Invitation Letter (Business) apostille

What is a business invitation letter apostille?

A business invitation letter is a private corporate document. To receive an apostille, it must first be notarized — a notary public acknowledges the signature of the company representative who signed the letter. The letter, along with the notarial certificate, is then submitted to the state's competent authority (typically the Secretary of State) for an apostille. The apostille confirms the notary's credentials and makes the letter recognizable to foreign embassies and consulates.

When you need one

Consulates most commonly require authenticated business invitation letters for: business visas to countries in Eastern Europe, Central Asia, the Middle East, and Southeast Asia; trade delegations or government-to-government meetings; extended business stays where the host company must formally attest to the visit's purpose; and situations where the consulate specifically instructs the applicant to submit an apostilled or legalized letter of invitation from the US host organization.

How Laurela handles it

We review the letter to ensure it contains the information consulates typically require (inviting company's details, visitor's name and passport number, purpose and dates of visit, and an authorized signature). We arrange notarization, then submit to the state authority for apostille. If the destination country is not a Hague Convention member, we route through consular legalization instead.

Apostille vs. embassy legalization

Whether your invitation letter needs an apostille or consular legalization depends entirely on the destination country. Hague member countries accept an apostille. Non-member countries — including China, several Gulf states, and a handful of others — require legalization through the destination country's consulate in the US. We confirm the correct path when you submit your order.

Frequently asked questions

What information should the invitation letter include?

Most consulates want: the inviting company's full legal name, address, and contact information; the visitor's full name, date of birth, and passport number; the stated purpose of the visit; planned dates; and the name and title of the company representative signing the letter. Requirements vary by consulate — check the specific requirements before drafting.

How long does it take?

Processing depends on notarization scheduling and the state authority's current queue. We give you a timeline when you order, so you can plan around your visa appointment.

The consulate wants the letter on company letterhead — does that matter?

Yes. Use official company letterhead with the company's name, logo, address, and contact information. Notaries authenticate signatures, not letterhead, but consulates often reject letters that do not appear professional and official.

Can I apostille a letter inviting multiple people?

Yes. As long as the letter is properly signed and notarized, it can list multiple visitors. Some consulates prefer individual letters per applicant — verify the preference with the specific consulate.