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Reader question: How to write an invitation letter for visitors to Austria

While anyone coming from the Schengen area will be exempt from any border controls, visitors entering Austria from outside might have to show some documents, including proof of stay. Here's what you need to know.

Published: 13 May 2022 17:38 CEST
Reader question: How to write an invitation letter for visitors to Austria
Having a few documents handy might help during border control checks. Photo: Skitterphoto/Pexels

If you have friends or family visiting you in Austria from outside of the Schengen area, then you might be familiar with the “invitation letter” that a host should write, and the traveller may be asked to present at border control.

The actual documents necessary for entry into Austria will mainly depend on the traveller’s citizenship. If they come from a visa-required country, such as India, South Africa, or Bolivia, for example, they might need to show proof of sufficient travel means, including health insurance, proof of stay, and even a return ticket.

The letter of invitation is what would be accepted as proof of a place to stay for cases when the person is staying with friends and family – and cannot show a hotel reservation.

It will need to be presented to Austrian authorities in the country of residence before the travel to issue a visa.

READ ALSO: One day in Vienna: How to spend 24 hours in the Austrian capital

However, even people coming from visa-free countries, including the United States, Brazil, the UK, and Australia, are advised to travel with documents showing their stay’s purpose and duration.

This is because even if you come with a visa or come from a visa-free country, the border control officer is the person to make a final decision on whether or not you are allowed in. On the European Commission’s website, the recommendation is that even those with an approved visa take supporting documents with them.

“At the border or during other controls, you may, for instance, have to provide information on your means of support, how long you intend to stay in the Schengen States, and why you are visiting the Schengen State.”, the website states.

“In some cases, such checks may result in a refusal for the visa holder to enter the Schengen State or the Schengen area.”

READ ALSO: EXPLAINED: Which Schengen area countries have border controls in place and why?

Carrying documents such as the invitation letter can help “make the border control procedure easier and avoid delays at the border”.

What is the letter of invitation?

There is no official model from the European Union for the invitation letter. Still, it should be written by the host, dated, and signed.

It should state information such as the host’s name, address, relationship to the traveller, reason and purpose of the invitation, dates and duration of stay, and any financial arrangements, such as if you are funding their trip.

The letter could be written in German or English. It is also helpful to attach copies of documents such as the Austrian resident’s Meldezettel (proof of residence) and passport.

It may be that at the border, nobody asks the visitor to show any documents, and more often than not, this is what happens, especially to citizens of visa-free countries.

READ ALSO: How to explore the Austrian mountains in the summer like a local

However, the border officer is entitled to question any person trying to enter the country – in that case, a document such as a letter of the invitation could save your mom or dad a big headache when they are visiting you in Austria.

Is there a model of a letter?

Officially, no. However, there are several models that can be found online. The important thing is for the letter to have the basic information on who is visiting whom, how long, the purpose of stay, and financial means. For example, your letter could look something like this:

Location and date

Re: Invitation Letter for NAME OF TRAVELLER with Passport No. XXX

Dear Sir/Madam,

I, YOUR NAME, currently residing at YOUR ADDRESS, and a citizen of YOUR CITIZENSHIP with residence in Austria, am writing this letter to support the entry application of my RELATIONSHIP (mother/friend/etc.), NAME.

The purpose of the entry of my NAME is to visit me and spend time with me in Austria. She will be visiting me for DURATION OF STAY and then return to COUNTRY OF RESIDENCE, where she/he resides.

NAME will be visiting during the following dates: DATES.

During the specified trip dates above, we will be staying in LOCATION. In addition, NAME will be staying at my house, YOUR ADDRESS. The trip will be funded through their own means/ I will be paying for her/his trip, and she/he won’t pay for accommodation in my house.

If you require any information, please do not hesitate to contact me at PHONE NUMBER or EMAIL.

Kind regards,

NAME
PASSPORT NUMBER
ADDRESS
PHONE NUMBER
EMAIL

READ ALSO: UPDATED: The latest coronavirus restrictions in Austria

With the letter, it is recommended to carry documents such as travel confirmations, other documents stating the purpose of stay, and even the travel insurance.

Again, none of this is mandatory for those who already have a visa or come from visa-free countries. Still, they can save time and avoid complications in case of questions at the border. Especially if mom and dad don’t speak any German – or English.

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TRAVEL NEWS

What are your rights if your trip is delayed or cancelled in Austria?

Delays and cancellations can happen when you're travelling by train or plane in Austria - especially during strikes. Here's a look at your rights.

Published: 27 March 2023 14:46 CEST
What are your rights if your trip is delayed or cancelled in Austria?

What happens if my trip is affected by the German strikes?

As The Local has been reporting, a German-wide strike in the transport sector on Monday has hit country’s rail services, public transport, many airports, waterways, ports and highways – and has disrupted travel to and from Austria.

Long-distance services are at a complete standstill, and DB Regio, which is responsible for regional services, has also suspended most trains. The strike is also affecting air traffic and local public transport in some German states, extending beyond Germany into Austria.

READ ALSO: How German strikes and Vienna protests are affecting travel in Austria

Austrian rail company ÖBB has recommended that travellers postpone travel from, to and via Germany due to the strike.

Deutsche Bahn has promised flexibility. Long-distance rail travellers can use their tickets booked between 26th and 28th March 2023 flexibly up to and including Tuesday, 4th April 2023. Seat reservations can be cancelled free of charge, further information can be found at www.bahn.de/sonderkulanz.

What happens if my train is delayed or cancelled?

In general, if you are affected by train delays or cancellations you have rights in Austria. 

You are entitled to receive 25 percent of the one way fare of your ÖBB ticket for delays starting from 60 minutes and 50 percent for delays starting from 120 minutes.

A view of Vienna main station.

A view of Vienna main station. Photo by Lukas S on Unsplash

However, if you use only suburban and regional transport services (Regionalzug, Regional-Express, Cityjet Xpress or S-Bahn in the timetables) and do not have a ticket that also includes main-line services, there is no entitlement for compensation in case of any delay.

According to ÖBB, if your train is cancelled or delayed by more than an hour, you have the following options:

  • You can choose not to start your journey at the place of departure and ÖBB will refund the full fare
  • You can travel on another of the rail operator’s trains, if necessary via another route or with another type of transport service, if that transport service is included in your ticket
  • You can end your journey earlier and the operator will refund you the fare for the route not yet travelled
  • If the journey you started has become too complicated, you can immediately return on another of the trains or, if necessary with another type of transport service (if it’s included in your ticket) to the place of departure and ÖBB will refund you the full fare.

What happens if my flight is delayed or cancelled?

First of all, EU air passenger rights apply to you if your flight is within the EU or Schengen zone (Austria is in the Schengen zone), if it arrives in the EU/Schengen zone from outside the bloc and is operated by an EU-based airline, or if it departs from the EU/ Schengen zone.

Additionally, the EU rights apply only if you have not already received benefits (including compensation, re-routing, and assistance from the airline) for this journey under the law of a non-EU country.

In case of cancellation, you have the right to choose between getting your money back, getting the next available flight, or changing the booking completely for a later date. You are also entitled to assistance free of charge, including refreshments, food, accommodation (if you are rebooked to travel the next day), transport, and communication (two telephone calls, for example). This is regardless of the reasons for cancellation.

(Image by Robert Laible from Pixabay)

If you were informed of the cancellation less than 14 days before the scheduled departure date, you also have a right to compensation, except if the cancellation was due to “extraordinary circumstances” (that usually includes strikes). 

You may also be entitled to compensation. In general, your rights and compensation will depend on the duration of the delay and the distance of the flight.

If an airline expects that your flight will be delayed beyond the scheduled departure time, you are entitled to meals and refreshments in proportion to the waiting time. It starts at two hours for shorter flights (distance of 1,500 km or less), three hours or more for longer flights and a delay of four hours for all other flights.

You should make yourself known to the airline so that they can provide you with the necessary vouchers and information.

If you arrived at your final destination with a delay of more than three hours, you are entitled to compensation unless the delay was due to extraordinary circumstances.

The compensation will be €250 for short flights, €400 for longer flights and up to €600 for flights covering more than 3,500 kilometres.

It can get tricky to understand your rights when most of the things you are entitled to depend on whether or not the cancellations and delays were due to extraordinary circumstances.

According to the EU, examples of events defined as extraordinary circumstances are “air traffic management decisions, political instability, adverse weather conditions and security risks”.

What about compensation for delayed flights due to strikes?

Workers’ strikes – which we are seeing many of at the moment – may be considered “extraordinary circumstances” so passengers won’t normally be eligible for compensation.

The website flightright.com writes: “In this case (strikes) airlines are under no obligation to pay out compensation to customers. Strikes, whether they be carried out by the airport staff or the airline staff, fall under this category and as such passengers should not expect to have a valid claim.”

However there are some exceptions.

For example “if your flight does not fall within the immediate strike period, but is cancelled due to the impact of the strike, it is worth checking your entitlement to compensation,” explains flightright.com.

“For example: if all flights are taking off and landing on schedule again after the strike, but you are denied boarding, then there is a good chance that the airline will have given your seat to a passenger who was directly affected by the strike. This means that the airline would be denying you the right to board against your will, which could entitle you to compensation.”

​​If the airline does not provide a satisfactory explanation, you can contact your national authority for further assistance.

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