Important Notice
A visa invitation letter is a supporting document only. It does not guarantee visa approval. Visa decisions are made solely by the relevant embassy/consulate and immigration authorities.
Participants are responsible for all visa requirements (appointments, fees, travel insurance, supporting documents, and compliance with immigration rules).
Who is eligible?
- Confirmed speakers
- Registered delegates
- Sponsors / exhibitors (where applicable)
- Approved invited participants (where applicable)
“Confirmed” typically means your registration is verified and (where required) payment is completed.
When we issue the letter
- After registration is verified
- After payment is confirmed (unless waived in writing)
- After complete passport details are provided
We may request clarification if details are incomplete or inconsistent.
Processing time
- Processed in the order requests are received
- Urgent cases may be prioritised where feasible
- Corrections/re-issues may require additional time
Fastest processing happens when all details match the passport exactly.
What the visa letter typically includes
Event title, dates, location (city/country), and the purpose of the congress.
Full name as per passport, passport number, nationality, and affiliation (as provided).
Speaker / Delegate / Sponsor / Exhibitor status based on your registration.
Organizer contact email and basic verification information for the embassy/consulate.
What we do not include:
- Any promise of visa approval
- Any guarantee of financial sponsorship by the organiser
- Any incorrect statements regarding employment, funding, or immigration intent
Required information (checklist)
Provide the following details exactly as shown in your passport.
- Full name (passport)
- Date of birth
- Nationality
- Passport number
- Passport expiry date
- Participation type (Speaker/Delegate/etc.)
- Registration reference / invoice number (if available)
- Affiliation / organisation
Optional: a scan of the passport bio page (send only if requested). Please do not email sensitive documents unless asked.
Corrections & re-issue policy
Embassies may reject letters that contain incorrect passport details. Please review your letter immediately upon receipt.
- Minor corrections (spelling/format) can be re-issued after verification.
- Major changes (name/passport number) require resubmission of correct details.
- Multiple re-issues may be limited to prevent misuse.
Request a visa invitation letter
Submit complete details exactly as per your passport. If you have already registered, include your invoice/reference number.
Send your details to:
participation@executivecongresses.comPlease avoid sending sensitive documents unless requested.
- Use the exact passport spelling (including middle names).
- Ensure passport validity covers your travel dates.
- Submit early to allow embassy processing time.