specifies financial responsibility for travel, lodging, and daily costs.
Host Details
The host section explains who is inviting the visitor and confirms their legal right to be in Canada. It also shows the relationship between both people and any hosting promises made for the visit.
- Full name: Identifies the host clearly and shows who is extending the invitation.
- Date of birth: Confirms the host’s identity against official records.
- Address and telephone number in Canada: Provide direct contact information and verify Canadian residence.
- Job title or occupation: Demonstrates the host’s ties to Canada and financial stability.
- Status in Canada: Confirms the host is legally permitted to invite someone (citizen or permanent resident).
- Relationship to the visitor: Explains the personal connection, helping validate the purpose of the visit.
- Promise to host: Declares the host’s commitment to accommodate the visitor during their stay.
- Proof of status in Canada: A copy of a Canadian passport, PR card, or other valid document to confirm legal status.
Purpose of Invitation Letters in Canada
When someone is visiting Canada, an invitation letter can be an important part of their visa application. It gives immigration officers a clear picture of the visitor’s background. Let’s look at why these letters matter and what they can achieve.
Support Visa Review
Immigration officers often want more than just forms and travel plans. A well-written invitation letter for visa adds personal context, making the officer’s review easier. If you’re applying for a visa, an invitation letter Canada can make your application stronger. According to IRCC, an invitation letter from Canada should include details about both the visitor and the host.
Strengthen Visitor Credibility
A detailed invitation letter can make the visitor’s intentions appear more genuine. It shows there is a Canadian host who knows and trusts the visitor enough to invite them. When officers see a trusted connection, it can help them feel more confident about granting the visa.
Give Extra Assurance
Sometimes hosts want to go beyond a simple letter by making it more official. This could be done through a letter that is formally recognized, adding a sense of authority. While not required for every application, this step can be useful for certain situations.
Help Explain Special Cases
Not every visit is straightforward. An invitation letter can be especially helpful when the trip involves unique circumstances, like attending a private event, joining a short program, or visiting for a specific personal reason. It gives immigration officers a direct explanation of these special situations.
Reduce Application Gaps
Even with a complete visa form, there can be missing context. An invitation letter can fill in those gaps by clarifying details that the main application does not cover. This could be extra background about the visit’s purpose or assurance about the guest’s plans after leaving Canada.
When used well, an invitation letter can make a visa application more understandable and complete. It gives the decision-maker clear reasons to see the visit as genuine and planned, which can work in the applicant’s favor.
Different Types Of Canadian Invitation Letters
There are several types of invitation letters depending on the purpose of the visit. These can include business invitations, event invitations, and invitation letters from family members in Canada for personal visits such as weddings, holidays, or family gatherings.
Family Visit Invitation Letter From Canada
This type is for inviting close family members such as parents, siblings, or extended relatives. The letter should explain the relationship, exact travel dates, where they will stay, and who will pay the expenses. It helps immigration officers understand the family connection and purpose of the visit.
Here’s a sample you can use:
[Your Full Name]
[Full Address in Canada]
[City, Province, Postal Code]
[Phone Number]
[Email Address]
[Date]
To:
Visa Officer
Immigration, Refugees and Citizenship Canada
Subject: Invitation Letter for [Family Member’s Full Name]
Dear Sir or Madam,
I am writing to invite my [relationship: mother, father, sister, etc.] [Visitor’s Full Name], who lives at [full address in their home country], to visit me and my family in [City, Province, Canada] for a period of [number of weeks/months] from [start date] to [end date].
The purpose of the visit is to spend quality family time, celebrate [specific events like birthdays, anniversaries, or holidays], and allow them to experience Canadian culture.
I will provide full accommodation in my home for the entire duration of their visit and cover living expenses, including meals, transportation within Canada, and health insurance if required. I will also ensure that [Visitor’s Name] returns to [home country] before the visa expires.
About me:
(The person’s details who invited)
About the visitor:
(Visitor’s information who is visiting)
Documents attached:
- Copy of my Canadian Passport / PR Card
- Proof of my address (utility bill or lease agreement)
- Proof of employment and income (recent pay stubs or employment letter) 4. Family relationship proof (birth certificate, family photos)
If you have any questions, please contact me at the phone number or email above.
Sincerely,
[Your Signature]
[Your Full Name]
Friend Visit Invitation Letter From Canada
Used for inviting friends who are not related by family. The letter should mention how you met, how long you’ve known each other, planned activities during the visit, and accommodation arrangements. This makes the friendship and visit purpose clear to immigration officers.
Here’s a sample you can use:
To:
Visa Officer
Immigration, Refugees and Citizenship Canada
Subject: Invitation Letter for [Friend’s Full Name]
Dear Sir or Madam,
I am inviting my close friend [Friend’s Full Name], who resides at [full home address in their country], to visit me in [City, Province, Canada] from [start date] to [end date].
We have been friends for [number] years and have shared many memorable experiences. The purpose of their visit is to spend time together, attend local attractions such as [list attractions], and celebrate [special occasion if applicable].
About me:
(The person’s details who invited)
About my friend:
(Friend’s information who is visiting)
Attached documents:
(All the necessary documents will be added here.)
Sincerely,
[Your Signature]
[Your Full Name]
Business Invitation Letter From Canada
Given to visitors coming for work purposes, meetings, or training. It must be written on company letterhead and include details of the event, the visitor’s role, and cost coverage information. If you’re planning to attend a business conference in Canada 2025 with invitation letter, this format can prove the visit is for official and professional reasons.
Here’s a sample:
To:
Visa Officer
Immigration, Refugees and Citizenship Canada
Subject: Business Invitation for [Visitor’s Full Name]
Dear Sir or Madam,
I am writing on behalf of [Company Name] to invite [Visitor’s Full Name], an employee of [Visitor’s Company Name], located at [Visitor’s Company Address], to visit our office in [City, Province, Canada] from [start date] to [end date].
The purpose of the visit is to attend business meetings, discuss potential collaborations, review ongoing projects, and participate in strategic planning sessions. This visit will also include site tours and training sessions where applicable.
Host Company/Person Details:
(The host company or person’s details will be here)
Visitor Details:
(Here, all the details about the visitor will be added)
Documents attached:
(All the necessary documents will be added)
Sincerely,
[Authorized Signature]
[Your Name]
[Your Position]
Conference Invitation Letter From Canada
Used for professional or academic conference invitations. The letter should state the event name, date, location, purpose, and proof of registration or participation. If you’re planning to join conferences in Canada 2025 with invitation letter, including these details will help confirm the legitimacy and nature of the visit.
Here’s a sample you can use:
To:
Visa Officer
Immigration, Refugees and Citizenship Canada
Subject: Conference Invitation for [Participant’s Full Name]
Dear Sir or Madam,
On behalf of [Organization Name], I am pleased to invite [Participant’s Full Name] to attend the [Conference Name] to be held from [start date] to [end date] at [Venue Name and Address, City, Province].
The conference will focus on [main topics], with sessions led by experts in the field. Activities will include keynote speeches, panel discussions, workshops, and networking events.
Organizer Details:
(Here organizer’s details will be added)
Participant Details:
(Participants’ info will be added here)
Documents attached:
(Here, all the required documents will be added)
Sincerely,
[Authorized Signature]
[Name]
[Position]
Super Visa Invitation Letter From Canada
Made for parents or grandparents of Canadian citizens or permanent residents. It must include a promise of financial support, proof of income, the number of family members in the household, and medical insurance that meets IRCC rules. This is part of the special long-term visitor visa process.
Here’s the sample:
To:
Visa Officer
Immigration, Refugees and Citizenship Canada
Subject: Super Visa Invitation for [Parent’s or Grandparent’s Full Name]
Dear Sir or Madam,
I am inviting my [parent/grandparent] [Visitor’s Full Name] to come to Canada under the Super Visa program for an extended stay from [start date] to [end date].
About me:
(Information about the person)
About the visitor:
(The visitor information will added here)
Attached documents:
(All the necessary documents will be added here)
Sincerely,
[Your Signature]
[Your Full Name]
Medical Treatment Invitation Letter From Canada
Used when inviting someone for medical care in Canada. The letter should include the clinic or hospital name, doctor’s contact details, treatment plan, and expected dates. It assures immigration officers that the visit is for a valid medical purpose.
Here’s a sample:
To:
Visa Officer
Immigration, Refugees and Citizenship Canada
Subject: Medical Treatment Invitation for [Patient’s Full Name]
Dear Sir or Madam,
This letter confirms that [Patient’s Full Name] is scheduled to receive medical treatment at [Hospital/Clinic Name] located in [City, Province, Canada] from [start date] to [end date].
The treatment is for [brief description of the medical condition], and our medical team has already reviewed the case and agreed on a treatment plan.
Facility Details:
(The facility details will be here)
Patient Details:
(Details for the patient will be added here)
Attached documents:
(All the necessary documents will be added)
Sincerely,
[Authorized Medical Representative]
[Name]
[Position]
Educational or Training Invitation Letter From Canada
Given for short-term courses, workshops, or academic programs. It must include the school name, program details, dates, and campus address. This confirms the visitor’s purpose is for education or skill development during their stay.
Here’s a sample for it:
To:
Visa Officer
Immigration, Refugees and Citizenship Canada
Subject: Educational/Training Invitation for [Participant’s Full Name]
Dear Sir or Madam,
We are inviting [Participant’s Full Name] to attend the [Course/Training Program Name] at [Institute Name] from [start date] to [end date].
This program focuses on [brief description of program], with classes, workshops, and practical sessions designed to improve skills in [field/industry].
Institute Details:
(Here institute details will be added)
Participant Details:
(Participant details like, name, address, etc. will be added here)
Attached documents:
(Here, all the needed documents will be added)
Sincerely,
[Authorized Signature]
[Name]
[Position]
Group Visit Invitation Letter From Canada
For inviting several visitors at the same time. The letter should list all travelers’ names, passport numbers, and their relationship to the host. This helps officers process multiple applications linked to the same invitation more smoothly.
Here’s a sample:
To:
Visa Officer
Immigration, Refugees and Citizenship Canada
Subject: Group Visit Invitation
Dear Sir or Madam,
We are inviting a group of [number] visitors from [country name] to visit [City, Province, Canada] from [start date] to [end date] for [purpose: tourism, event, business, etc.].
Organizer Details:
(The organizer details will be here)
Group Details:
[List of each member including: Full Name, Date of Birth, Passport Number, Role in the visit]
Attached documents:
(Here all the necessary documents will be added)
Sincerely,
[Authorized Signature]
[Name]
[Position]
Do You Need to Notarize a Canadian Invitation Letter?
Some people are unsure if their invitation letter for Canada needs to be notarized. The answer changes depending on the situation, type of visa, and even where the application is processed. Let’s look at the most important points to know.
Case-Specific Requirement
Not every invitation letter needs notarization. It is usually required only in specific cases where the application involves longer visits or extra formalities. The decision often depends on the type of visa being applied for and the expected level of review by officers.
Office Preferences
Visa offices in different regions have their own standards. Some may not ask for notarization at all, while others might see it as part of their process. What is acceptable in one office may be different in another, so location matters greatly here.
Recommended Situations
Notarization can add a layer of assurance in certain cases. This is often seen in applications for business visits or longer stays. In these situations, some people choose notarized invitation letters in Canada to help make the document appear more official and reliable.
Added Formal Value
A notarized letter shows that a legal authority has verified the signature and identity of the person signing it. This adds credibility for immigration officers, especially in cases where the visit involves agreements, commitments, or sensitive activities requiring extra confirmation of authenticity.
Simple Precaution
The most reliable step is to confirm the rules directly with the visa office before sending your application. Guidelines can change quickly, and checking first saves time. This simple precaution can prevent unnecessary delays or rejections due to missing notarization.
While notarization is not always necessary, it can help in certain applications. The safest way forward is to know your visa office’s latest requirements and decide based on your type of visit and any special conditions involved.
Common Mistakes to Avoid When Seeking for an Invitation Letter From Canada
Getting an invitation letter can make your visa process smoother, but small errors in the letter can cause problems. Knowing these mistakes will help you prepare a complete and correct document that meets the requirements.
- Wrong inviter status: The person inviting you must have valid legal status in Canada, and the letter should include clear proof of their status.
- Missing proof: Every claim made in the letter should be backed up with documents, such as identification, proof of address, or other related paperwork.
- No travel dates: Immigration officers expect exact arrival and departure dates to be mentioned clearly, so they can match them with your travel plans.
- Unclear stay details: The address where you will stay must be mentioned, along with details about the host’s responsibility during your visit.
- Overly long letter: Adding unnecessary details can make the letter harder to read, so keep it focused and only include what is required.
- Wrong language: The letter must be written in English or French, as these are the official languages accepted for Canadian visa applications.
- No signature: The host’s signature is important as it confirms they agree with everything written and are supporting your visit officially.
A clear and accurate invitation letter saves time and avoids delays. Paying attention to these common mistakes increases your chances of having your visa application reviewed quickly and without unnecessary issues.
What Happens After You Submit Your Visa Application With the Canadian Invitation Letter?
Once your visa application and invitation letter are submitted, the process moves to the review stage. Immigration officers will start checking your documents and details. It is important to stay alert for any updates or extra requests. Let’s go through the steps that usually follow after submission.
Check Application Status
Regularly logging in to the online visa portal or tracking system is important. This will let you know if your application has moved forward or if the officers have added any notes. Ignoring updates can lead to missed deadlines or delays. Keeping an eye on progress means you can act quickly if the immigration office requires additional information from you during their review process.
Respond Quickly to Requests
Sometimes immigration officers might need more documents or clarification. When this happens, they will send a request through your account or email. Replying fast shows that you are serious about the process. Delayed responses could cause your application to be placed on hold. Quick replies also prevent last-minute stress and keep the timeline moving forward. This step is very important for avoiding unnecessary waiting periods.
Keep Inviter Informed
The person who sent the invitation letter should be kept updated. They might receive calls or requests from immigration about your visit. Informing them about each stage helps them prepare if their input is needed. If the officers ask for more proof from the host, this can be sent without delay. Clear communication with the inviter can avoid confusion and strengthen your application’s credibility in the process.
Be Patient for the Decision
The final stage involves waiting for immigration officers to complete their review. The timeline depends on the type of visa, the season, and the country where you applied. Trying to rush the process will not help and may only cause frustration. While waiting, you can prepare for your trip by organizing plans. Remember, each application is reviewed carefully, so patience is an important part of this process.
Visa applications take time and require patience from start to finish. Always respond quickly to any requests from immigration officers. Keep your inviter informed about any progress or new updates. Following these habits will keep your process smooth and stress-free.
FAQs About How to Get an Invitation Letter From Canada?
An invitation letter can be an important part of visiting Canada. Many people still have questions about how it works, what to expect, and how to make sure it’s done right. Below, you’ll find answers to some of the most common and useful questions.
Is It Possible for a Group to Use One Invitation Letter?
Yes, a group can receive a single invitation letter if all travelers are coming for the same purpose and are hosted by the same person or organization. The letter should list all names, passport numbers, and each person’s connection to the host. Immigration officers must be able to match the letter with each individual’s visa application. This helps in making the review process smoother.
Is One Invitation Letter Valid for Multiple Visits?
You can use the same invitation letter for multiple visits only if the host states this clearly in the letter. The letter should include the date range that covers all planned visits. Immigration officers still have the final say on whether multiple entries are allowed. You may still need a multiple-entry visa to travel in and out of Canada.
Is Email Delivery of an Invitation Letter Accepted?
Yes, an invitation letter can be sent by email if the copy is clear and easy to read. The inviter should scan or create a PDF of the signed letter before sending it. Immigration officers usually accept printed email copies as long as they are not blurry. Make sure to keep the file in good quality for your records.
Is Meeting the Host in Person Necessary Before Getting a Letter?
It is possible to get an invitation letter without meeting the host in person, but the relationship must be real. For example, you may know them through work, studies, or family connections. Immigration officers will still look for proof of the connection. Providing documents or communication history can make the letter stronger.
Are Hotels Allowed to Issue Invitation Letters?
Some hotels in Canada can give an invitation-like confirmation for guests attending events or staying for a long period. This is more common when the hotel is working with a conference or special program. The letter will include your booking details and event information. It is not a replacement for a personal or business invitation letter but can be used as supporting proof.
Is an Invitation Letter Useful for a Dependent’s Visa?
Yes, an invitation letter can be used to support a dependent’s visa application. It should include the dependent’s full details, relationship to the main applicant, and plans during the stay. The host should also explain how they will help or accommodate them. This makes it clear to immigration that all visitors are accounted for.
Is It Possible to Request an Urgent Invitation Letter?
You can request an urgent invitation letter if your travel plans are close. The inviter should write and sign it as soon as possible. However, rushing may cause mistakes, so check it carefully before sending it with your application. Immigration offices will not speed up processing just because the letter was sent urgently.
Are Changes Allowed After the Letter Is Written?
Yes, but changes must be made carefully to avoid confusion. The inviter should issue a new letter with the updated details and date. Immigration officers might not accept handwritten corrections or edits on the original letter. Always use a clean and updated version for your application.
Last Words
Getting a Canadian invitation letter is a step that can make your visa application stronger, but it works best when all the details are accurate and clearly explained. Having the right inviter and providing proof of your relationship increases trust in your visit.
So, how to get an invitation letter from Canada? The answer is simple, choose an eligible host, share your personal details, let them write a clear letter, and attach proof of connection. This clear approach saves time and avoids rejections.
Before sending your application, check for errors, include all needed documents, and make sure the letter is signed and easy to read. Stay in touch with your inviter, respond quickly to any requests, and best wishes for your Canada visit.
Thanks for the advice and the process is well explained thanks alot
I want invitor from canada to send me invitation letter
Thank you for your interest! As a conference organizer in Canada, we provide official invitation letters only after attendees have completed their registration.
Please visit the following link to complete your registration: globalconference.ca/global-conference-in-canada/.
Once registered, we will send you the invitation letter.
I’m Rosemary Kirenga.
I’m kindly looking for a sponsor to sponsor me get a job but to pay back immediately l settle down.
Hoping for the best.
Thanks.
Yours sincerely,
Rosemary Kirenga
Dear Rosemary,
We understand and appreciate your interest in seeking opportunities abroad. However, we are not in a position to provide sponsorship or employment support at this time.
We encourage you to explore official job placement programs and consult trusted Canadian immigration resources for further assistance. We wish you all the best in your journey and future endeavors.