The HR letter is a document which is submitted to the consulate while filing the business application which is sponsored by the employer or personal visa application which is self-sponsored.

It is a supporting letter given to the consulate in case consulate needs a HR letter from the employer.

Do keep in mind the below pointers while preparing the HR letter:

  • Employee Details (Name {As per the Passport}, Date of Joining and Designation)
  • Salary details (If the Consulate asks for it)
  • Local HR SPOC details (A person who can verify the details mentioned in the documents provided to the consulate)

Additional points to note, if the letter is issued for a personal visa application

o            Sponsorship details – Be very clear that the travel is sponsored by the employee and not the employer (sponsorship details are not needed in case of business visa application as this is already covered in the cover letter which I have written about in my earlier posts)

o            Leave Details – Confirm if the leaves are granted for the travel dates and the employee would report back to work after the leave if he continues to be employed.

o            If the employee has resigned and is serving notice, ensure to mention the same in the letter as well and mention the last working day.

It always helps to give as much detail as possible to the consular officers and be transparent with the application details. If you need any further support in preparing the right consular documents, reach out to