A letter of accommodation is a crucial document for visa applications, serving as proof of an applicant’s lodging arrangements during their stay in the host country. It demonstrates preparedness, enhances the visa application’s credibility, and complies with immigration requirements.
Whether issued by a hotel, host, or sponsor, the letter must clearly include the host’s details, the applicant’s information, and the duration of the stay. Ensuring the letter is accurate, well-formatted, and properly authenticated can greatly strengthen the application. A thoughtfully prepared accommodation letter not only satisfies visa requirements but also builds trust and credibility with immigration authorities.
Key Points to Include in the Letter:
When writing a letter to support a visa application, ensure the following points are addressed:
- Address the Relevant Authority:
The letter should be directed to the appropriate visa application center, consulate, or embassy managing the application. - State the Purpose of the Letter:
Clearly indicate that the letter is intended to confirm the applicant’s accommodation arrangements. - Provide Host/Accommodation Provider Details:
Include the full name, address, and contact information of the individual or organization offering the accommodation. - Include Applicant Information:
Provide the visa applicant’s full name, passport number, and their relationship to the host, if applicable. - Mention Accommodation Details:
Specify the address of the accommodation, the duration of stay, and include any payment confirmation if required. - Conclude with a Signature and Date:
The letter should end with the signature of the host or accommodation provider, along with the date of writing.
Below are some samples of letters of accommodation for visas that would ease stress and overthinking.
Accommodation Letter for Business Trip
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name], an employee of [Company Name], will be traveling to [Country] for business purposes from [Start Date] to [End Date].
[Company Name] has arranged for their accommodation at:
[Hotel/Accommodation Name]
[Hotel Address]
[Reservation Confirmation Number, if available]
All expenses for lodging will be covered by [Company Name]. For any further inquiries, feel free to contact us at [Company Contact Information].
Sincerely,
[Your Full Name]
[Your Position]
[Company Name]
Accommodation Letter for a Friend’s Visit
Dear [Consulate/Embassy Name],
I am happy to confirm that I will be hosting [Applicant’s Full Name] during their visit to [Country]. They will stay at my home, which is located at:
[Your Full Address]
Their visit is planned from [Start Date] to [End Date]. I can assure you that they will have a comfortable place to stay and all the support they need.
Sincerely,
[Your Full Name]
[Your Phone Number]
Letter of Accommodation for a Family Member
Dear [Consulate/Embassy Name],
I am writing to confirm that my [relationship, e.g., sister, parent] [Applicant’s Full Name] will stay with me at my home while visiting [Country] from [Start Date] to [End Date].
My address is:
[Full Address]
I will take care of their living arrangements and expenses during this time.
Sincerely,
[Your Full Name]
[Your Contact Details]
Letter of Accommodation for for Study Visa
Dear [Consulate/Embassy Name],
This letter is to confirm that [Applicant’s Full Name] has secured accommodation at [University/Student Housing Name] at the following address: [Full Address]
The accommodation is reserved for the entire length of their studies, starting on [Start Date]. Please find the reservation proof attached.
Thank you.
Sincerely,
[University Representative’s Full Name]
[University Name]
Accommodation Letter for Conference Attendance
Dear [Consulate/Embassy Name],
We confirm that [Applicant’s Full Name] will be attending the [Conference Name] from [Start Date] to [End Date]. Their shelter would be taken care of at:
[Hotel Name and Address]
The reservation is fully covered by [Conference Organizing Body/Sponsor]. Please find the attached booking confirmation.
Sincerely,
[Organizer’s Name]
[Position]
Accommodation Letter for Medical Visa
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name] will be receiving medical treatment at [Medical Facility Name]. During their stay in [Country], they will be accommodated at:
[Hotel/Private Address]
The accommodation has been arranged for the period of [Start Date] to [End Date]. Please find attached relevant documentation.
Sincerely,
[Your Full Name]
[Facility/Organization Name]
Letter of Accommodation for Cultural Exchange Program
Dear [Consulate/Embassy Name],
This letter is to confirm that [Applicant’s Full Name] has been accepted into the [Program Name]. Accommodation is arranged at [Facility Name] from [Start Date] to [End Date].
For further queries, please contact us at [Program Office Contact].
Sincerely,
[Coordinator’s Full Name]
[Program Name]
Accommodation Letter from a Sponsor
Dear [Consulate/Embassy Name],
I am writing to confirm that I will provide accommodation for [Applicant’s Full Name] during their stay in [Country]. Accommodation would be made available at:
[Full Address]
I will ensure they are financially supported and comfortably housed for the duration of their visit.
Sincerely,
[Your Full Name]
[Your Passport/ID Number]
Accommodation Letter for a Minor
Dear [Consulate/Embassy Name],
I confirm that [Applicant’s Full Name], a minor traveling for [Purpose of Visit], will be staying with me at:
[Full Address]
As their guardian for the trip, I will provide all necessary care and accommodation during their stay.
Sincerely,
[Your Full Name]
[Your Contact Details]
Accommodation Letter for a Group Tour
Dear [Consulate/Embassy Name],
I am writing to confirm that [Applicant’s Full Name] is participating in a group tour organized by [Tour Company Name]. The group will be staying at the following accommodation:
[Hotel/Accommodation Name and Address]
from [Start Date] to [End Date]. All accommodation expenses are included in the tour package.
Sincerely,
[Tour Organizer’s Full Name]
[Tour Company Name]
Accommodation Letter for Volunteer Work
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name] has been accepted into the [Volunteer Program Name]. Accommodation will be provided by [Organization Name] at:
[Full Address]
The accommodation is arranged for the duration of their volunteer service from [Start Date] to [End Date].
Sincerely,
[Program Coordinator’s Name]
[Organization Name]
Accommodation Letter for Academic Research
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name], a researcher at [Institution Name], will be provided accommodation during their research stay at [Institution/Location Name].
Accommodation details are as follows:
Address: [Full Address]
Duration: [Start Date] to [End Date]
For additional information, please contact us at [Institution Contact Details].
Sincerely,
[Institution Representative’s Name]
[Position]
Accommodation Letter for Cultural Festival
Dear [Consulate/Embassy Name],
We confirm that [Applicant’s Full Name] will be participating in [Festival/Event Name] held from [Start Date] to [End Date]. Accommodation has been arranged at:
[Hotel/Hostel Name and Address]
All necessary arrangements have been made for the applicant’s comfortable stay.
Sincerely,
[Organizer’s Name]
[Position]
Accommodation Letter for Internship Visa
Dear [Consulate/Embassy Name],
This letter is to confirm that [Applicant’s Full Name], an intern at [Company Name], will be provided with accommodation during their internship from [Start Date] to [End Date].
The accommodation details are:
[Address/Company Housing Details]
For further information, please contact us at [Company Contact Details].
Sincerely,
[Supervisor’s Name]
[Company Name]
Accommodation Letter from a Relative Abroad
Dear [Consulate/Embassy Name],
I confirm that I will host my [Relationship, e.g., cousin, niece] [Applicant’s Full Name] during their visit to [Country]. I would provide shelter at my home situated at:
[Full Address]
I will take full responsibility for their accommodation during the stay from [Start Date] to [End Date].
Sincerely,
[Your Full Name]
[Your Contact Information]
Accommodation Letter for Religious Pilgrimage
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name] will participate in [Religious Event Name]. Accommodation has been arranged at [Hostel/Hotel Name]:
[Address]
He/She is expected to be sheltered from [Start Date] to [End Date]. All arrangements are made by [Organization Name].
Sincerely,
[Organizer’s Name]
[Position]
Accommodation Letter for Sponsorship Visa
Dear [Consulate/Embassy Name],
This letter is to confirm that I, [Sponsor’s Full Name], will provide accommodation for [Applicant’s Full Name] at my residence located at:
[Full Address]
The applicant will stay with me from [Start Date] to [End Date]. I will ensure all their lodging needs are met.
Sincerely,
[Your Full Name]
[Your Contact Information]
Accommodation Letter for Language Learning Program
Dear [Consulate/Embassy Name],
This letter is to confirm that [Applicant’s Full Name] has been admitted to [Language School Name] for a course starting from [Start Date] to [End Date]. Accommodation is arranged at:
[Address of Accommodation]
Thank you for considering this request.
Sincerely,
[School Representative’s Name]
[Language School Name]
Accommodation Letter for Professional Training
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name] will attend professional training at [Training Center Name]. Accommodation has been made available for them at:
[Hotel/Residence Address]
The training will last from [Start Date] to [End Date].
Sincerely,
[Coordinator’s Name]
[Training Center Name]
Accommodation Letter for Dependent Visa
Dear [Consulate/Embassy Name],
I confirm that my [Relationship, e.g., spouse, child] [Applicant’s Full Name] will stay with me at my residence in [Country].
The address is:
[Full Address]
I will take full responsibility for their living arrangements and expenses.
Sincerely,
[Your Full Name]
[Your Contact Details]
Accommodation Letter for Sports Participation
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name] will participate in [Sports Event Name] in [Country]. Accommodation is provided at [Hotel Name]:
[Address]
The arrangements are made for the period of [Start Date] to [End Date].
Sincerely,
[Event Coordinator’s Name]
[Position]
Accommodation Letter for Performing Artists
Dear [Consulate/Embassy Name],
This letter confirms that [Applicant’s Full Name], performing at [Event Name], will be accommodated at:
[Hotel Name and Address]
Their stay is scheduled from [Start Date] to [End Date], and all arrangements are covered by [Organizer Name].
Sincerely,
[Event Organizer’s Name]
[Position]
Accommodation Letter for Fieldwork
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name], participating in [Fieldwork Program], has arranged accommodation at:
[Address]
He/she is expected to stay from [Start Date] to [End Date].
Sincerely,
[Coordinator’s Name]
[Institution/Organization Name]
Accommodation Letter for Film Production Crew
Dear [Consulate/Embassy Name],
This is to confirm that [Applicant’s Full Name], a member of [Film Project Name], will stay at:
[Hotel/Address]
The stay is from [Start Date] to [End Date], and the expenses are covered by [Production Company Name].
Sincerely,
[Production Manager’s Name]
[Production Company Name]
Accommodation Letter for Temporary Work Assignment
Dear [Consulate/Embassy Name],
This letter is to confirm that [Applicant’s Full Name], employed by [Company Name], will be assigned to a project in [Country] from [Start Date] to [End Date].
The company has arranged accommodation at:
[Hotel/Residence Address]
All lodging expenses will be covered by [Company Name]. Please contact us at [Company Contact Information] if additional details are required.
Sincerely,
[Your Full Name]
[Your Position]
[Company Name]
Accommodation Letter for Seasonal Worker
Dear [Consulate/Embassy Name],
I am writing to confirm that [Applicant’s Full Name], who has been hired as a seasonal worker by [Company Name], will be provided accommodation during their employment.
The accommodation is located at:
[Full Address]
The period of stay is from [Start Date] to [End Date], and the cost will be fully covered by the employer.
Sincerely,
[Your Full Name]
[Your Position]
[Company Name]
Accommodation Letter for Visiting Scholar
Dear [Consulate/Embassy Name],
This letter is to confirm that [Applicant’s Full Name] has been invited as a visiting scholar to [Institution Name]. During their stay in [Country], accommodation will be provided at:
[University Housing/Hostel Name and Address]
The duration of their visit is from [Start Date] to [End Date]. For further inquiries, please contact us at [University Contact Information].
Sincerely,
[Institution Representative’s Name]
[Position]
[Institution Name]
Accommodation Letter for Exchange Program Student
Dear [Consulate/Embassy Name],
I confirm that [Applicant’s Full Name], an exchange student in the [Exchange Program Name], will be provided accommodation during their stay in [Country].
The accommodation details are as follows:
[Host Family Name or University Dormitory Address]
The stay is scheduled from [Start Date] to [End Date]. Please contact us at [Program Contact Information] for further details.
Sincerely,
[Program Coordinator’s Name]
[Institution Name]
Accommodation Letter for Conference Presenter
Dear [Consulate/Embassy Name],
This confirms that [Applicant’s Full Name] will present at the [Conference Name] in [City/Country] from [Start Date] to [End Date]. Accommodation is arranged at [Hotel Name and Address], with expenses covered by [Organization Name]. For further details, please contact [Organization Contact Information].
Sincerely,
[Organizer’s Name]
[Position]
[Organization Name]
Accommodation Letter for Sports Team Member
Dear [Consulate/Embassy Name],
I confirm that [Applicant’s Full Name], a member of [Sports Team Name], will travel to [Country] for the [Tournament/Event Name] from [Start Date] to [End Date]. Accommodation is arranged at [Hotel/Residence Name and Address].
Sincerely,
[Team Manager’s Name]
[Sports Organization Name]
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