Business Schengen Visa Cover Letter Sample

When you apply for a Business Schengen Visa, you must submit a cover letter that outlines your reason for traveling to the specified country. You must describe your intended itinerary and the duration of your stay. You must also demonstrate your commitment to complying with Schengen visa regulations and returning to your home country after the trip.

How Do I Write a Business Visa Cover Letter?

Your business visa application cover letter should be concise and include the following information:

Your Personal Information:

Full Name.
Date of Birth.
Passport Details.
Current Address.
Email Address.
Phone Number.
Date of Writing.

Recipient's Information:

Embassy or Consulate Name.
Embassy or Consulate Address.

Introduction:

State the purpose of your trip clearly and concisely, e.g., business meetings, conferences, negotiations, and potential investments. Detail your reasons for needing a business visa as much as possible.
If you are meeting with a business partner (individual or company), state clearly who you are meeting with and the type of business you will be doing.

Travel Details:

Entry and Exit Dates
Detailed itinerary of your trip, including countries to be visited, accommodations, flights, meetings, etc.

Financial Capacity:

Briefly describe your financial capacity to cover trip expenses, including proof of sufficient funds or if you are being sponsored by another third party.

Conclusion

Express appreciation for considering your application.
Assure the recipient of your compliance with visa regulations and intention to abide by all rules during your stay.

Please note that if you are being invited for business purposes in Germany, your cover letter must be accompanied by an invitation letter written by the person/company who is inviting you.

Business Schengen Visa cover letter samples:

Sample 1 (attending a business conference):

[Date]

[Embassy/Consulate Name]

[Embassy/Consulate Address]

[City, State, Zip Code]

Dear Sir or Madam,

I am writing to apply for a Schengen Business Visa to attend a tech expo in Berlin, Germany, from April 15, 2024, until April 30, 2024, for a total duration of 16 days.

As a Senior Technical Engineer at TechSolutions Inc., I have been invited to participate in the International Business Expo, a prestigious event in the technology industry. The conference will span 16 days and will be held at the Berlin Conference Center, 789 Summit Avenue, Berlin, Germany.

Additionally, I will attend a meeting with our business partner Global Connections GmbH, located at 123 Business Street, Berlin. I will be meeting with Mr. Thomas Müller, Managing Director of Global Connections GmbH to discuss potential new collaborations between our companies.

Below is my travel itinerary for your reference:

Outbound Flight:

● Departure from Lagos on April 9th, 2024 at 10:00 AM

● Arrival at Berlin on April 10th, 2024 at 2:00 PM

● Flight Number: ABC123

Return Flight:

● Departure from Berlin on April 14th, 2024 at 4:00 PM

● Arrival at Lagos on April 14th, 2024 at 9:00 PM

● Flight Number: XYZ456

During my stay, I will be accommodated at the Grand Hotel Berlin, located at 456 Business Avenue, Berlin, Germany. Furthermore, I would like to confirm that my company, TechSolutions Inc., will also provide full financial support as needed to ensure a smooth and successful participation in the conference.

I assure you of my intention to comply with all the requirements and regulations associated with the Schengen Business Visa. I am fully prepared to provide any additional documentation or information necessary to support my visa application, should it be required.

Please find enclosed all the required documents, including my passport details, travel itinerary, conference invitation letter, and proof of accommodation.

Should you require any further information or clarification, please do not hesitate to contact me at +234 XXX-XXX-XXXX or [email protected].

Thank you for considering my application,

Chinedu Okonkwo

Technical Engineer

TechSolutions Inc.

123 Innovation Avenue

Lagos, Nigeria

+234 XXX-XXX-XXXX

Sample 2 (written by your employer if requested by the embassy):

[Date]

[Embassy/Consulate Name]

[Embassy/Consulate Address]

[City, State, Zip Code]

Dear Consul General,

I am writing to confirm the travel arrangements of Mr. Chinedu Okonkwo, a Technical Engineer at TechSolutions Inc. Mr. Okonkwo who has been an esteemed member of our organization since 2012. He will be traveling to Berlin, Germany, from April 15, 2024, until April 30, 2024, for a total duration of 16 days.

The purpose of Mr. Okonkwo’s visit to the Schengen Area is to participate in the International Business Expo scheduled to take place in Berlin during the aforementioned dates. Additionally, he will be visiting our partner company, Global Connections GmbH, located at 123 Business Street, Berlin. He will be meeting with Mr. Thomas Müller, Managing Director of Global Connections GmbH, to discuss important business matters.

Mr. Chinedu Okonkwo will be accommodated at the Grand Hotel Berlin, situated at 456 Business Avenue, Berlin, with a contact number of +49 XXX-XXX-XXXX, for the entire duration of his visit. We would like to point out that we fully endorse his travels financially, and we ensure his dedication to complying with the Schengen visa rules.

Should you require any further information or documentation, please do not hesitate to contact me at +234 XXX-XXX-XXXX or [email protected].

Thank you for your prompt attention to this matter.

Chukwudi Eze

CEO

TechSolutions Inc.

123 Innovation Avenue

Lagos, Nigeria

+234 XXX-XXX-XXXX