A good invitation letter is usually quite boring. It says who is coming, why, for how long, where they will sleep, who will pay, and when they will go home. Letters that try to impress, with long declarations of love for Canada or promises that the guest “will definitely return,” tend to tell an officer very little.
People in Brampton write these letters all the time, for a mother coming for a grandchild’s birth, a brother attending a wedding, or a friend who wants to see Niagara Falls before a long-delayed reunion. Many writers are nervous about it, because they have heard that the letter makes them legally answerable for the visitor, or that it needs a lawyer’s stamp. Neither is generally the case. Still, the letter is part of a government application, and what you write in it needs to be true.
This is general information and is not legal advice. IRCC’s requirements can change, and a visa office may ask for something additional, so check IRCC’s current page and follow any instructions given to your visitor.
What the Letter Does and Does Not Do
An invitation letter is supporting evidence. It helps an officer understand the visit and the person’s connection to someone in Canada. IRCC says plainly that the letter does not guarantee a visa. The officer still assesses the applicant, and the applicant still carries the responsibility of showing that they meet the requirements, including that they will leave at the end of their stay.
Writing the letter also does not make you legally responsible for the visitor once they enter Canada, according to IRCC. You are not guaranteeing their conduct or promising the government that they will leave. You are, however, expected to write in good faith, tell the truth, and intend to keep the promises in your letter. So if you say you will provide a room and pay for meals, you should mean it.
A letter is usually not mandatory for a regular visitor visa. Even so, it can be helpful when the visit depends on a person in Canada, such as a family occasion or a stay in your home. If the person is applying for a super visa, the position is different, because the invitation is a required part of that application and includes financial commitments.
What IRCC Asks You to Include
IRCC gives a list of information as a guide, and it asks you to write the letter yourself instead of copying a template. Cover the following.
About the person you are inviting:
- Complete name and date of birth
- Address and telephone number
- Your relationship to them
- The purpose of the trip
- How long they plan to stay
- Where they will stay and how they will pay for things
- When they plan to leave Canada
About yourself:
- Complete name and date of birth
- Your address and telephone number in Canada
- Your job title
- Whether you are a Canadian citizen or permanent resident
- Details of your family, such as the names and dates of birth of your spouse and dependants
- A photocopy of proof of your status, such as a birth certificate, citizenship card, PR card, or proof of landing, or a Certificate of Indian Status
Use the names exactly as they appear on passports. If your mother goes by a shortened name at home but her passport uses her full name, the letter should use the passport name. Dates should match the application forms, as an officer will notice if your letter says three weeks and her form says six months.
A Sensible Way to Lay It Out
There is no official form, but a simple structure is easy for an officer to read. Date the letter, address it to the visa office or “Immigration, Refugees and Citizenship Canada,” and sign it by hand.
Opening. One or two sentences stating who you are and who you are inviting. For example, you could write that you are a permanent resident of Canada living in Brampton, and that you are inviting your sister, whose full name and date of birth you then set out.
The visit. Explain the reason in concrete terms. “To attend my daughter’s wedding at a venue in Brampton on a stated date” tells the officer much more than “to spend quality time.” Give the arrival and departure dates, or if you do not yet have firm dates, say so and give the planned period.
Practical arrangements. State where they will stay, who will pay for flights and daily costs, and what you will cover. If the visitor is paying for their own ticket and you are hosting, say that. An honest split is more convincing than a claim that you will pay for everything if your income does not support it.
Your own background. Give your job title, your household, and your status. Attach supporting documents and mention them in the letter.
Closing. Include your phone number and email address, and offer to give more information on request.
A single page is often enough. A family story may have emotional importance to you, but keep only what explains the visit.
Documents That Make the Letter Believable
IRCC’s list asks for proof of your status. Other documents are not on that list, but they can back up what your letter says, especially if the letter claims you will host and pay. You might consider attaching:
- A recent employment letter or pay stubs, and your latest Notice of Assessment
- A lease, mortgage statement, or other proof of your Brampton address
- A wedding invitation, graduation notice, or other evidence of the event
- A doctor’s note about a due date, if the visit is for a baby’s arrival and you are comfortable sharing it
- Birth or marriage certificates showing how you are related
Do not over-disclose. Black out personal information an officer does not need, such as bank account numbers on statements, where this would not make the document misleading. Send your documents through the applicant so that they end up in the same application. Your visitor should upload what you give them, and it is sensible for them to carry a copy when travelling, as an officer at Pearson may ask why they are visiting and where they will be.
Do You Need to Notarize It?
Families frequently pay for notarization because a travel agent told them it is required. IRCC’s guidance on invitation letters does not list notarization as part of what the letter should contain. If a visa office specifically asks your visitor for a notarized letter, or if a program’s instructions require it, follow the instruction. Otherwise, a clear signed letter with supporting documents is the thing to focus on, and a notary’s stamp does not make weak information stronger.
If You Are Not a Citizen or Permanent Resident
IRCC’s list refers to inviters who are citizens or permanent residents. But you may be in Brampton on a study or work permit and wish to invite a parent. Nothing in IRCC’s list says that an inviter’s letter would be disregarded, and a truthful letter can still help to explain a visit. Say exactly what your status is and attach your permit. Be careful not to imply that you have a status you lack, and bear in mind that an officer may give your letter different weight if your own stay in Canada is temporary. If your permit will end before your visitor’s planned departure, address that directly in the letter.
Consider, too, how the visit fits with your own situation. If you are in Canada without status, writing a letter that gives your name and address to IRCC could have consequences for you, so get advice first.
Super Visas and Other Special Situations
A parent or grandparent applying for a super visa is on a different footing. The letter must include a promise of financial support for the entire visit and a list and count of the people in your family size calculation. There are income requirements and medical insurance requirements as well. A letter written for an ordinary visit will not meet those requirements, so check IRCC’s super visa instructions, and do not reuse an old letter.
A child travelling without both parents may also need a consent letter from the non-accompanying parent or parents. That is a different document with a different purpose, and it should be arranged by the family abroad.
Medical visits also need careful handling. If your relative wants to come for treatment, the letter should say that plainly, and the applicant should show how care will be paid for. Provincial health coverage is not available to an ordinary visitor.
Mistakes to Avoid
The most harmful mistake is saying something untrue. Misrepresenting or withholding a material fact can lead to a finding of inadmissibility for the applicant, generally lasting five years, and counselling someone to misrepresent is itself an offence under the Immigration and Refugee Protection Act. A letter claiming that someone is a brother when he is a cousin, or that a person is coming for two weeks when the family privately expects them to stay and work, could be a far bigger problem than a refusal.
Other common errors include:
- Writing a letter that promises the visitor will find work in Brampton or help in your shop. A visitor cannot work in Canada without authorization, and a line like this may suggest the real purpose is not a visit.
- Stating that the person may stay “as long as they like.” It suggests no plan to leave.
- Inflating your income or claiming to pay all costs when your Notice of Assessment suggests otherwise.
- Using the same wording for several relatives. Identical letters can look mass-produced.
- Paying someone to write or “guarantee” the letter. Be cautious of anyone charging for a template or a promise of approval.
- Mismatched dates, spellings, or addresses across the forms and the letter.
Remember, too, that the letter cannot fix a weak application. The officer usually focuses on the visitor’s own situation at home: job, family, assets, and travel history. If the application has already been refused, a warmer letter is rarely the answer. It helps to first find out what the reasons were, including by requesting officer notes where appropriate.
Before You Sign
Read the letter side by side with your visitor’s application. Check every name, date, and relationship. Make sure you could comfortably answer questions about it if an officer called you, and keep a copy along with the attachments. If circumstances change, such as a different travel date or a new reason for the trip, tell your visitor so that they can update their application if needed.
Most families can write a straightforward invitation without professional help. A lawyer’s review may be worthwhile if there has been a previous refusal, a past overstay, a criminal record, a super visa with tight income, or a plan to apply for something else after arrival. Our page on temporary residence gives more on this area, and you can get in touch with our office if you have a complicated history you would like reviewed. No letter or lawyer can promise a visa, but a clear and truthful one gives an officer what they need to understand why your visitor is coming and when they plan to go home.