Invitation Letter (Hong Kong)

An Invitation Letter in Hong Kong states formally the matter at hand and what the writer asks the recipient to do.

The Immigration Ordinance (Cap. 115) is the primary statute governing entry to and stay in Hong Kong. The Immigration Department, operating under Cap. 115, is responsible for processing visitor visa applications, managing entry at ports of entry (including Hong Kong International Airport, the Lo Wu and Lok Ma Chau rail crossings, and the Hong Kong-Zhuhai-Macao Bridge immigration facility), and enforcing Hong Kong’s immigration controls. While Hong Kong extends visa-free access to nationals of approximately 170 countries for specified periods, nationals of many countries — particularly in Africa, South Asia, and parts of Southeast Asia — are required to obtain a visitor visa before travel.

An Invitation Letter in Hong Kong serves several practical functions. For visa-required nationalities, it is a core supporting document for the visitor visa application submitted at the nearest Hong Kong overseas visa office. For visa-free nationalities, it provides documentary evidence at the Hong Kong immigration counter of the genuine purpose of the visit, the host’s identity and Hong Kong residence status, and the accommodation and return travel arrangements — all of which assist immigration officers in exercising their discretion to admit the visitor for an appropriate permitted period.

Hong Kong’s official languages are Chinese and English under the Official Languages Ordinance (Cap. 5). The Immigration Department accepts documents in either language. Invitation Letters addressed to the Immigration Department should be drafted in English or traditional Chinese characters, consistent with Hong Kong’s official written language conventions.

For business invitations, the host organisation must be a Hong Kong-registered entity holding a valid Business Registration Certificate issued by the Inland Revenue Department (IRD) under the Business Registration Ordinance (Cap. 310). The Companies Registry under the Companies Ordinance (Cap. 622) maintains the public register of all Hong Kong-incorporated companies, which provides publicly accessible confirmation of the host organisation’s registration status — information that the Immigration Department may verify.

The Privacy Commissioner for Personal Data (PCPD) under the Personal Data (Privacy) Ordinance (Cap. 486) has published guidance reminding hosts that personal data collected for the purpose of preparing an Invitation Letter — including the invitee’s passport details and personal circumstances — must be handled in accordance with the PDPO’s Data Protection Principles, and must not be used for purposes other than the visa application support. The Immigration Department publishes a list of visa-required nationalities on its official website, which hosts and invitees should consult before preparing the Invitation Letter and related documentation.

An Invitation Letter in Hong Kong is needed in all situations where a foreign national requires documentary evidence of a genuine invitation from a Hong Kong host to support their visitor visa application or entry to Hong Kong.

Personal and family visits: Hong Kong residents wishing to invite family members or friends from overseas — particularly from countries whose nationals require a visitor visa under the Immigration Ordinance (Cap. 115) — should prepare a formal Invitation Letter confirming the family relationship or personal connection, the purpose and duration of the visit, and the accommodation arrangements. The Immigration Department gives weight to Invitation Letters from Hong Kong permanent residents (holding a Hong Kong Permanent Identity Card issued by the Immigration Department) and Hong Kong residents with established ties to Hong Kong.

Business meetings and negotiations: Hong Kong companies hosting foreign business counterparts for meetings, site visits, due diligence exercises, or contract negotiations should issue a corporate Invitation Letter on company letterhead signed by an authorised director or senior manager. For regulated activities under the Securities and Futures Ordinance (Cap. 571) or the Insurance Ordinance (Cap. 41), the purpose of the visit should be described accurately to avoid any implication of unlicensed regulated activity.

Conferences, exhibitions, and trade fairs: Hong Kong hosts major international events at the Hong Kong Convention and Exhibition Centre (HKCEC) and AsiaWorld-Expo, including the Hong Kong International Finance & Investment Forum, HKTDC fairs, and medical conferences. Event organisers and exhibitors frequently issue Invitation Letters to overseas delegates as part of the visa documentation package.

Academic and research visits: universities and research institutions in Hong Kong — including HKU, CUHK, HKUST, and the Hong Kong Polytechnic University — issue Invitation Letters to visiting scholars, researchers, and students who require visa support. Academic Invitation Letters should reference the institution’s affiliation and the specific academic programme or research collaboration.

Cultural and sports events: organisers of cultural performances, international sports competitions, and arts events in Hong Kong issue Invitation Letters to overseas participants — performers, athletes, coaches, and officials — as part of the visa documentation for entry as a visitor.

Medical treatment: patients from overseas seeking medical treatment at Hong Kong hospitals or specialist clinics may require an Invitation Letter from the medical institution confirming the appointment, treatment plan, and expected duration of stay.

Maintenance of personal relationships: Hong Kong residents sponsoring visits by elderly parents, adult children, or other family members who are not dependants should prepare an Invitation Letter describing the family relationship and the social purpose of the visit.

A well-drafted Invitation Letter for Hong Kong immigration purposes should include the following key elements to maximise its effectiveness as a supporting document.

Host identification: the host’s full legal name, Hong Kong Identity Card (HKID) number issued by the Immigration Department, residential address in Hong Kong, telephone number, and email address. For corporate hosts, the company’s full registered name, Companies Registry number, Business Registration Certificate number, and registered office address should be stated, along with the name, title, and HKID of the authorised signatory.

Invitee identification: the invitee’s full legal name (exactly as stated in their passport), date of birth, nationality, passport number, and passport expiry date. Accurate passport details are essential to confirm the Invitation Letter matches the visa application documents.

Purpose of the invitation: a clear, specific, and honest statement of the purpose of the visit — personal visit to a family member or friend, attendance at a specified business meeting (with the meeting agenda or event programme attached), participation in a named conference or exhibition, academic collaboration with a specified institution, or attendance at a cultural or sports event. Generic or vague purpose statements are less persuasive to the Immigration Department than specific, verifiable statements.

Visit dates: the proposed arrival date, departure date, and total duration of the stay. The duration should be realistic and consistent with the stated purpose of the visit. A 3-week stay for a single business meeting, for example, may prompt additional scrutiny.

Accommodation arrangements: confirmation of where the visitor will stay during the visit — at the host’s Hong Kong residence (with the address stated), at a named hotel (with booking confirmation attached if available), or at serviced apartments arranged by the host. The Immigration Department expects the accommodation to be specified.

Financial arrangements: confirmation of whether the visitor will be self-sufficient financially or whether the host will bear the visitor’s living expenses during the visit. For visa-required nationalities with limited financial resources, a host’s commitment to meet expenses provides additional assurance to the Immigration Department.

Return travel confirmation: a statement confirming that the visitor has or will have return or onward travel arranged, and that the visitor will depart Hong Kong before the expiry of the permitted period granted by the Immigration Department.

Language and format: the letter should be in English or traditional Chinese, on the host’s letterhead (for corporate hosts), dated, and signed by the host. Attachments should include a copy of the host’s HKID (front only), the company’s Business Registration Certificate (for corporate hosts), and any relevant event documentation. Section 11 of the Immigration Ordinance (Cap. 115) empowers the Director of Immigration to grant or refuse entry. Section 17 of Cap. 115 sets out grounds for refusal of entry; section 38 of Cap. 115 specifies conditions of stay. Section 42 of Cap. 115 makes false statements to immigration officers a criminal offence carrying imprisonment of up to 14 years on indictment. Download a free Invitation Letter template at forms-legal.com. Related documents include the HK Visa Support Letter, HK Sponsor Declaration, and HK Employment Visa Support documents. Section 42 of the Immigration Ordinance (Cap. 115) makes it a criminal offence carrying up to 14 years' imprisonment on indictment to make a false statement to an immigration officer or in a visa application — hosts must confirm that all statements in the Invitation Letter are accurate and verifiable. Section 38 of Cap. 115 empowers the Director of Immigration to impose conditions of stay. Section 53 of Cap. 115 addresses overstaying offences. Section 17 of Cap. 115 sets out grounds for refusal of entry, including security concerns and inadequate financial resources. The Immigration Department's Assistance to Hong Kong Residents Unit assists residents hosting visitors who encounter difficulties at the border. The Privacy Commissioner for Personal Data administers the Personal Data (Privacy) Ordinance (Cap. 486), which governs handling of invitee personal data collected for visa purposes.