An introduction letter is a one that is intended to introduce an entity, its characteristics, and the goal of the business that an individual or an organization wishes to offer to another person or establishment.
It is one document that may be required as part of the visa application materials for those applying for a visa. A letter of introduction is merely a letter to the embassy from your employer or the head of an educational institution. It must be typed and addressed to the embassy on letterhead.
The criteria governing an introduction letter can vary from one embassy to the next or depending on who is applying for it, such as a student or an employer.
Students applying for visas must demonstrate that they are still enrolled in school, and adding a student ID in the application is insufficient to demonstrate that they are still enrolled. The only document that can prove that one is still in school is an introductory letter from the institution.
The school’s letter of introduction must be addressed to the Visa Section of the embassy in question. Also, an Introductory Letter from an educational institution to support a student’s visa application must include but are not limited to the following:
- Student’s name
- Student’s ID number, Passport Number or Date of birth
- Student’s program of studies
- Student’s level/class/year
- Why the school has no problem with the student’s travel (usually because the school will be on vacation)
- Contact details of the school (usually if different from what’s on the letterhead)
- Name, signature and position of the person responsible for issuing such letters
If you are a visa applicant who works for a firm, you will need an introduction letter from your boss. The No Objection Certificate is another name for this type of introduction letter.
A Director, Human Resource Manager, or any other person designated to issue such letters on behalf of the organization issues introductory letters to employees for visa purposes. Employee introduction letters should include, but are not limited to, the following;
- Employee’s name
- Employee’s Date of Birth or Passport Number
- Employee’s Position
- Date of employment
- Employment type (permanent, contract, part-time)
- Remuneration
- The reason why the company has no problem with the travel (usually because the employee is on leave). Or state that your company will be financially responsible for you while travelling and for your return transportation to the USA
- The earliest possible date of departure (if you may travel at any time, indicate an approximate date)
- Contact details of the company (usually if different from what’s on the letterhead)
- The letter must specify the validity of the visa and the number of entries the applicant is requesting. If this is not specified the consular officer will issue the visa at their discretion.
- Name, signature and position of the person responsible for issuing such letters.
Below are some samples and templates for student and employee letters of introduction for visa application.
SAMPLE 1
Sender
[Letter head of company]
December 10, 2024
Receiver
The Consular,
Visa Section,
The United States Embassy,
Accra
Dear Sir/Madam,
LETTER OF INTRODUCTION
KUFFOUR AYEW PANSTIL
This is to establish that Kuffour Ayew Panstil, who was born on January 8, 1971, and has the passport number G2624538, is a full-time employee of the aforementioned company.
Ayew began working for the organization on August 1, 2012, and is now the Procurement Officer, earning $45,883.00 per year.
He has expressed an interest in visiting the United States during his annual leave in January 2020, and we have no objections to this.
If you require any additional information on Ayew, please contact the company using the contact information listed on this letterhead.
Please provide him with the assistance he requires to make his vacation to the United States a reality.
Thank you very much.
Yours sincerely,
signed
Apenda James
DIRECTOR
SAMPLE 2
[University Letter Head]
December 10, 2019
The Consular,
Visa Section,
The United States Embassy,
Accra
Dear Sir/Madam,
LETTER OF INTRODUCTION
KUFFOUR AYEW PANSTIL
This is to confirm that Kuffour Ayew Panstil, who was born on September 19, 1991, and has the Student ID AL 3483840, is a final year student at the above-mentioned university.
Kuffour, a full-time student at this institution, has expressed a desire in visiting the United States in January 2019, when the school will be off for the Christmas holidays, and we have no objections to him doing so.
If you have any questions about Kuffour, please contact the school using the information listed on this letterhead.
Please provide him with the assistance he requires to make his vacation to the United States a reality.
Thank you.
Yours sincerely,
signed
Pele Peter
REGISTRAR
SAMPLE 3
The Visa Officer,
Italian Embassy
Abuja: 21st Crescent, Off Constitution Avenue,
Central Business District, Abuja
Dear Sir/Ma
INTRODUCTION LETTER: APPLICANT’S NAME AND PASSPORT NUMBER
This letter is to introduce you to Jonah Ayew, a Senior Lecturer at the University of Nigeria, Nsukka’s Department of Business Administration. He has been working for us since October 17, 2022.
After deductions, his annual remuneration is 3 million five hundred and eighty-seven thousand, three hundred nairas (N3,587,300).
During his leave in October 2023, he plans to travel to Italy.
We would be grateful if you could provide the essential assistance.
Please do not hesitate to contact us if you have any questions.
Thank you very much.
Please provide him with the assistance he requires in order for his trip to the United States to take place.
Yours faithfully,
For: University of Nigeria, Nsukka
John Okon
Registrar
TEMPLATE 1
Sender
[Letter of the school]]
[Date]
Receiver
The Consular General (Or British High Commissioner),
British High Commission
Abuja/Lagos office address
Dear Sir/Madam,
LETTER OF INTRODUCTION FOR [FULL NAME AS ON PASSPORT]
[Name of Student] is a student at [Name of School] in [location of school] [constituency] [state] and has requested an appointment with your office to discuss his visa application.
He started with us as a primary six student in 2024, is now in primary seven, and has always been an average (B or A) student. The results from his previous tenure are attached.
His parents, [name of parents], have always been active participants in our PTA meetings.
I’d be happy to recommend him to your office for any assistance he might require. We are happy to supply any further information that your office may require.
Sincerely,
[Name of Proprietor]
Proprietor
For:[Name of school]
TEMPLATE 2
The Visa Officer,
[NAME OF EMBASSY]
[ADDRESS OF EMBASSY]
[DATE]
Dear Sir/Ma
EMPLOYEE INTRODUCTION LETTER
[PASSPORT NUMBER and FULL NAME AS IT APPEARS ON THE PASSPORT]
This letter is to introduce you to [FULL NAME AS ON PASSPORT], the [APPLICANT DESIGNATION] of [COMPANY WHERE APPLICANT WORKS].
During his leave period in the month of [MONTH AND YEAR], Mr [FULL NAME OF APPLICANT AS ON PASSPORT] desires to visit [DESTINATION].
Please find the Company’s Statement of Accounts, Board Resolution for financial support, Certificate of Incorporation, Memorandum and Articles of Association, Tax Receipts, Invoices and Receipts, Evidence of Business Transactions, and other necessary papers attached to support his application.
We would be grateful if you could support us in any way you can.
Please do not hesitate to contact us if you require any additional information.
Thank you very much.
Yours faithfully,
For: [NAME OF COMPANY
[NAME OF WRITER]
[DESIGNATION OF WRITER]
TEMPLATE 3
Date…
The Visa Officer,
Embassy name…
Office Address…
Sub: Letter of Introduction as an Employee for Visa
Dear Officer in Charge,
On behalf of [Firm/Organization name], I, the HR Manager (Job Designation), am writing you this letter. Our employee has come to your office to apply for a work visa for (Country name). (Explain in your own terms.)
Introducing the employee: he’s a diligent worker and a trustworthy individual who has been with our firm for the past five years (more or less) and has proven to be a valuable asset.
(Shortly summarize your work experience and qualifications.) Although we would be sad to see him go, the company sincerely hopes that the employee rises to the top of his department.
The firm recommends the concerned team member and requests that the Travel Agency please give him a work visa as quickly as possible, according to the document. (Explain your welcome and requirements in a friendly manner.)
Thank you,
HR Manager (Job position),
Firm/Institute name…
Contact Information and signature…
TEMPLATE 4
Date: DD/MM/YY
Concerning Authority…
The Embassy name…
The Embassy address in your country…
Sub: Letter of Introduction as an Employee for Visa
Dear Sir/Madam,
Employee Name: Passport No – [********]
I’m writing to confirm that (Name of Employee) works for (Company/Institute name). He also has a job as a (Job Designation). (In your own words, describe).
(Employee name) has been an employee since (Date), and his total salary after deductions is (Money Amount) per year. Furthermore, his employment at (Company/Institute name) includes completing reports and correspondence for the company’s executives (Office). (In a few sentences, describe your work experience and qualifications.)
He is representing (Company/Institute name) at the [Conference themed – The Way Forward in Correspondence] as a (Job Position). (Explain the matter completely.) The conference is scheduled for (Date), and the corporation will cover all of his expenditures. (Describe your welcomes and requirements in a friendly manner.)
Please email me at (Mail Address) if you require any other information.
Thank you.
Sincerely
(Sign)
Your name…
Vice president (Job Designation)
Firm/Institute name…
Contact Information and signature…
TEMPLATE 5
[Date]
[Your name]
[Address]
Consular Officer
U.S Consulate or Embassy
[City, country location of U.S Consulate or Embassy]
Dear Consular Officer:
I am a student with (f-1, j-1) status, and my name is [enter your entire name as it appears on your passport]. At the University of Pennsylvania, I am pursuing a [doctorate, certificate, bachelor’s, master’s] degree in [insert subject of study].
I’d like to invite the following individual to visit the United States for [reason for visitation] in [month, day, year] [First Name], [Last Name], relationship to you, and address in their home nation
During his visit, my guest will stay at [US address]. I’ve attached copies of my identification cards as well as evidence of graduation/transcript.
If you have any questions, please contact me by email at [your email address] or by phone at [your phone number].
Sincerely,
[Your signature]
[Your full name]
TEMPLATE 6
(COMPANY LETTERHEAD)
(DATE)
CONSULATE GENERAL OF [Country of destination]
RE: Business Visa for [Applicant’s name]
This is to introduce [Applicant’s name] as a [Company name] employee (Job title).
[Describe the nature of the company’s business in detail as well].
For business engagements, [Applicant’s name] will travel to [Country of Destination]. (Avoid using the words “work,” “train,” and “help.”) Describe the nature of the business or operations that will be carried out).
[Applicant’s name] will be visiting [provide the name(s) and address(es) of the company(ies) with which the applicant will meet].
[He/She) will meet with [Name(s) of person(s) to be contacted in destination country, phone number(s), and his/her/their functions in the company].
On January 31, 2024, [Applicant’s name] intends to travel to [Country of Destination] and stay there until January 31, 2024.
We believe [Applicant’s name] will maintain a high level of integrity while in your country based on our previous experience. In light of this, our business will accept full financial responsibility for (his/her) trip and will insure (him/her) for round-trip transportation to and from [Country of Destination], as well as all local expenses.
[Applicant’s name] will not provide any technical assistance and has no plans to immigrate to [Country of Destiny].
Please do not hesitate to contact me at [Contact phone/email] if you require any additional information.
Sincerely,
[ANOTHER PERSON THAN THE APPLICANT]
[Original handwritten signature]
[Name]
[Title]
TEMPLATE 7
Date:
Receiver,
Consulate General of Italy,
[Consulate Address]
Dear Sir/Madam,
Sub: No Objection Certificate for (full name of the applicant as on passport)
This letter confirms that [complete name as on passport] has been working as a full-time employee with [name of company] since January 31, 2024, and his/her current job title is [job title]. [Annual salary after or before deductions] is his annual income.
[Applicant’s complete name as it appears on passport] has indicated an interest in visiting Italy for tourism purposes. From [departure date] to [return date], our organization has no objections to him/her visiting your prestigious country for [number of days]. He/she would report for service on [day, month, and year] when his/her leave expired.
If your office needs any additional information, please do not hesitate to contact us. Please note that this certificate is being issued at the request of the applicant and does not bind the company or its authorized signatories financially.
Thanking You.
Yours sincerely,
[Department Head’s Name]
[Designation of Department Head]
After reading this simplified style, I believe you will be able to tell the difference between a letter of introduction to the embassy from an employer and one from the head of a higher education institution.
Most companies have a letter of introduction structure with the HR department, but some medium-sized companies don’t, and you can be asked to assist them with the format. This post will undoubtedly make the process easier for you to complete.
