General information / Invitation Letter

Invitation Letter

Travelling to Germany is easy. The documents you need vary depending on where you are from. If you are a citizen of the European Union, Switzerland, Norway, Iceland and Liechtenstein: all you need is your Identification Card or a valid passport. Citizens of other countries should check the respective website of the German Federal Foreign Office if a visa needs to be requested. In case that a visa is required for travelling to Germany, you must request a visa at the German embassy or consulate-general of your country of residence. You will also need a valid passport. The German authorities may ask for documents showing where you will stay, return air tickets or a personal invitation letter.

The organizing committee of the EFRR-Congress will be pleased to send a formal letter of invitation (in English) to delegates requesting an invitation letter for visa purposes.

The EFRR’s policy for issuing official letters of invitation is as follows:
•    Should a letter of invitation be required as part of a visa application, a written request must be submitted to the congress agency of EFRR 2019 via email:
•    You’re strongly advised to start your application as soon as you can. Participants that require an official invitation should apply for this invitation via e-mail by at least 8 weeks prior to the meeting at the very latest.
•    To expedite the preparation of a letter, please provide the following information in your request:

  • First Name
  • Last Name
  • Title
  • Institution / Department
  • Address
  • Telephone
  • Fax
  • E-mail Address
  • Date of Birth
  • Passport Number
  • Date & Country of Issue of Passport
  • Period of Stay (dates)
  • Conference Registration Confirmation Number

•    Letters of Invitation can only be issued to confirmed registrants, defined as those who have paid the meeting registration fees.
•    Letters of invitation can only be issued for the person registered for the meeting. We cannot issue letters of invitation for guests of participants.
•    The invitation letter will be sent to the delegate after the registration and by the time payment is made.
•    The letters will be sent by email. In case an express delivery is needed, the delegate shall order a courier at his/her expense.
•    The organizers will NOT send invitation letters to embassies, neither by fax/email nor by separate post.


Please note:
•    Obtaining a letter of invitation will NOT guarantee that your visa application will be approved. The letter is merely supplementary information that explains a visa applicant’s intended purpose of travel to Germany.
•    The organizing committee of the EFRR-Congress is unable to assist with actual visa processing.
•    The conference organizers cannot accept any responsibility for visa applications
•    Moreover, participants should check whether or not special health insurance is required for receiving a visa. All insurance and visa costs must be borne by the participant.
•    If you are not able to attend the conference due to visa issues, the normal cancellation policy for registration fee will apply:   

  • All refund requests must be made in writing by email to
  • For refund requests received by 24 March 2019, the paid registration fee will be refunded. After this deadline, no refunds will be granted, but registration substitutes will be allowed.

•    We would like to point out that such an invitation letter does NOT imply a commitment from the congress organizers to provide any financial support. This invitation is solely meant to help potential delegates to raise travel funds or to obtain a visa.