Fillable Printable Sample Letter of Invitation to Visitor
Fillable Printable Sample Letter of Invitation to Visitor
Sample Letter of Invitation to Visitor
INSTRUCTIONS
LETTER OF INVITATION TO A FOREIGN VISITOR
PLEASE READ!
The purpose of the Letter of Invitation to a Foreign Visitor is not only to invite them to OUHSC,
but also to ensure they receive the proper visa status upon entering the United States.
This letter should be given to the immigration inspector upon arriving in the U.S. The visitor
should receive a B-1 or Visa Waiver for Business (WB) status.
The information in bold and parenthesis should be completed by the department inviting the
individual. Remove the bold and parenthesis once the information has been inserted.
oName with Appropriate Title – Name of the individual who is being invited and their
title.
oDate – Date letter is created.
oDepartment - Name of the department that is inviting the individual.
o(date) to (date) - Range of dates the service will be provided.
oPurpose – A description of the service the individual will be providing.
oAmount – U.S. dollar amount the individual will be paid
oEvent – The title of the even in which the services will be provided, i.e. Grand Rounds
Lecture.
oOUHSC Sponsoring Department Information: Signature, Name, Title, Location, Phone
Number, Fax Number, etc for a representative of the department. Preferably, this section
should completed by the person who initially invited the individual to OUHSC.
Once completed by the inviting department, the letter should be printed on University
letterhead and signed.
Questions? Contact the AP Vendor Office at 405-271-2410 or ap-vendorof[email protected].
_____________________________________________________________________________
B-1/WB Letter of Invitation to Visitor
May 2007
(Date)
Dear (name with appropriate title),
On behalf of the (department) of the University of Oklahoma Health Sciences Center (OUHSC),
I am pleased to invite you to visit our campus from (date) to (date) for the purpose of (lecture,
symposium, conference, etc).
In order for OUHSC to remain in compliance with the U.S. immigration and tax regulations, it is
imperative that you enter the United States in the appropriate non-immigration status which
would be either a B-1 visa obtained from the U.S Consulate prior to departure from your country,
or a Visa Waiver for Business (VWB) obtained upon arrival in the U.S.
To obtain a B-1 visa, please present this letter at a U.S. Embassy or Consulate with your non-
immigrant visa application, passport and photograph. When approved, the Consulate places a
U.S. visa into your passport. En route to the U.S., complete the white Form I-94 questionnaire.
Make sure you get it stamped with entry and expiration dates by the Immigrations Officer in U.S.
Customs at the port of entry.
If you are from a country that participates in the Visa Waiver Program, and you otherwise
qualify, you may not need to obtain a visa but can present yourself to the Immigrations Officer at
a U.S. port of entry. Make sure to check the requirements for qualifying for the Visa Waiver
Program well in advance of your scheduled trip. En route to the U.S., complete the green form I-
94W questionnaire. Please advice the inspecting Immigration Officer that you are coming for
temporary business purposes and make sure you get the I-94W stamped with entry and
expiration dates.
The stamped I-94 form documents your entry and departure dates. This form is also necessary
for payment of honorarium.
OUHSC will pay you an honorarium of (amount) in association with your visit. However, the
University can only make this payment if your affiliation will not exceed nine (9) days, and you
have not accepted this type of payment from other U.S. institutions more than five (5) times in
the past six (6) months.
It is necessary that you present a U.S. Tax Identification Number (TIN), which is a Social
Security Number (SSN) or Individual Tax Identification Number (ITIN) for individuals. If you
do not have a U.S. TIN, OUHSC is required to withhold 38 percent for taxes (30 percent for
federal and 8 percent for state). Also, if you do not have a U.S. TIN, you are not eligible to claim
an income tax treaty benefit.
Please complete the attached International Information Form (IIF) and return it with copies of
your passport (and visa if applicable) as soon as possible. This form documents all your previous
visits to the U.S. so we can properly determine your tax status and treaty eligibility. In the event
you do quality for an income tax treaty exemption, you will be asked to sign a Form 8233 while
you are in the U.S. visiting our department. You will need to present a copy of your passport,
visa, and I-94 shortly after arriving at OUHSC.
We look forward to your participation in (event). If you have any questions about the process
listed above, please contact our Nonresident Alien Tax Specialist at 405-271-2055, ext. 46351.
Sincerely,
(OUHSC Sponsoring Department Information)
