Letters of Invitation
Letters of invitation are important because they lay out any financial obligations and responsibilities, plus they are often needed by the visitor to obtain a visa. For more information, also see the Arranging the Visit section.
- Make sure the visitor’s name is in the culturally correct format.
- State the dates for the visit. If the invitation is to be used to acquire a visa, provide the dates of the visitor’s complete program in the U.S.
- Clarify who will be responsible for the expenses incurred during the visit.
- The invitation should be sent peer-to-peer (e.g., president to president or professor to professor).
- For a visiting scholar/researcher, you should also clarify the terms of the offer and describe clearly the visitor’s work or purpose at the University.
Itineraries should provide:
- Full information about the schedule, such as addresses of meeting locations
- Who (if anyone) will accompany the visitor to/from meetings
- Name/title of who will be in the meeting
- Main contact for the visitor
You may also want to include information about the visitors to prepare the other meeting participants.