Where a college or department wishes to invite a non-EEA national as a visitor, administrators within the University's department and colleges should be included in the discussion from the start. This is to ensure a smooth process for all parties involved and considerably reduces the changes of a visa refusal.
Please ensure that the Staff Immigration (SIT)'s invitation letter templates are used to avoid that the correct letter of invitation is issued and the activities the visitor will be doing is compliant with the visa route they are entering under.
SIT recommends that departments and colleges asks prospective visitors to fill in a 'Visitor form'. These may include the following points:
Departments and colleges must ensure they have a robust process in place to avoid that individual within the department or college invite non-EEA nationals without having run this by the HR office first.
The host department or college must be satisfied that the visitor is compliant with the Home Office's visitor visa regulations.
When the college or department administrator receives the completed visitor form, they can assess which visitor visa route would be most suitable by referring to our Standard visitor visa type pages.
Where an administrator is unsure which visa route is best suited for their prospective visitor, please contact your contact person in the Staff Immigration Team and provide us with an overview of the visit and the details of the visitor.
Once it has been established which visitor visa category is the best suited to accommodate the visitor, the host department or college must issue a letter of invitation to the visitor. Staff Immigration provides templates for each category which can be found below:
DOWNLOAD ACADEMIC VISITOR INVITATION LETTER
DOWNLOAD BUSINESS VISITOR INVITATION LETTER
DOWNLOAD PERMITTED PAID ENGAGEMENT INVITATION LETTER
The letter of invitation should be letter headed paper, be signed and dated and then sent to the prospective visitor via email. They will require this letter of invitation for their visa application (if they're a visa national) or they will need to bring a copy of it to present to UK border control (if they are a non-visa national). The letter of invitation should include contact details that UK border force can use to verify details about the visit.
All visitors must report to the HR office at their host department or college before their visit commences so the following steps can take place:
Angelina Pelova Tel: 01865 289904 Email: email@example.com
Nina Song Tel: 01865 289926 Email: firstname.lastname@example.org
Humanities / Social Sciences / GLAM / UAS / Continuing Education / Colleges
James Galloway Tel: 01865 289927 Email: email@example.com