cover letter for visa application malaysia

How to write a Cover Letter for Malaysia Visa Application.

15 November 2019

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A cover letter is a written communication that serves to introduce an accompanying document. It is aimed at catching the reader's interest and subsequently persuading the reader. Just like with most countries, Malaysia requires individuals applying for a visa to submit a cover letter. It can be quite difficult to write one correctly if you have not done it before so read on to know the appropriate way to write a cover letter for Malaysia visa application.

It is important to note that a cover letter is to be written in a formal manner, should not exceed 300 words and should not spill over to the other page. It is meant to be straight to the point yet captivating enough to keep the Immigration Officer reading it interested. The letter should revolve around introducing the applicant, stating the purpose of the visit and justifying the need for the trip and visa. It helps the embassy see that the applicant is travelling for a genuine trip which in turn puts the applicant in good graces with the embassy and reducing the chances of visa rejection.

Getting a visa to Malaysia could be a breeze if you know how to go about it. Read this for details on Malaysia visa Information for Nigerians.

The details in a cover letter should be based on the type of visa you are applying for but there are some information that should be present regardless of the visa type. These are:

• Detailed explanations of the purpose of your trip. It could be for business, personal visits, medical etc.
• Your intention to return home after your visa expires.
• In case there are some required documents you cannot submit, explain why you cannot submit them.
• How you intend to fund your trip. A bank statement can be attached to the letter.
• If you have a sponsor, explain how you are related to them and why they are sponsoring your trip.
• Trip itinerary which covers all the places you intend to get to during your trip. If you would be travelling to other countries from Malaysia, mention it too.

Steps to writing a Cover Letter

Addresses and date

Start with writing your address and the address of the embassy of the country you are applying to. The addresses should be written on the left-hand side of the paper. Your information such as name, address and other relevant details such as your e-mail address, phone number and LinkedIn details should come first. Next, you include the date of application after a line followed by the embassy's information.

The opening greeting comes next. If you know the exact officer that would attend to your application, you can use the officer's name or position and if you do not know it, you can salute using Dear Sir/Ma .

Thinking of touring Kuala-Lumpur on your next trip to Malaysia? Here are the reasons why you must do that .

Introduction

Here, you introduce yourself, state your accomplishments or impressive background. If you are applying for a business visa, show enthusiasm about the company you would be working with in Malaysia. It is important to not only show your qualification but your fun personality too. Other details mentioned earlier should be explained here.

Sign the letter off with a creative yet professional closing sentiment such as warm regards and then your name.

Beneath the closing sentiment, you can list other supporting documents that have been attached to the cover letter.

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Visa Traveler

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How to Apply for Malaysia Visa Online: A Step-by-Step Guide (with screenshots)

Updated: September 8, 2023

Malaysia eVisa is quick to apply and easy to navigate. It only takes about 10 minutes to apply for Malaysia visa online. All you need is a copy of your passport, photo, flight ticket, hotel booking and a scan of your last visited country. Processing takes about 2-3 working days. 

In this step-by-step guide, you will learn how to apply for Malaysia eVisa, track the status and download your approved eVisa. 

Table of Contents

Documents needed to apply for malaysia evisa.

You would need the following documents before starting your Malaysia eVisa application.

• Passport must be valid for 6 months from the expected date of arrival in Malaysia
• Must be 30mm x 50mm in dimensions
• Must be less than 2MB in size
• Must be studio-taken photo (scanned photos and selfies not accepted)
• Must be taken within the last 6 months
• Must be on white background without any borders
• Must show full face without headgear
• Scan must be first/ID page or first two pages
• Scan must be in full color (black and white not accepted)
• Scan must be in original size (edited or resized are not accepted)
• Scan must be last page or last two pages
• Scan must include entry and exit stamps from the last visited country
• Must be fully-paid flight tickets with e-ticket number
• Must be in PDF format downloaded from the airline website (emails, screenshots or scans are not accepted)
• If you have two or more PDFs, they must be put together into a single PDF
• Dummy tickets, reservations and itineraries are not accepted
• Must be for the entire duration of the trip
• Pay-at-the-property bookings are also acceptable
• Proof of residence, cover letter, bank statements, etc.

Steps to Apply for Malaysia Visa Online

Step 1. start.

• Go to Malaysia eVisa Portal
• Click on “ I’m New! Apply “

Step 2. REGISTRATION

On the registration page, enter the following information. 

Section: REGISTRATION

• Given Name (Your Name) [ Comment: Enter your given name as per the passport ]
• Surname (Family Name) [ Comment: Enter your surname as per the passport ]
• Nationality [ Comment: Enter your nationality as per the passport ]
• Passport Number [ Comment: Enter your passport number ]
• Gender [ Comment: Enter your gender as per your passport ]
• Date of Birth [ Comment: Enter your date of birth as per your passport ]

Section: CURRENT LOCAL ADDRESS

• Address [ Comment: Enter your current address in your country ]
• Postcode [ Comment: Enter the postal code of your current address ]
• City [ Comment: Enter your current city ]
• Country [ Comment: Select your current country ]
• Phone Number [ Comment: Enter your mobile phone number ]

Section: LOGIN INFORMATION

• Email [ Comment: Enter your email ]
• Password [ Comment: Enter a strong password ]
• Re-confirm Password [ Comment: Re-enter the above password ]
• Answer [ Comment: Enter the captcha ]

Click on the blue “Register” button.

Your account will be created and you will be taken to the “LIST OF APPLICATIONS” page.

Step 3. APPLY NOW

Click on the blue “Apply Now +” button. 

A popup appears with different visa options.

Click on “Tourist”.

Another popup appears alerting you that the tourist visa is single entry only. 

Click on the blue “Proceed” button.

You will be taken to the “PARTICULARS OF APPLICATIONS” page.

Step 4. APPLICATION

Enter the following information on the “PARTICULARS OF APPLICATIONS” page.

Section: PARTICULARS OF PHOTO

(1) Upload Photo (Max 2MB)

Click on the “Select Photo” button. A popup appears with photo specifications and a button to select the file.

Click on the blue “Select file” button in the photo popup to upload your digital photo. 

(2) Upload Passport (Max 2MB)

Click on the “Select Photo” button. A popup appears with passport scan specifications and a button to select the file.

Click on the blue “Select file” button in the passport popup to upload a scan of your passport first/ID page.

(3) Upload the page that shows the previous/old passport number

Click on the “Select Photo” button to upload a scan of your passport’s last page. 

Section: PARTICULARS OF APPLICANT

• Surname [ Comment: Enter your surname as per your passport ]
• Given Name [ Comment: Enter your given name as per your passport ]
• Nationality [ Comment: No need to enter anything as your nationality information will be auto-populated from your profile ]
• Phone Number [ Comment: Enter your local phone number ]
• Email [ Comment: No need to enter anything as your email address will be auto-populated from your profile ]

Section: VISA DETAILS

• SEV (Single Entry Visa)
• MEV (Multiple Entry Visa)
• OFFICIAL MATTERS

NOTE Malaysia eVisa for general tourism purposes is single-entry only. Select SEV (Single Entry Visa) for the visa type. MEV (Multiple Entry Visa) is for medical or wedding tourism, business purpose and for airline/cruise staff.

Section: PARTICULARS OF PASSPORT/TRAVEL DOCUMENT

• Travel Document [ Comment: Select INTERNATIONAL PASSPORT ]
• Document Number [ Comment: Enter your passport number ]
• Place/Country of Issued [ Comment: Enter the country where your passport is issued ]
• Previous Document Number [ Comment: Enter your old passport number. If this is your first passport, enter your current passport number ]
• Passport Issuance Date [ Comment: Enter the date of issue of your passport ]
• Passport Expiry Date [ Comment: Enter the date of expiry of your passport ]

Section: ADDRESS IN MALAYSIA

• Address [ Comment: Enter your hotel address in Malaysia ]
• Post Code [ Comment: Enter the postal code of your hotel in Malaysia ]
• City [ Comment: Enter the city of your hotel in Malaysia ]
• Address [ Comment: Enter your current local address in your country ]
• Post Code [ Comment: Enter the postal code of your local address ]
• City [ Comment: Enter the city where you currently live ]
• Province/State [ Comment: Enter the province or state where you currently live ]
• Country [ Comment: Enter the country where you currently live ]

Section: UPLOAD DOCUMENTS

(1) Flight Ticket

Click on the “SELECT DOCUMENT” button. A popup appears with the specifications of the flight ticket. 

Click on the “Select file” button in the popup to upload your flight ticket. 

NOTE Flight tickets must be round-trip flight tickets originating and ending in your home country or current country of residence. If you haven’t decided on your travel dates yet, consider getting a flight ticket from Expedia with free cancellation within 24 hours or a fully refundable flight ticket . 

(2) Accommodation

Click on the “Select file” button to upload your hotel bookings. 

Click on the “Select file” button to upload any other supporting documents.

NOTE Uploading supporting documents is optional. But to strengthen your application, you can upload a cover letter, current bank statement, any previous Malaysia visa , and any valid or expired strong visas such as the US, UK, Canada, Schengen, etc. 

(4) Last Visit Country

Click on the “SELECT DOCUMENT” button. A popup will open with the specifications of the last visit country.

Click on the “Select file” button in the popup to upload a scan of your last visited country visa and stamps.

NOTE Along with the entry and exit stamps of your last visit country, make sure to show the exit and re-entry stamps of your home country as well. Otherwise, you will be asked to upload these later and this can delay the processing. 

Click on the blue “NEXT >” button.

A “TERMS & CONDITIONS” popup will appear. Check the box that you have read the terms and conditions and click on the blue “AGREE ✓” button.

You will be taken to the “IMAGE EDITOR” page.

Malaysian authorities are very particular about the photo. Move or resize your photo using the guidance frame to edit the photo to meet the specifications. 

Click on the blue “CONFIRM & CONTINUE >” button. 

You will be taken to the “PREVIEW” page. 

Step 5. PREVIEW

Section: UPLOADED PHOTO VALIDATION

Check your photo validation. There must be a green box around the photo indicating that your uploaded photo is acceptable. 

Section: PLEASE ROTATE YOUR PHOTO IF NECESSARY

Check your passport’s front page and last page. Make sure they are correctly aligned. If they are not correctly aligned, use the “ROTATE” buttons to adjust the alignment.

Click on the blue “Confirm >” button. 

You will be taken to the next page to review your details and select the payment method.

Review the information entered in the following sections so far. If you see any errors, click on the “< EDIT” button to edit the information. 

• Section: PARTICULARS OF APPLICATION
• Section: APPLICANT PHOTO
• Section: PASSPORT PHOTO
• Section: PASSPORT PHOTO LAST
• Section: UPLOADED DOCUMENTS

Section: PARTICULARS OF PAYMENT

• PAYMENT METHOD [ Comment: Select the VISA/MASTERCARD option. If residing in China, select WeChat or Alipay ]

Check the box to confirm your information is correct and click the blue “PAY >” button.

A popup will appear warning you that you can’t make any changes past this step. Click on the blue “PROCEED ✓” button.

Step 6. PAYMENT

The total fee for eVisa is shown here, including processing and convenience fee.

Click on the “Proceed Payment” button. 

You will be taken to the “JABATAN IMIGRESEN MYS” payment page.

Enter the following details in the “JABATAN IMIGRESEN MYS” payment page. 

• Card Details [ Comment: Enter your credit or debit card details ]
• Billing address [ Comment: Enter the billing address associated with your credit or debit card ]
• Email [ Comment: Enter the email associated with your credit or debit card ]

IMPORTANT If your payment is failing, try without entering your billing address. This is something I learned after intense research on the internet and forums. My payment was failing. I tried all my cards and none worked. I called my banks too. But when I tried without filling out the address, it worked right away. 

Click on the green “Pay now” button. 

Step 7. COMPLETE

A thank you page is shown confirming your eVisa application submission. 

You will also receive an email confirming your eVisa application submission.

Steps to Track Malaysia eVisa Status

The Malaysia eVisa processing time is 2-3 working days excluding the day of submission. But in some cases, it can take much longer, especially if you are asked to upload additional documents. 

STATUS: IN PROGRESS

Once you submit your application, your eVisa status will be “IN PROGRESS” until approved. To check the status of your eVisa, follow the below steps. 

• Click on “Returning User Login” 

A login popup will appear. Enter your email, password, and captcha and click on “Sign In”.

You will be taken to the “LIST OF APPLICATIONS” page where you can check the status of current and past applications. 

STATUS: REQUEST DOCUMENT / DATA AMENDMENT

If any additional documents or data are required, you will receive an email notification to upload additional documents. 

Step 1: TRACK STATUS

To upload additional documents and/or to amend data, follow the steps mentioned above to track the status of your eVisa application. 

In the “LIST OF APPLICATIONS” page, the status of your application will be “REQUEST DOCUMENT / DATA AMENDMENT”.

Click on the “Re-upload Document / Data Amendment” button. 

You will be taken to the “PARTICULARS OF REQUESTED DOCUMENTS” page.

Step 2: REQUEST DOC

Upload any requested documents and/or make any data amendments. 

You will be taken to the “PREVIEW” page.

Step 3: PREVIEW

Review all the data and documents to make sure there are no errors. If you see any errors, click on the “< EDIT” but to make corrections.

Check the box to confirm that the information is correct and click on the blue “CONFIRM >” button. 

Step 4: COMPLETE

You will see the message that your “REQUESTED DATA SUCCESSFULLY UPDATED”. You will not receive any email. So make sure to track the status of your application regularly. 

NOTE After you upload additional documents or amend any data, your eVisa processing time will reset. It will take another 2-3 working days from that point. 

STATUS: APPROVED

When your eVisa is approved, you may or may not receive an email notification. Make sure to track your application progress regularly so you can download your eVisa as soon as it’s approved. 

Follow the below steps to download your eVisa. 

• Log into your account to navigate to the “LIST OF APPLICATIONS” page
• In the “LIST OF APPLICATIONS” page, click on the “PRINT eVISA” button for your approved eVisa. 
• Your eVisa will be downloaded as a PDF

Print this approved eVisa and carry it with you when you travel to Malaysia.

WRITTEN BY THIRUMAL MOTATI

Thirumal Motati is an expert in tourist visa matters. He has been traveling the world on tourist visas for more than a decade. With his expertise, he has obtained several tourist visas, including the most strenuous ones such as the US, UK, Canada, and Schengen, some of which were granted multiple times. He has also set foot inside US consulates on numerous occasions. Mr. Motati has uncovered the secrets to successful visa applications. His guidance has enabled countless individuals to obtain their visas and fulfill their travel dreams. His statements have been mentioned in publications like Yahoo, BBC, The Hindu, and Travel Zoo.

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01. Apply for your visa

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02. Book your fight

Find the cheapest flight tickets using Skyscanner . Skyscanner includes all budget airlines and you are guaranteed to find the cheapest flight to your destination.

03. Book your hotel

Book your hotel from Booking.com . Booking.com has pretty much every hotel, hostel and guesthouse from every destination.

04. Get your onward ticket

If traveling on a one-way ticket, use BestOnwardTicket to get proof of onward ticket for just $12, valid for 48 hours.

05. Purchase your insurance

Purchase travel medical insurance for your trip from SafetyWing . Insurance from SafetyWing covers COVID-19 and also comes with a visa letter which you can use for your visas.

Need more? Check out my travel resources page  for the best websites to plan your trip.

LEGAL DISCLAIMER We are not affiliated with immigration, embassies or governments of any country. The content in this article is for educational and general informational purposes only, and shall not be understood or construed as, visa, immigration or legal advice. Your use of information provided in this article is solely at your own risk and you expressly agree not to rely upon any information contained in this article as a substitute for professional visa or immigration advice. Under no circumstance shall be held liable or responsible for any errors or omissions in this article or for any damage you may suffer in respect to any actions taken or not taken based on any or all of the information in this article. Please refer to our full disclaimer for further information.

AFFILIATE DISCLOSURE This post may contain affiliate links, which means we may receive a commission, at no extra cost to you, if you make a purchase through a link. Please refer to our full disclosure for further information.

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Get Your Visa

Covering Letter For Visa: What it is and how you can make one

A cover letter for visa application or a personal covering letter for visa is an important document wherein the traveller states their purpose for travel along with other relevant details. The cover letter could be for business visa application or a covering letter for tourist visa; in any case, this is written to the Embassy to ensure that you have permission to enter the member state or states.

Your cover letter for visa application is a means of communication between you and the Embassy making it necessary for your covering letter for visa to be carefully written.

Essential components of a covering letter for visa

• Your personal covering letter for visa application must state your purpose for travel.
• The cover letter for visa application must give a clear outline of how you intend to fund your travel and stay. In the case of a sponsored travel, you must name your relationship to the sponsor and their cause for sponsoring you. 
• Your covering letter for visa must contain a condensation of your itinerary, further labelling why you have applied at specific Embassy. 
• The duration of stay and intention to return to the home country must be specified as well. 
• If due to any challenge, you are unable to provide any of the above-mentioned details, you are expected to provide a written reason.

Also Read:  How to get your Schengen visa from India?

It is essential to understand whether you are writing a covering letter for tourist visa or a cover letter for business visa application, the content must be to the point. This is because this is the only method for you to establish any communication with the Embassy officials.

How do you write a visa cover letter?

To provide you with some ease, a sample cover letter for visa application has been provided. It is a sample Schengen visa application form filled, and it gives an idea about how your covering letter for visa is to be formatted and written. While the covering letter for visa is often not mentioned in the list of required documents, it is essential and must be written under all circumstances.

Remember: There is no room for error. As the acceptance of your visa application depends on details you provide in your covering letter.

Suggested Read:  10 Amazing Countries That Offer Visa On Arrival For Indians

Sample cover letter for visa application

September 27, 2019

2nd & 3rd floor, Cash Pharmacy Building Corner St Marks, 

Residency Rd, 

Bengaluru, Karnataka 560025

Subject: Name XXXXXXX, Indian Passport No: XXXXXX, Schengen Visa for Tourist Travel

Dear Sir/Madam,

I would like to apply for a Schengen visa as I wish to travel to Germany from December 14, 2019, to December 28, 2019.

The primary purpose of my travel is to visit Germany and look around the country. I wish to learn about German culture and way of life while also gaining familiarity with the neighbouring country of Switzerland. During my stay, I wish to relax and sightsee as much as the time permits me to.

I am employed at *employer name* in *employer address* since XXXX, currently in the position of XXXX. This vacation has been approved by my employer for the period mentioned above. 

Please find the following documents to support my visa application:

•  Visa application form, duly dated and signed with attached passport-size pictures
• Passport, (with previous travel experience)
• Travel Insurance
• E-ticket reservation for my flight via LH Bangalore – Frankfurt – Zurich – Bangalore [December 14 2019 – December 28, 2019] 
• Hotel reservations for my stays in Germany and Switzerland
• Employment & leave certificates showing approved leaves as well as the date I am expected to return to work
• ITR, Payslips, and Savings Account as proof of my income
• Do remember to add medical reports in relevance to any existing conditions and details about the health insurance valid in [name of country]

Planned Itinerary:

• December 14, 2019 – Flight from Bangalore to Frankfurt via *flight/airline name*
• December 16, 2019 – Travel from Frankfurt to Berlin and stay at XXX
• December 19, 2019 – Travel from Berlin to Dusseldorf and stay at XXX
• December 20, 2019 – Travel from Dusseldorf to Geneva and stay at XXX
• December 23, 2019 – Travel from Geneva to Bern and stay at XXX
• December 26, 2019 – Travel from Bern to Zurich and stay at XXX
• December 28, 2019 – Flight back to Zurich from Frankfurt via *Flight/airline name*

I hope that you will find everything in order. For any clarifications, do contact me. 

Thanking you in advance for a favourable reply to my application.

Your Complete Name

Your Address, India

Personal covering letter for visa

It is to be noted that, your personal covering letter for visa application must include the cause for travel in the subject (e.g: Business, Medical, Tourist, etc.) This will make your covering letter for visa appear to the point and concise. If you are traveling for medical purposes , you will be required to give the following documents: 

• A specific diagnosis must be shown. This diagnosis must be approved by a licensed healthcare provider. 
• The provider must also be able to give a specific duration and length of treatment. Lifelong treatments and indefinite periods will not be accepted. 
• This letter must be written by the provider to vouch for the patient and their contact details must be given as well for the clarification of any doubts.

Those travelling for business purposes must, in the same manner, provide a cover letter for business visa application written by their employer. The employer must give the cause for travel and must state the duration of travel as well. They too will be needed to provide their contact details for the clarification of any doubts. You need not worry about this procedure. It is a formality set to establish communication among the passenger. 

Note: As most Embassies operate digitally, it is near impossible to reach them personally. This makes the approval of the visa application dependent on the documents you provide.

To make this process faster, the covering letter for visa is provided. It ensures that your reason for travel is communicated to the officers without any hinderance, therefore it needs to be written convincingly.

All you need to be cautious of when writing your covering letter for visa is, be aware of the cause and gather the required approval and documents. As long as appropriate material is provided along with the cover letter, your application is unlikely to face any challenge.

If you can’t provide a complete itinerary, try to provide a rough idea about the places you intend to visit over your stay in the country. It might sound like a task, but it just makes your life simpler as you will enter the country with a plan in the case of tourism. When visiting for any other purpose, there will not be much room for adjustment and change in your plans, therefore the covering letter for visa will come with a structured itinerary.

However, do ensure that you format the letter correctly. The first paragraph after the subject must contain the details about you and your purpose for travel. The second paragraph is formatted in bullet points to provide an itinerary with the smaller details about your travel. Just like any letter is written, it must be formal and should be checked thoroughly for the minute parts.

We hope this article summed a covering letter for visa and visa applications for you. As you must have understood by now, it is not very complicated and is in fact quite simple. You need to ensure that you have the additional necessities attached when you send it. 

So, write a convincing covering letter for visa with a summary of your travel and be free of concerns about the acceptance of your application. Just ensure that you know the address of the Embassy before you send it in. That should summarize covering letters for visa applications for you.

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The Malaysia Visa Invitation Letter in 2024 [Samples Included]

This comprehensive guide sheds light on the significance, format, and requisites of a Malaysia visa invitation letter in 2024.

What Is The Purpose of the Visa Invitation Letter?

A visa invitation letter serves as a formal request made to the Malaysian immigration authorities to allow the person you’re inviting to enter Malaysia for a specified period.

It offers an explanation about the purpose of the visit, thereby giving context to the visa application.

The letter acts as supporting documentation and can be pivotal in instances where the purpose of the visit needs to be clarified.

Who Needs a Visa Invitation Letter?

While not always mandatory, the following categories of visitors may benefit from having a visa invitation letter:

• Business visitors : Those attending conferences, seminars, workshops, or business meetings.
• Tourists : Especially those traveling on special invitations or for specific events.
• Students : Particularly those who have been accepted into Malaysian educational institutions and need to show the nature of their invitation.
• Visitors for medical purposes : Those seeking specialized treatments in Malaysian hospitals.
• Family members : Individuals visiting their family in Malaysia.

What Are The Key Components of the Visa Invitation Letter?

While there’s no strict template for the invitation letter, the following components are essential:

• Letterhead : If it’s a company inviting someone for business purposes, use the company’s official letterhead.
• Date : The day when the letter is written.
• Recipient’s details : Full name, passport number, date of birth, and address of the invitee.
• Purpose of the visit : Clearly state the reason for the visit – be it business, family reunion, tourism, or any other.
• Duration of stay : Mention the expected arrival and departure dates.
• Relationship to the invitee : Describe your relationship with the person you’re inviting.
• Accommodation and financial details : Specify who will cover the expenses during the stay.
• Host’s details : Your name, address in Malaysia, contact number, and a copy of a valid ID or passport.
• Signature : Ensure the letter is duly signed.

What Is The Recommended Language and Tone?

The letter should be written in a formal and polite tone. Even though English is widely accepted, it’s advisable to provide a Malay translation, especially if the letter is addressed to a local government office or agency in Malaysia.

What Is The Submission Process?

In 2024, the visa application process for Malaysia has been largely streamlined with the introduction of online portals. The person you’re inviting must submit the invitation letter alongside other necessary documents either electronically or at the nearest Malaysian embassy or consulate, depending on the visa type.

Ensure that the invitation letter is in high resolution if scanned. If there are any additional supporting documents (like a sponsor’s financial statements or proof of relationship), these should be attached as well.

What Are The Potential Legal Implications Of An Invitation Letter?

By inviting someone, you’re taking on a responsibility.

If the visitor overstays or violates any Malaysian laws, you, as the inviter, might face questioning or legal implications.

Always ensure that the purpose mentioned in the letter aligns with the activities undertaken during the visit.

Electronic vs. Physical Letters in 202 4

In today’s digitized era, both electronic and physical formats have found their place in official and personal correspondence. This holds true for Malaysia’s visa invitation letters in 2024. However, each method comes with its own set of advantages and drawbacks. Let’s break them down:

Pros of Electronic Letters:

• Speedy Delivery: An electronic letter can be sent and received within seconds, ensuring prompt communication and rapid response if any further clarification or documents are needed.
• Environmental Friendly: E-letters eliminate the need for paper, thereby reducing our carbon footprint and promoting a more sustainable method of communication.
• Convenience: Digital copies can be easily stored, retrieved, and forwarded. Moreover, with the ubiquity of smartphones and computers, accessing and reading electronic letters has never been easier.
• Cost-Effective: Sending an electronic letter avoids postage fees, courier charges, or any other incidental costs associated with physical mail.

Cons of Electronic Letters:

• Technical Challenges: Not everyone is tech-savvy. The recipient might face difficulties accessing or viewing the letter, especially if it’s in a specific format that requires particular software.
• Perception: Some authorities might still perceive physical letters as more “official” or “authentic” than their electronic counterparts.
• Security Concerns: Electronic communication is vulnerable to hacking, phishing, or other cyber threats.

Pros of Physical Letters:

• Tangibility: A hard copy can be felt, stored, and presented physically, sometimes creating a more profound impression.
• Authenticity: Physical letters can be equipped with official seals, watermarks, and original signatures, which might lend them an added layer of authenticity in the eyes of certain officials.
• No Tech Needed: Receiving and reading a physical letter doesn’t require any electronic device or specific software.

Cons of Physical Letters:

• Delivery Delays: Sending a physical letter, especially internationally, can take several days, if not weeks. This could cause delays in the visa application process.
• Risk of Loss: Physical letters can get lost, damaged, or misdelivered.
• Cost: Postage or courier charges for international mail can be substantial.

Preferred Method in 2024: Given the increasing tilt towards digitization and the ease and speed associated with it, electronic letters have become the preferred method in 2024 for most visa-related communications.

7 Common Mistakes to Avoid

Drafting an invitation letter for a Malaysian visa requires precision and clarity. Here are some common mistakes people often make and tips on avoiding them:

• Vague Details: Always specify the purpose of the visit clearly, whether it’s for tourism, business, family visit, etc.
• Tip: Provide a detailed itinerary or plan for the visit.
• Incorrect Personal Information: Typos or errors in names, passport numbers, addresses, or dates can lead to confusion or suspicion.
• Tip: Double-check all personal details against official documents.
• Missing Attachments: Sometimes, individuals mention attachments in the letter but forget to include them.
• Tip: Always cross-check the contents of your mail/package to ensure all referenced documents are enclosed.
• Over Promising: Avoid making commitments you can’t keep, like bearing all costs without providing proof of your financial capacity.
• Tip: Be realistic in your offers of support and always back up your commitments with evidence.
• Using Informal Language: While the letter is a personal invitation, remember it’s for an official purpose. Avoid using overly casual language or jargon.
• Tip: Keep the tone formal and respectful. Consider having someone else proofread for clarity and appropriateness.
• Leaving Out Dates: Omitting the duration of the visit or the specific dates can be a critical oversight.
• Tip: Clearly mention the start and end date of the proposed visit.
• Ignoring Visa Requirements: Sometimes, specific visa categories might require certain information or documentation to be included in the invitation letter.
• Tip: Familiarize yourself with the visa category the invitee is applying for and tailor your letter accordingly.

I am not a Malaysian citizen but a long-term resident. Can I still send an invitation letter for a Malaysian visa?

While being a Malaysian citizen provides a straightforward route for sending a visa invitation letter, long-term residents can also send one. If you are a long-term resident in Malaysia with a valid visa or permit, you have the right to invite friends, family, or business partners to visit the country.

However, there are specific nuances you need to be aware of:

• Proof of Status: Along with your invitation letter, you may need to attach a copy of your residency visa or any other permit that showcases your long-term resident status in Malaysia.
• Duration of Stay: Ensure that the duration of the visitor’s stay does not exceed your own visa’s validity.
• Additional Requirements: Some visa application types might require extra documentation or guarantees from long-term residents than from citizens. It’s advisable to check with the Malaysian Immigration Department or the respective embassy for detailed guidelines.

How long before the intended travel date should I send the visa invitation letter?

For a Malaysian visa, it’s advisable to send the invitation letter well in advance. Typically, sending the letter 2-3 months before the intended travel date is recommended.

This window allows enough time for the visa processing, taking into consideration any possible delays or additional requirements that might come up.

Do I need to get the invitation letter notarized or attested?

For most visa categories, a standard invitation letter, signed and dated, is sufficient.

However, getting your letter notarized can lend additional authenticity and credibility, especially if the invited person is not a close family member or if they are coming for business-related purposes.

In specific scenarios, especially when large sums of money are involved or when the inviter is taking financial responsibility for the visit, the Malaysian consulate or embassy might request additional proofs or attestations. In such cases, a notarized letter can be beneficial.

What Happens if There’s a Mistake in My Visa Invitation Letter?

If there is a mistake in a visa invitation letter for Malaysia in 2024, it’s important to address it promptly as it can impact the visa application process. Steps to take include:

• Correction and Resubmission : If the mistake is noticed before the visa application is submitted, correct the error and issue a new letter. Ensure the revised letter is sent to the visa applicant for resubmission.
• Inform the Embassy or Consulate : If the application has already been submitted, inform the Malaysian embassy or consulate about the mistake as soon as possible. Provide a corrected version of the invitation letter.
• Impact on Visa Decision : Minor errors may not significantly impact the visa decision if corrected quickly. However, substantial inaccuracies might lead to delays or even visa denial.

Is There a Limit to How Many Visitors I Can Invite to Malaysia with a Visa Invitation Letter?

As of 2024, there is typically no set limit to the number of visitors you can invite to Malaysia with a visa invitation letter. However, consider the following:

• Financial and Accommodation Provisions : You should be able to demonstrate your ability to financially support and accommodate all the invitees during their stay in Malaysia.
• Credibility of Invitation : Inviting a large number of visitors simultaneously may require additional scrutiny by the visa authorities to verify the legitimacy and purpose of the visit.
• Individual Applications : Each visitor must apply for their visa individually, and the invitation letter should mention specific details about each invitee.

If the Invited Person Overstays in Malaysia, Will It Affect My Ability to Invite Others in the Future?

If an invited person overstays their visa in Malaysia, it could potentially affect your ability to invite others in the future:

• Record of Sponsorship : The immigration authorities might keep a record of your sponsorship, and an overstay can reflect negatively on your credibility as a sponsor.
• Scrutiny of Future Invitations : Future invitations you issue might be subject to closer scrutiny and could impact the visa approval process for future invitees.
• Legal Implications : In some cases, there might also be legal implications for you as the sponsor, depending on the circumstances of the overstay.

Sample Invitation Letters for Malaysia Visa Invitation in 2024

Understanding how to construct a proper invitation letter can be pivotal for ensuring your guest’s visa application process goes smoothly. Here are sample invitation letters catering to different purposes: tourism, business, and family visits.

Malaysia Tourism Invitation Letter Sample

Subject: Invitation Letter for Tourism Visit to Malaysia

Dear [Applicant’s Full Name],

I am writing to confirm my invitation for you to visit me in Malaysia for [specific number of days/weeks]. I am eagerly looking forward to showing you the beautiful landscapes, cultural sites, and local attractions of Malaysia, from the stunning Petronas Twin Towers in Kuala Lumpur to the serene beaches of Langkawi.

You will be staying at my residence located at [Your Address] from [Start Date] to [End Date].

Enclosed with this letter are copies of my identification, proof of residence, and recent utility bills to validate my status in Malaysia.

Please do not hesitate to present this letter to the Malaysian Consulate/Embassy as part of your visa application.

I earnestly hope for a positive consideration of your visa application, and I am eagerly awaiting our adventures together.

Warm Regards,

Malaysia Business Invitation Letter Sample

I am writing on behalf of [Your Company’s Name] to formally invite you to Malaysia for our [specific event/meeting] taking place on [specific dates]. Given your expertise and our past collaborations, your presence would greatly enhance the value and outcomes of our discussions.

The event will be held at [Venue Address] from [Start Date] to [End Date].

Enclosed with this letter are our company registration documents and the event’s itinerary for your reference.

Kindly present this letter as part of your visa application at the Malaysian Consulate/Embassy.

We are keenly looking forward to your participation and hope for a prompt and favorable response.

Best Regards,

Malaysia Family Visit Invitation Letter Sample

Subject: Family Visit Invitation Letter

I hope this letter finds you in the best of spirits. I am delighted to invite you to visit our family in Malaysia this [specific month or season]. It has been too long since our last reunion, and the entire family is looking forward to spending quality time with you.

You will be accommodated at our home at [Your Address], and we have planned various family outings and gatherings during your stay from [Start Date] to [End Date].

For the convenience of your visa application process, I am attaching copies of my identification, residence proof, and other relevant documents.

Please present this invitation letter to the Malaysian Consulate/Embassy as a supporting document for your visa application.

Our family is eagerly awaiting your arrival, and we hope for a favorable response from the visa authorities.

Warm Wishes,

Frequently Asked Questions (FAQs)

Can i send a visa invitation letter in any language.

While English is widely accepted for visa processes, it’s advisable to send the invitation letter in English to avoid any misunderstandings or misinterpretations. If written in another language, consider attaching an official English translation.

If the visa application gets rejected, would a revised invitation letter help in re-application?

It depends on the reason for rejection. If the rejection was due to issues with the invitation letter, revising and rectifying it might help. However, it’s essential to understand the cause of rejection before re-applying.

Can a company or organization send a visa invitation letter, or does it have to be an individual?

Both companies and individuals can send a visa invitation letter. For business visits, seminars, or conferences, companies often send out official invitation letters.

Can I extend an invitation for a multiple-entry visa?

While you can mention the request for a multiple-entry visa in the invitation letter, the final decision rests with the visa authorities based on their criteria.

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Malaysia Student Visa Costs And Fees in 2024

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SAMPLE COVER LETTERS for VISA APPLICATION: Korea, Schengen, Australia

Employment certificate, financial documents, and income tax return (ITR) are the staples of most visa applications. But there is one document that is usually overlooked — the cover letter.

A cover letter isn’t always a requirement when applying for a visa. However, it’s something that we often recommend to add to your pile of documents, especially if there is no interview and you have some explaining to do.

You see, sometimes, things don’t always fit the mold perfectly. There are cases wherein you can’t provide the exact document needed, but you have a very good alternative. Or maybe you just can’t provide something at all, but you have a perfectly valid reason. Or perhaps you’re traveling with a group or for a special purpose. These instances could probably benefit from a well-crafted explanation to give the visa officer a clearer picture of your situation.

When I apply for a visa, I usually submit a cover letter regardless of whether or not it’s one of the requirements. I always want to give a summary of my application and clarify some aspects that may be prone to misinterpretation.

WHAT'S COVERED IN THIS GUIDE?

What should be in a cover letter?

For me, a good cover letter must be able to provide the following:

• A short introduction about yourself.
• Your travel dates and the purpose of your trip
• If traveling with a group: your companions and your relationship with them
• If sponsored: your sponsor’s name, your relationship with them, and the reason why they are willing to sponsor you
• If you’re missing some requirements: the reason why you won’t be able to provide them and the alternatives you are submitting instead
• If applying for a double entry or multiple entry visa: the reason why you need to be allowed more than one entry
• A quick rundown of the destinations you will be visiting
• A quick summary of your travel history (if any), highlighting that you have NEVER violated visa rules in the past
• A promise to return to your home country in time

Looks like a lot, huh? But here’s the thing: According to a couple of friends who used to work as visa officers at strict embassies, they usually had very little time to assess each application. Hence, if you’re going to make a cover letter, go straight to the point . One page should be enough. The key is being concise — finding the balance between giving enough information and keeping it short and sweet.

Here are some samples. I intentionally used complicated situations to give you an idea how I usually explain them. If they don’t apply to you, feel free to modify these to match your case. Please use this only as a model for your own cover letter. Please do not copy-paste the whole thing without adjustments.

Sample Cover Letter for Australian Visa (Online Application)

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Sample Cover Letter for Schengen Visa

✅ DOWNLOAD THIS HERE!

Sample Cover Letter for Korean Visa

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where to attach cover letter for Australia Visa application?

In my case, I uploaded it under Evidence of Planned Tourism Activities > Others.

Hello, I will be applying for a Japan visa and will submit a cover letter din. I have a few questions:

• If I am traveling with friends pero we will be submitting individual applications, do I need to include that in the cover letter na I am with them on this trip?
• Do you need to submit all your savings account o kahit isa nalang?
• Plan ko rin sana (dahil nabasa ko sa ibang posts nyo hehe) na payroll and savings account ipasa, pero kung nililipat ko rin naman yung laman ng payroll sa savings, need ko pa ba isubmit yung payroll account?
• Sa ibang Japan visa application na napanuod ko, nagsusubmit sila ng bank certificate at bank statement. Do I need to do that?
• If yes, need ko ba explain sa cover letter ko na tinatransfer ko sa digital bank muna yung pera saka ko tinatransfer sa savings account? (kasi baka makita, if may bank statement, na nanggaling sa ganitong account yung pumasok na pera)

sorry habang nagtatype ako nadadagdagan questions ko haha. sana masagot parin. Thank you sa travel guides. Super helpful. :)

This is for Japan ha.

1. You may indicate your companions. Ako I prefer na imention sila to show na travel with friends talaga.

2. OK lang kahit isa lang kung sa tingin mo strong enough ung account na yun. Pwede ring madami if feeling mo di enough ung isa lang.

3. Naeempty ba ung payroll account when u transfer?

4. Bank cert lang naman ang need ng Japan so kahit walang statement, ok lang.

5. If hindi ka magsusubmit ng statement, di na need iexplain kasi hindi lalabas. :)

I plan to visit Canada and have started my visa application. I selected visit friend for purpose instead of tourism as I would like to be fully honest with my application. My very purpose is to be with my boyfriend and meet his family and friends. Touring comes as a bonus. Would it be fine to add captions or narrations on the pdf document together with our pictures as proof? I also have our hotel and tour bookings and his boarding passes on the two times that he has visited me here in PH. This is the Proof of Relationship section on the application visa.

Hello. Any recommendations for Schengen visa assistance agencies?

Try Gazelle Travel and Tours around Ortigas or Constellation Travel in Makati.

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Step 1: Application

Documents Required:-

1. Letter of application (cover letter by the applicant)

• Personal background and your purpose of joining MM2H.
• With whom you wish to come (individual or with family).
• Indicate financial capabilities/how you will support yourself during your stay in Malaysia.
• The criteria you will be using; the Fixed Deposit amount

2. A copy of resume by the main applicant which include the following information:-

• Academic qualification
• Working experiences
• Skills or expertise acquired

3. One (1) copy of MM2H application form

Note: Applicant & all the dependents have to complete the form individually

4. Three (3) copies of IM.12 form (Social Visit Pass)

5. Six (6) colored photographs (passport size with blue background )

6. Coloured copy of passport/travel documents (all pages)

Note: Copy of previous passport is required if applicant has renewed his / her passport in less than one year

7. Personal bond (if appointed sponsors)

Note: A Personal Bond is to be made for each applicant and dependent

8. Letter of Good Conduct (LOGC) MUST BE ISSUED by the following authorities:

A) Police Department or Security Agencies from applicant’s country of origin or domicile country;

B) Embassy or Consulate of the applicant’s country of origin in malaysia or in other country;

9. Self declaration on your / dependents health conditions.

10. Certified copy of Marriage Certificate (if accompanied by spouse)

11. Certified copy (s) of Birth Certificate / legal documents (if accompanied by children/adopted children/step children/parents)

Note: Letter of Confirmation from Medical Specialist / General Practitioner (if accompanied by disabled children above 21 years old) and Statutory Declaration by principle applicant to bear all expenses and financial requirements during the stay in Malaysia for dependents.

12. Certified copy (s) of latest 3 months’ bank statement or other related financial documents to indicate the financial capability to support stay in Malaysia

* Applicants who are able to show proof of strong financial capability in liquid asset such as personal savings, investment and etc as well as those drawing a big salary or pension will certainly be in much position to be approved under this MM2H programme. As such, it is not enough for applicants to show that they can comply with the Fixed Deposit Requirement of RM150,000 (for those 50 years and above) and RM300,000 (for those below 50 years).

* Applicants are expected to be financially capable of supporting themselves for ten years on this programme in Malaysia, without the need to work in the country.  Besides fulfilling the basic financial criteria of Fixed Deposit placement of RM150,000 (for those aged 50 and above) or RM 300,000 (for those aged below 50), applicants should furnish documentation on their financial position to strengthen their application .

13. Latest 3 months certified copies of salary slip/pension slip/income statement, etc.

14. Authorization letter from applicant to MM2H centre to verify the financial documents with the relevant financial institutions.

*** Certified true copies of documents must be countersigned by Embassy, Notarial Public, Government Official,

*** Certain nationalities who are entering Malaysia with the Social Visit Pass prior to approval of MM2H programme are required to pay for Journey Performed Visa (JP) (RM500).

*** Qualified ( accredited translator in applicant’s country of origin,domicile Country or Malaysia ) must translate all supporting documents into English (where original documents are not in English).

*** Dependent(s) refer to spouse and children aged below 21 years old and not married, parent(s) aged 60 years old and above.

*** All documents enclosed with the present application become the property of the MM2H centre.