A visa support letter confirms that an employer supports an employee's or applicant's visa application. An applicant can use it to demonstrate to immigration authorities the legitimacy of the job offer and the necessity of the employee's relocation to the destination country.
Also known as "visa sponsorship letters," visa support letters exist across different countries' immigration systems, although requirements vary by nation and visa type. While not always mandatory, these letters from employers enhance visa applications by providing immigration officials with evidence of the applicant's reasons for applying and their relationship to the country where they seek to relocate.
The primary purpose of a visa support letter is to establish trust with authorities by verifying that the applicant has legitimate reasons for entry and will not violate visa conditions. Depending on the country, it may be required for both short-term work visas and long-term residency permits.
When do employers need to provide a visa support letter?
You'll typically need a visa support letter during an individual's visa application process for temporary work, intra-company transfer (transferring from one company location to another across national borders), sponsored employment, or permanent residency sponsorship.
Visa types that need support letters include H-1B in the U.S. and Skilled Worker (formerly Tier 2) in the U.K. Different countries refer to them by different names-in the U.K., they're called certificates of sponsorship.
Embassies, consulates, and immigration authorities typically want these letters as part of your supporting documents.
What should a visa support letter include?
When writing a visa letter of support for talent, make sure to include:
- Company letterhead and contact information. Write the letter on your official company letterhead. This helps prove the letter's authenticity and shows that it comes from a legitimate business or organization. The letterhead must include the organization's name, address, and contact information so immigration authorities can quickly verify its authenticity.
- Full legal name of the visa applicant. Clearly state the applicant's full legal name and include their address, email, phone number, and other contact information. Including these details helps immigration authorities confirm their identity and eliminates potential confusion with other applicants.
- Job title, start date, and brief role description. This information helps immigration authorities understand the purpose of the applicant's visit and the nature of their work.
- Duration of employment (temporary or permanent). For temporary employment, state the start and end dates. For some visa types, such as the Trade NAFTA (TN) visa-Canadian and Mexican citizens seeking to work in the U.S.-specify a fixed term of employment that does not exceed three years.
- Confirmation of sponsorship and intent to comply with local laws. As an employer, your visa sponsorship letter should confirm that you are officially sponsoring the individual's visa application and are committed to following all local laws and regulations. This confirmation shows immigration authorities that you're taking responsibility for your new hire and you'll follow all the employment and immigration requirements in their new country.
- Statement of financial or relocation support (if applicable). If you're providing any financial or relocation support, include that in your visa support letter. This statement assures immigration authorities that the applicant will have resources for travel, accommodation, daily living costs, and other expenses and will not become a financial burden on the destination country. Specify in the letter which expenses are covered when financial support is offered. Sometimes you'll need to include bank statements or other documents to prove you can actually provide the financial support you're promising.
- Signature of employer representative. Your organization's HR officer or legal counsel will typically provide the signature. Also include the representative's title and the date they signed it.
- Notarization stamp. Notarizing the letter of support goes a long way to verify the veracity of your identity as the employer.
Check with the destination country's immigration authorities or with legal counsel to see if other information must be provided in the visa support letter.
Visa support letter template
Here's a basic template for a visa support letter. Customize and add details as needed to help strengthen your employee's visa application.
[Company Letterhead]
[Date]
To Whom It May Concern,
This letter is to confirm that [Full Name] has been offered a position with [Company Name] as a [Job Title], with an expected start date of [Start Date]. This role is [full-time/part-time] [permanent or temporary] and will be based in [City/State or Region/Country]. The job entails [provide a brief job description here]. [If the employment is temporary, list the start and end dates.]
We are sponsoring [Full Name] for a [Type of Visa] visa and will ensure compliance with all local labor and immigration regulations. [If financial or relocation support will be offered, describe that here.]
Should you require further information, please contact [Name, Title, Contact Info].
Sincerely,
_______ [signature line]
[Name] [Title] [Company Name]
Why it matters for employers
Why should you care about visa support letters? They prove to immigration authorities that you're a real company offering a legitimate job. That formal endorsement carries weight-it shows you're not just some fly-by-night operation.
Getting these letters right is especially important when you're building teams across borders or relocating employees.
Here's the payoff: Well-written visa support letters mean fewer visa rejections. They spell out exactly what the job involves and show that you're serious about supporting your global workforce and playing by the rules.
FAQs
Do all countries require a visa support letter?
No, not all countries require a visa support letter, but it may help clarify why the person is applying and why they want to travel to or relocate to a specific country. Every country has different rules for visa support letters, and requirements change depending on which visa you're applying for. You'll usually need them for study or work visas.
Who should sign a visa support letter?
Typically, a person with authority at a sponsoring organization, like an HR officer or legal counsel, will sign the visa support letter. Make sure they include their title and the date they signed the letter. Visa letters for personal sponsorship should be signed by the person financially supporting the applicant, a family member, or a friend.
Can a visa support letter guarantee visa approval?
No, writing a visa support letter cannot guarantee approval, but it may be helpful. In addition to the visa support letter, visa officers consider many other factors when reviewing visa applicants. Applicants still need to meet all other visa requirements.
Should the letter be notarized?
A visa support letter doesn't always need to be notarized; however, it is recommended and may be required by some countries or for certain types of visas. A notarized letter confirms the applicant's identity and signature, which may strengthen the credibility of the visa application.
Let Pebl manage the visa process for you
Writing a visa support letter for your employee might seem simple enough. But here's the catch: you need to know the latest requirements and expectations for each country. Get something wrong, and you could be looking at weeks or months of delays, which means your expansion plans hit a wall.
That's why smart companies work with an Employer of Record services like Pebl. Our global immigration experts handle your international visa paperwork, so you don't have to become an expert in every country's visa requirements.
Ready to streamline your global hiring? Contact us to see how we can help.
Disclaimer: This information does not, and is not intended to, constitute legal or tax advice and is for general informational purposes only. The intent of this document is solely to provide general and preliminary information for private use. Do not rely on it as an alternative to legal, financial, taxation, or accountancy advice from an appropriately qualified professional. The content in this guide is provided "as is," and no representations are made that the content is error-free.
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