Letter of Invitation: A Step-by-Step Guide

A staggering 25% of Canada visa applications face rejection because of incomplete or poorly written invitation letters.

The invitation letter you provide plays a crucial role in the outcome of someone’s Canada visa application. A well-written invitation letter clearly outlines the purpose of your guest's visit and demonstrates your commitment as a host. At first, the letter-writing process can seem overwhelming. However, using the correct format, including the necessary details, and providing the right supporting documents can significantly increase your guest’s chances of approval.

This guide will take you through each step to create an invitation letter that Canadian authorities will accept. We will cover everything from the opening statements to the proof of eligibility that you need to include.

Understand Visa Types

You should know which visa type suits your guest's needs before drafting a Canada visa invitation letter. Canada provides several temporary resident visa options based on why someone wants to visit.

Tourist Visa Requirements

A tourist visa lets your guests stay in Canada up to six months. Your invitation letter should demonstrate that your guest:

• Will return to their home country after visiting
• Has sufficient funds to cover their stay
• Has a place to stay at your residence or other arrangements
• Plans to visit for tourism or recreational activities

Business Visa Specifics

Business visitors need particular details in their invitation letters. Your letter should confirm the visitor will:

Stay in Canada less than six months. The business visitor can attend meetings, conferences, or negotiate contracts. Important: They cannot participate in the Canadian labor market or work activities.

Your business invitation letter requires company letterhead and must include:

• The business trip's purpose and duration
• Your company's details
• Financial arrangement information
• Where they'll stay during the visit

Family Visit Guidelines

Family visit visas require solid proof of relationship. You must complete six months of studies in Canada to invite family members. Your letter needs to include:

Your Canadian status plays a crucial role. Students should include their study permit and registration letter. Permanent residents need to provide their PR card information.

Key Document Requirements:

• A copy of your passport
• Your status proof in Canada
• Current registration letter (students only)
• Evidence of financial support
• Details about accommodation

Note that your invitation letter supports the application but doesn't guarantee visa approval. Immigration officers evaluate each case based on multiple factors, including the applicant's home country connections.

Start the Letter Strong

A well-crafted opening in your invitation letter creates a positive impression on visa officers and boosts your approval chances.

Opening Statement

Your letter should include these details in the top left corner:

• Immigration, Refugees and Citizenship Canada
• Embassy/Consulate of Canada-Immigration Section
• Canada Border Services Agency
• Date of writing
• "To Whom it May Concern" or "Immigration Officer"

Pro Tip: Businesses should use their official letterhead.

Host Information

Your personal details are the foundations of the Canada visa invitation letter.

The letter needs your full legal name exactly as shown in your passport. Include your birth date and current Canadian address. Add your phone number and email so officials can reach you easily. Make your immigration status clear - whether you're a citizen, permanent resident, or student.

Important: Support your status with these documents:

• Canadian passport or citizenship card for citizens
• PR card for permanent residents
• Study permit for students

Purpose Declaration

The purpose of the visit should be crystal clear. Describe your relationship with the visitor and your connection to them. The letter must include:

The visitor's planned arrival and departure dates. Specify their accommodation during the stay. Detail the financial arrangements for their visit.

Note that: Financial details need clarity. Mention if you'll provide support or if they'll handle their own expenses.

Express your steadfast dedication to ensuring your visitor follows visa regulations. Confirm they will return home once their visa expires.

Key Point: The letter needs your signature and date. Some visa offices may require notarization.

This letter connects your visitor with Canadian immigration authorities. Every word should serve a purpose. Keep everything truthful and easy to verify.

Detail Your Obligations

Your hosting responsibilities are the foundations of your Canada visa invitation letter. A clear outline of your commitments helps immigration officers decide on the application.

Financial Responsibilities

You need to spell out your financial commitments. Your letter should clearly state which expenses you'll cover and what your guest needs to pay.

Common expenses to address:

• Housing and food costs
• Transportation within Canada
• Emergency medical coverage
• Return travel arrangements

Show that you can support your guest financially. Include your bank statements from the past three months. Your pay stubs or employment letters should demonstrate steady income.

Accommodation Arrangements

Immigration officers need to know exactly where your guest will stay. You should provide specific details about their living arrangements.

If they're staying at your home, include:

• Your complete address
• Type of residence
• Number of rooms
• Number of current occupants

For hotel bookings, provide these confirmed details:

1. Hotel name and address
2. Booking confirmation number
3. Duration of stay
4. Contact information

Duration of Support

Let them know how long you'll support your guest. Most visitors can stay in Canada up to 6 months. Your letter needs to include:

The exact arrival and departure dates. Your timeline of support commitment. Their return trip plans.

Important Documentation Requirements:

• Your employment verification
• Recent pay stubs
• Bank statements showing sufficient funds
• Property documents or rental agreement
• Tax assessment notices

Border officers might give your guest a visitor record with a specific departure date. Your support should cover their entire stay.

Super visa holders, like parents or grandparents, can stay up to 5 years. Your financial support must cover this longer period.

It's worth mentioning that immigration officers look for solid proof of your support capabilities. They need to ensure visitors won't need Canada's social services.

Your letter should describe how your guest maintains connections to their home country. This could be their job, property, or family commitments that ensure they'll return.

Pro Tip: Save copies of all your financial documents. You might need them later if immigration officers ask for more information.

Prove Your Eligibility

A strong invitation letter for your Canada visa needs proof of eligibility. Immigration officers want clear evidence that you can host visitors properly.

Income Requirements

Your income must meet specific thresholds based on your family size. These requirements change each year. The 2024 thresholds are:

• 5 people: $61,920 
• 6 people: $69,834 
• 7 people: $77,750 

• Each additional person over 7: $7,916

Sponsoring parents or grandparents

The minimum necessary income (MNI) requirements for sponsoring parents or grandparents in 2024 are: 

• 2 people: $44,530 

• 3 people: $54,743 

• 4 people: $66,466 

• 5 people: $75,384

You can prove your income with these documents:

• Tax assessments from the last 3 years
• Recent pay stubs
• Employment letter
• Bank statements

Residency Status

Your legal status in Canada affects your right to invite visitors. You need to show:

• For Citizens: Your citizenship card or Canadian passport
• For Permanent Residents: Valid PR card or IMM 1000
• For Students: Study permit and enrollment verification

Important: Your status must stay valid during your guest's planned visit.

Character Reference

Immigration officers evaluate how reliable you are as a host. You can build trust by providing:

1. Proof of your current address

• Lease agreement
• Utility bills
• Property documents

    2. Employment stability

• Work history
• Current job letter
• Business ownership documents

Your character check looks at your immigration history. A clean record makes you more credible.

Key Requirements:

• All documents in English or French
• Notarized copies when required
• Documents from the last 3 months
• Clear and legible copies

Your invitation becomes stronger with proof of your economic and social connections to Canada. Show evidence of:

• Community involvement
• Business connections
• Professional associations

Immigration officers look for honest hosts who can support visitors without using public resources.

Parents or grandparent invitations need additional proof. You should show:

• Higher income requirements
• Extended support capability
• Medical insurance arrangements

A well-organized set of supporting documents creates a clear paper trail that proves your eligibility completely.

Include Guest Information

The success of your Canada visa invitation letter depends on guest information. Immigration officers assess your visitor's credibility based on these details.

Visitor Background

Your guest's background requires proper documentation. Here are the essential details about your visitor:

• Full legal name and birth date
• Current address and phone numbers
• Employment status and position
• Financial assets and property ownership
• Community involvement and activities
• Bank statements and investment proof

Pro Tip: Include specific asset values. Example: "Owns a house in Mumbai valued at $200,000 CAD with proof of ownership attached."

Travel History

Your guest's travel history demonstrates their respect for immigration rules. Their past travel patterns help immigration officers predict future behavior.

A complete travel record should show:

1. Previous international trips
2. Compliance with visa conditions
3. Timely returns to home country
4. Purpose of past travels
5. Length of previous stays

Border services maintain travel records for 15 years. These records contain entry dates, exit information, and document numbers.

Return Plans

Your guest's ties to their home country prove their intent to return. These elements matter most:

Economic Ties:

• Active employment contracts
• Business ownership papers
• Property documents
• Investment certificates
• Regular income proof

Social Commitments:

• Family dependents
• Community roles
• Religious duties
• Professional positions
• Volunteer work

Specific return dates strengthen your letter. Example: "Mr. Singh will return to India on December 15, 2024, to resume his position as Senior Manager at Tech Solutions Ltd."

Important: Your guest should demonstrate support for family members back home. This shows their need to return and meet these obligations.

Your guest's lifestyle in their home country deserves attention. Explain their preference to maintain residence there. Example: "Mrs. Patel maintains a comfortable life in Gujarat, where she guides weekly community programs and cares for her grandchildren."

A strong letter explains your guest's motivation to visit temporarily. Show their desire to share experiences rather than relocate permanently.

Keep in mind: Immigration officers search for genuine visitors with strong home country connections. Each detail about their established life back home improves their approval chances.

Have these documents ready:

• Bank statements from home country
• Property ownership papers
• Employment contracts
• Community service records
• Family responsibility proof

These details create a complete picture of your guest's intention to return after their Canadian visit.

Complete Required Forms

Your invitation letter package needs the right forms and documents. Let's walk through the paperwork together.

IMM 5645 Form

The Family Information Form (IMM 5645) deserves your full attention. You can download it from the official IRCC website and save it on your computer.

Fill out these sections:

• Section A: Your personal details
• Section B: Information about your children
• Section C: Details of your siblings
• Section D: Sign and date the certification

Important Tips for IMM 5645:

1. Use Adobe Acrobat Reader version 10 or higher
2. Fill in all fields - write "N/A" if not applicable
3. Include deceased family members with "deceased" under address
4. List all children, including married and adopted
5. Sign declarations if you have no spouse or children

Additional Documents

Your invitation letter package needs supporting documents. Here's what you'll need:

This information is for general purposes only and not legal advice. At Notary Public Vaughan, we aim to provide helpful resources about notarization. However, this content does not establish a legal relationship or substitute for professional advice. For specific questions about notarization or digital documents, consult your legal advisor or document recipient.