Eligible participants
- Confirmed speakers
- Registered delegates
- Approved invited participants
“Confirmed” normally means registration has been completed and any applicable payment has been verified.
Important Notice
Visa invitation letters are supporting documents only
The visa invitation letter is issued solely as a supporting document for your embassy or consulate application. It does not guarantee visa approval, appointment availability, or immigration clearance.
Final visa decisions are made only by the relevant embassy, consulate, or immigration authority. Applicants remain fully responsible for fees, appointments, travel insurance, supporting records, and compliance with all immigration rules.
Eligibility
Who can request a letter
When letters are usually issued
- After registration status is verified
- After payment is confirmed, unless waived in writing
- After passport-related details are provided correctly
Additional details may be requested if anything is incomplete, unclear, or inconsistent.
Processing expectations
- Requests are usually handled in order of receipt
- Urgent handling may be possible where feasible
- Corrections and re-issues may require additional time
Complete and accurate information usually helps avoid delays.
Letter Content
What the letter typically includes
Event Details
Official conference title, dates, host city/country, and the stated purpose of the event.
Participant Details
Your full name as per passport, nationality, passport number, and affiliation as provided by you.
Participation Status
Your participation category, such as accepted presenter, registered delegate, keynote speaker, or invited contributor.
Organizer Confirmation
Organiser contact information and basic verification wording for embassy reference purposes.
What we normally do not include
- Any promise or prediction of visa approval
- Any financial sponsorship guarantee unless expressly agreed in writing
- Any inaccurate employment, invitation, or funding statement
Checklist
Required information
Please provide the following details exactly as shown on your passport and registration records.
Personal Details
- Full name as shown on passport
- Date of birth
- Nationality
- Passport number
- Passport expiry date
Participation Details
- Conference name or event link
- Participation type
- Registration reference or invoice number, if available
- Affiliation or organisation name
Optional but helpful: a scanned passport bio page, only if specifically requested by our team. Please avoid sending sensitive documents unless asked.
Corrections and re-issue policy
Incorrect passport details may cause embassy concerns or rejection of the supporting letter. Please review all information carefully once the letter is issued.
- Minor spelling or formatting corrections may be re-issued after verification
- Major changes usually require resubmission of the correct details
- Repeated re-issue requests may be limited where misuse is suspected
Good practice for applicants
Check your passport validity, embassy requirements, travel history documentation, and appointment lead times before requesting a letter.
Make sure your registration details, passport details, and application documents match exactly to reduce the likelihood of unnecessary delay.
Request by Email
How to request your visa invitation letter
We do not use an online visa-letter form on this page. Once your conference participation is confirmed, email the organising team with the required information below. This allows the team to verify your registration record before preparing the letter.
1. Confirm your registration
Presenters should have an accepted abstract and completed registration. Non-presenting delegates should have completed their delegate registration.
2. Prepare your details
Include your full passport name, nationality, passport number, passport expiry date, date of birth, affiliation, participation type, and registration/invoice reference.
3. Email the conference team
Use the subject line Visa Invitation Letter Request – ECHSGP 2027 so your request can be identified quickly.
4. Check the issued letter
Review all passport and participation details immediately and notify the team promptly if a correction is required.
Email Request
Send your visa-letter request
Please send the required details only after your participation status has been confirmed.
participation@executivecongresses.comPlease include
- Full name exactly as shown on passport
- Nationality and date of birth
- Passport number and expiry date
- Affiliation / organisation
- Participation type
- Registration or invoice reference
- Presentation title, if applicable
Do not send a passport scan unless the organising team specifically requests it.