Categories
Household-Waste-Disposal

How to address a letter to an embassy

When you write a letter to an embassy, it is very important that you appear respectful as well as knowledgeable about the subject in which you are writing. However, just as important is how you address the envelope and letter. This is the first thing the embassy will see. Therefore, it should be correct. There is certain protocol you are to follow when writing to an embassy. Not to mention the fact that you want it to actually arrive and not get sent back to you because it is incorrectly labeled.

Address the letter with one of the following: “Dear Mr./Madam Ambassador:” or “His/Her Excellency:” which is usually is not followed by their name, as it will be on the envelope.

End your letter with “Yours sincerely,” with two spaces then your name, typed. In between these you should sign your name with a pen to make it look more professional.

Write the title and name in the center of the envelope as “His/Her Excellency (First name and surname), Ambassador of (Country).” After the title, the next line should have the street address of the embassy. The third line should be the town, county or other principal subdivision. The fourth line, preferably in all uppercase should be the country only, no zip codes or numbers. There should be no more than five lines, according to the U.S. Postal Service.

Write your name and return address on the top-left of the envelope as well as in the letter itself. Make sure you have the correct postage.

Follow standard address procedures if writing to an ambassador in your own country. For the United States, include the zip code.

When you write a letter to an embassy, it is very important that you appear respectful as well as knowledgeable about the subject in which you are writing. However, just as important is how you address the envelope and letter. This is the first thing the embassy will see. Therefore, it should be correct. There is certain protocol you are to follow when writing to an embassy. Not to mention the fact that you want it to actually arrive and not get sent back to you because it is incorrectly labeled.

Address the letter with one of the following: “Dear Mr./Madam Ambassador:” or “His/Her Excellency:” which is usually is not followed by their name, as it will be on the envelope.

End your letter with “Yours sincerely,” with two spaces then your name, typed. In between these you should sign your name with a pen to make it look more professional.

Write the title and name in the center of the envelope as “His/Her Excellency (First name and surname), Ambassador of (Country).” After the title, the next line should have the street address of the embassy. The third line should be the town, county or other principal subdivision. The fourth line, preferably in all uppercase should be the country only, no zip codes or numbers. There should be no more than five lines, according to the U.S. Postal Service.

Write your name and return address on the top-left of the envelope as well as in the letter itself. Make sure you have the correct postage.

Follow standard address procedures if writing to an ambassador in your own country. For the United States, include the zip code.

Letter to consulate requesting Visa for Parents, relatives or friend you are sponsoring. This letter must be prepared and signed by the sponsor, and presented to the consulate or embassy by the applicant at the time of the visitor visa interview.

You can also download the MS-Word Format of this letter to US consulate here.

Planning a Trip to the US?

Arm yourself with travel medical insurance before you board your flight.

[Date of visa interview]

[Your Full Name]
[Full Address]
USA

Phone Numbers:
(Work): (xxx) xxx-xxxx
(Home): (xxx) xxx-xxxx
E-mail: [email address]

To: The US Consulate General, [New Delhi, India]

Subject: Request for tourist visa for parents

I am [Name], working as a [Job Title] for [Company Name], located at [Company Address], USA. My annual gross income is $[Annual Income]. I would like to invite my [parents/relatives/friend] Mr and Mrs [Name], residing at [Visitor's Address], India, to visit us in USA for [6] months, starting from [Month] [Year].

The purpose of their visit is social as well as tourism within USA. During [their/her/his] visit, [they/she/he] will stay with us at the above address, and I will bear all [their/her/his] expenses including the round trip air fare to USA, food, housing, travel within USA, medical insurance and all other personal expenses [they/she/he] may incur.

I will make sure that they leave United States before the expiration of their authorized stay. I request you to grant [them/her/him] a tourist visa for USA.

Please do not hesitate to contact me via telephone or e-mail if you have any questions.

An invitation letter to the embassy has to be precisely formal and to the point. While writing a letter to the embassy make sure you do not make any grammatical or spelling mistakes. This kind of a letter must be short and to the point. Clearly, state the reason for your letter without extending your text much. You must state the person’s name whom you’re willing to invite and the reason for the same also do not forget to mention the relationship with you will also be asked and mention the duration of their stay.

Mention the country of the person invited and also that you take the responsibility for this day in the following country. Following are the tips on how to write an invitation letter/mail to the embassy, make sure you keep these points in mind while writing this kind of a letter. Also, there is a sample letter in mail below to help you while writing you may also download the PDF and .doc files to complete your work even quicker

Table of Contents

Sample Invitation To Embassy Letter Writing Tips

  • Mention the duration of the person’s stay.
  • The country and relation with you have to be clearly stated.
  • Make sure you do not make any mistakes while writing the letter.
  • Mention if the person is visiting you for the first time or has visited you in the past.
  • The letter must be short and precise mentioning all the required details.

Sample Invitation to Embassy Letter Template

Use of free sample invitation to the Embassy in the letter to help you get started. If you need any additional help of examples, check out some of the sample letters below.

From,
_______
_______
_______

To,
______
_______
_______

Subject: Sample invitation letter to the embassy

I ____ a citizen of ____ request you to grant the visa to my _____(relation with you) _____(person’s name) who is planning to come to ____(country) to _____(state the reason for the stay) on/in ______(date/month he/she is coming). She will be staying for _____(duration) since my wife is having our baby and she would need help while taking care of the baby and herself.

She is currently staying in _____ (country). She has visited me several times during my stay in ______(the country you are staying in). She will be accommodated at _____(the place he/she will be staying) during her/his stay. I request you to grant her/him the visa for the same. Looking forward to your consideration.

Yours Sincerely,
_______

Sample Letter

From,
Sahil Vaidya
50 Lewin Street near New Bake Shop
WALLA WALLA NSW 2659

Date: 23 January 2011

Mr. Hudson Beck
Australian Embassy,
New Delhi, India

Subject: Visa granting of my mother.

I Sahil Vaidya a Permanent Citizen of Australia, request you to grant the visa to my mother, Anita Vaidya who is planning to come to Australia at the end of the next month. She will be staying here for three to four months since my wife is having our baby and she would need help while taking care of the baby and herself.

She is currently staying in India. She will be accommodated at my place during her stay. She has visited me several times in the past six years of my stay in Australia. I request you to grant her the visa for the same.

Looking forward to your consideration.

Yours Sincerely,
Sahil Vaidya

Email Format

Read the following invitation to the embassy mail to help you write one.

Subject- Request for Visa

This is to inform you regarding the visa granting of my brother Arthur.

My brother, Arthur Dves, will be coming to visit my family and me and will be staying with me for the duration of his stay of one and a half month. He is coming with a purpose to look for a job and meet us. He has visited us several times in the last five years of my stay in the country. I request you to grant him the visa for the same. Looking forward to your consideration.
Thanking you.

How to address a letter to an embassy

Navigating the world of titles can be tricky. Whether you’re talking about academic designations, military ranks or government officials, knowing how to properly address someone can be confusing. However, it’s very important. How you address a letter to someone shows that you are acknowledging and respecting their position, and that you’ve done your research. As with all government positions, this is also true when writing a consul general.

What Is A Consul General?

A consul general is the person who is in charge of a consulate. To understand the role, it’s important to know what a consulate is. To foster diplomacy around the world, the U.S. Department of State maintains offices in foreign countries. These are used to build an official relationship with the country and also to support American citizens living or working abroad in the surrounding area. The most important of these offices is the embassy, located in the capital of the foreign country. This is where the ambassador works and where most official business takes place.

However, in large countries there are often additional offices of the U.S. governments in other major cities. These are known as consulates. Although consulates take their direction from the embassy, they do much of the same type of work, supporting local missions and helping American citizens in the area that they’re in. Each consulate has a consul general, a diplomat who is responsible for running the consulate.

How To Address A Consul General

At times, you might need to write to a consul general. If you’re abroad and need help quickly it’s probably best to call your local consulate. However, for other issues you might be inclined to write.

Addressing a letter to a consul general is simple. You just use the person’s normal prefix for the person’s name: Mr., Mrs., Ms., Dr., etc. When addressing a letter you should write “Mr. John Smith.” In the following line, write “Consul General.” Then, begin a new line to list the street address.

When you begin your letter you can simply write “Dear Mr. Smith.” The tone of the letter should be formal, but there are no special considerations.

Finding The Name and Address For A Consul General

If you want to write a letter to a specific consul general, you will need to find their name and the address of the consulate that they’re stationed at. The government maintains a list of all embassies and consulates at www.usembassy.gov. From there, you can click on a country to see the location of embassies and consulates in that country.

To find out the name of the consul general at each consulate, you’ll need to visit the consulate’s website. On the consulate’s page, you’ll be able to see who the consul general is and even get a bit of biographical information on him or her.

All the diplomats listed above are addressed with the honorific to which they are entitled/prefer – Mr./Mrs./Ms./Dr./etc.+(Name). Only an ambassador has a special form of address: See the list of links to the types of ambassadors below. See also the example in the first Q&A on this page (below): How to Address a Diplomat.

Robert Hickey author of “Honor & Respect”

How to Address a Diplomat?

How should I address foreign diplomats who are not the ambassador – rather, they are in the ambassador’s office. Their positions are:
—- Counselor, Deputy Chief of Mission
—- Counselor, Congressional Liaison Officer
Thanks in advance for your assistance,
————— – Ellen

Dear Ellen:
Only an accredited ambassador who has presented his credentials to the chief-of-state – or head of the international organization – is addressed as ‘His/Her Excellency (Full Name)’ or in direct address ‘Your Excellency’.

Everyone else at a foreign embassy is:

—- Address block on the letter:

—- In a salutation they would be
—- —- Dear Mr./Mrs./Ms. (Surname):

‘Counselor’ is not used before the name as an honorific in writing. Include their (office) after their name for identification as pertinent.

RE: Use of ‘Mrs.’ or ‘Ms.’: Internationally ‘Ms.’ is not as ubiquitous as it is in the U.S., but a foreign diplomat serving in the U.S. would be familiar with it. For more on honorifics for women see the post Mrs. vs. Ms.

– Robert Hickey How to Address a Counselor — How to Address an Attaché — How to Address Secretary

Robert Hickey author of “Honor & Respect”

When Should You Use the Forms on this Page?

You can use these forms of address for any mode of communication: addressing a letter, invitation, card or Email. (If there are differences between the official and social forms of address, I will have mentioned the different forms.) The form noted in the salutation is the same form you say when you say their name in conversation or when you greet them.

Not Finding Your Answer?

—- #1) At right on desktops , at the bottom of every page on tablets and phones , is a list of all the offices, officials & topics covered on the site.

—- #2) If you don’t see the official you seek included or your question answered send me an e-mail. I am pretty fast at sending a reply: usually the next day or so (unless I am traveling.) Note: I don’t have mailing or Email addresses for any of the officials and I don’t keep track of offices that exist only in history books.

—- #3) If I think your question is of interest to others, Sometimes I post the question – but always change all the specifics.

Correspondence with an embassy is an official correspondence with a government office and should always be formal. A formal letter format includes the addresses of both sender and receiver, a salutation that addresses the reader by title, and a formal close. The formal close includes a concluding paragraph that restates the intent of the letter, thanks the reader for his time, contact information when warranted, the word “sincerely” followed by the name of the sender.

Step 1

Read over the content of your letter. Assess whether your letter has been primarily informational or whether you are making a request.

Step 2

Start the final paragraph by stating plainly what direct action you require from the embassy from your request, if any. For example, if you are writing in support of a family member’s visa application, write “Please approve Mr. —–‘s visitor visa for the two months he will visit me and my family in the United States.”

Step 3

Add additional information to the paragraph that relates immediately to that request, such as “We will make sure Mr. —- returns to [country name] on or before the expiration date. Do not repeat information that was written in earlier paragraphs. Provide contact details, such as an email address and phone number.

Step 4

End the final paragraph with “Thank you for your consideration.” This phrase may also form an ending paragraph if the letter is purely informational and no request is being made of the embassy.

Step 5

Press the return key twice between the body of your letter and the close.

Step 6

Add “Sincerely” followed by a comma. Ensure that “Sincerely” is capitalized. Press the return key twice again. If doing so will move the letter to a second page, delete one of the spaces between the closing paragraph and “Sincerely.”

Step 7

Type your name and any official title you may hold. Include only official titles relative to the letter itself. For example, if you are writing on behalf of a company, then include your official title with that company. If you are writing as an individual outside of an official capacity, no title should be included. It is customary for the title to be typed onto the line below the typed name of the sender, but it is not required. Some titles, such as “Esquire,” customarily follow the name of the sender.

Step 8

Sign your name by hand in blue or black ink in the space between your typed name and the “Sincerely.”

Use “please” when making your request along with other forms of etiquette relative to the country the embassy represents throughout the letter.

Owing to the current US administration’s protectionist policies, refusal rate for visitor visas has significantly gone up in the past few years. This means that if you’re a US citizen or resident alien and wish to sponsor a trip to the country for a friend or relative, you must make use of every means to improve the chances of tourist visa approval for your prospective guest. A letter of invitation is a great way of helping them clear the visa interview.

There are two kinds of letters of invitation for B2 visa. One is addressed to the guest, while the other is addressed to the US consulate/ embassy. Below is a sample letter to the consulate.

Sample Letter Template

[Date]

United States Consulate General

[Address of the consulate]

Dear Honorable Consul,

[Name of visitor] – PASSPORT NO XXXXXXXX – Born on [Date of birth of visitor]

My name is [Name of the host]. I am a United States citizen (or lawful permanent resident) residing at [Address of the host].

I request that you issue a B-2 tourist visa to [Name of the visitor] who resides at [Address of the visitor], so that he/she can visit me in the United States. I have known him/her and have been his/her friend for the past X years and I would like him/her to come and visit me this summer.

[Name of visitor] will be visiting the country from [Date of arrival to the US] to [Date of departure from the US]. This will be a good time for his/ her visit since I have a light work schedule during this time. He/ she will be staying with me at my house/ flat at the address mentioned above during his/ her visit to the United States.

I will take responsibility for his / her accommodation and other expenses while he/ she is in the country. He/ she will return to [hometown of the visitor] once his / her visit is concluded.

[Name of the visitor] will present this letter to you, along with proof to establish his/ her close ties with [home country of the visitor]. I assure you that he / she shall return to [home country of the visitor] prior to the expiration of his / her authorized stay in the United States.

I shall highly appreciate your kind consideration of this request.

Sincerely,

[Name of the host][Address of the host][Phone number of the host][Signature of the host]

Documents to Be Enclosed

The following documents should be provided by the host to the guest, in case they wish to financially support their trip to the US

  • Completed Form I-134 (Affidavit of support)
  • Photocopy of H1B approval notice (Form I-797)
  • Photocopy of passport, I-94 and visa
  • Photocopy of birth certificate
  • Employment verification letter
  • Photocopy of the past two pay stubs
  • Photocopy of recent stock asset statements and bank statements
  • Bank account verification letter
  • Photocopy of past two years’ tax returns and W2’s

While a letter of invitation can significantly boost one’s chances of tourist visa success, it is essential to be thoroughly prepared for the visa interview and the questions that will be asked. The key is to show the consul that you’re a trustworthy person and that you won’t be a liability to the US government, during your stay in the country.

Mani Karthik

Having lived in 3+ countries, worked for companies small and big in the USA, Middle East & India, I have a lot of experience to share about international travel, immigration and living as an NRI in the US. Add me on WhatsApp if you have any queries (+1-408-489-4785)

All the diplomats listed above are addressed with the honorific to which they are entitled/prefer – Mr./Mrs./Ms./Dr./etc.+(Name). Only an ambassador has a special form of address: See the list of links to the types of ambassadors below. See also the example in the first Q&A on this page (below): How to Address a Diplomat.

Robert Hickey author of “Honor & Respect”

How to Address a Diplomat?

How should I address foreign diplomats who are not the ambassador – rather, they are in the ambassador’s office. Their positions are:
—- Counselor, Deputy Chief of Mission
—- Counselor, Congressional Liaison Officer
Thanks in advance for your assistance,
————— – Ellen

Dear Ellen:
Only an accredited ambassador who has presented his credentials to the chief-of-state – or head of the international organization – is addressed as ‘His/Her Excellency (Full Name)’ or in direct address ‘Your Excellency’.

Everyone else at a foreign embassy is:

—- Address block on the letter:

—- In a salutation they would be
—- —- Dear Mr./Mrs./Ms. (Surname):

‘Counselor’ is not used before the name as an honorific in writing. Include their (office) after their name for identification as pertinent.

RE: Use of ‘Mrs.’ or ‘Ms.’: Internationally ‘Ms.’ is not as ubiquitous as it is in the U.S., but a foreign diplomat serving in the U.S. would be familiar with it. For more on honorifics for women see the post Mrs. vs. Ms.

– Robert Hickey How to Address a Counselor — How to Address an Attaché — How to Address Secretary

Robert Hickey author of “Honor & Respect”

When Should You Use the Forms on this Page?

You can use these forms of address for any mode of communication: addressing a letter, invitation, card or Email. (If there are differences between the official and social forms of address, I will have mentioned the different forms.) The form noted in the salutation is the same form you say when you say their name in conversation or when you greet them.

Not Finding Your Answer?

—- #1) At right on desktops , at the bottom of every page on tablets and phones , is a list of all the offices, officials & topics covered on the site.

—- #2) If you don’t see the official you seek included or your question answered send me an e-mail. I am pretty fast at sending a reply: usually the next day or so (unless I am traveling.) Note: I don’t have mailing or Email addresses for any of the officials and I don’t keep track of offices that exist only in history books.

—- #3) If I think your question is of interest to others, Sometimes I post the question – but always change all the specifics.

A letter to support a visa application can help when someone applies for a visa to enter another country. Often the application is more readily accepted if a relative or a friend who is a citizen of the country requesting to be visited writes this letter.

Another thing to consider is that by writing the letter, the person may be agreeing to sponsor or provide financial support for the visitor for the duration of their visit.

The letter and any documents that are sent to accompany the letter may need to be notarized. Check to see if this is required by the embassy. Make an extra copy to keep in case the original is not received.

What The Letter Must Contain

The letter to support a visa application must be addressed to the embassy of the country where the visitor lives.

This is written at the top of the page on the left side. It can be sent to the person applying for the visa application.

Skip two lines and put the full name of the person writing the letter and their address. Skip two lines and put the letter writers work and home phone numbers and their email address. Skip two lines and add the subject such as “request for a visa for friend”.

Skip one line and put the greeting. Skip a line and begin with the body of the letter This part must include:

The full name of the person who will be visiting as it is written on his or her birth certificate
The person’s date of birth
Their mailing address, physical address if different from the mailing address
Their phone number and any other contact information

The person writing the letter to support a visa application will also need to state the reason for the visit such as business, to visit family, or visiting as a tourist. It will need information that pertains to support they will provide for the visitor.

This includes income if required, the type of housing where the visitor will stay, and who will pay for their expenses while they are there.

Depending on the country, proof of income and bank statements may be required so an attachment with this information will need to be included.

All of this information should be recent. Some countries require a birth certificate or passport to prove the citizenship of the person writing the letter as well.

Sample Letter To Support A Visa Application

Name of the Embassy where the letter is being sent
Address of the Embassy where the letter is being sent

(Senders Name) example: John Smith
(Senders Address) 123 1st Street
City, State 12345
USA

Work Phone Number
Home Phone Number
Email Address

Subject: Request for a visa for family visit, tourism

My name is (example: John Smith). My position is (Title of Job) at (Name of Company), (Address of Company). My yearly income is (Income Amount).

I would like for my (friend, mother and father, sister), (Name of relative or friend), born (Date of Birth of friend or relative) who lives at (Friend or Relative’s Address including Country) to visit me in the United States for (length of time of visit) beginning (the month and year the visit will start).

The reason for (their, his, or her) visit is to spend time with family as well as visit places of interest in the United States.

While visiting (they, he, or she) will stay with (me, us) at (same address as above). I will provide (her, his, or their) living expenses including personal, housing, food, travel, and medical.

I am requesting that a visa be granted to allow (her, him, them) to visit the United States. I will ensure (she, he, they) leave the United States before the stay expires. If you have any questions, please contact me at one of the telephone numbers provided or my email.

Signed full name of letter writer
Printed full name of letter writer