How to Get an Invitation Letter from a Japanese Company (2025 Guide)

If you are a Nepali entrepreneur, business owner, or professional planning to apply for a Japan Business Visa, obtaining an invitation letter from a Japanese company is one of the most important requirements. This document serves as official proof that your visit to Japan has a legitimate business purpose — such as attending meetings, signing contracts, participating in exhibitions, or exploring partnership opportunities. Without a proper invitation letter, the Embassy of Japan in Nepal generally does not issue a business visa.

To obtain this letter, you must first have a business relationship or communication with a company, distributor, or organization in Japan. This may include partners you trade with, suppliers, technology providers, or companies you wish to collaborate with. Once a mutual understanding or professional connection is established, you can formally request the company to issue an invitation letter for your visit. The request can be made via email or official letter, clearly mentioning your full name (as per your passport), company name, position, purpose of visit, and the proposed dates of travel.

The Japanese company then prepares the letter following the official Ministry of Foreign Affairs (MOFA) invitation format. The letter must be printed on the company’s official letterhead, signed, and stamped with the company seal. It should include:

• The inviting company’s name, address, and contact information

• The invitee’s details (name, nationality, date of birth, company, position)

• The purpose of invitation (e.g., meeting, business inspection, contract negotiation)

• The duration and schedule of the stay

• The relationship between the inviting company and the visitor

• A clear statement that the visitor will return to Nepal after completing their business

• If applicable, a Letter of Guarantee, confirming who will cover the travel or accommodation expenses

After preparing, the Japanese company sends you the original signed invitation letter (or a scanned copy if allowed by VFS Japan). You must attach this with your visa application, business documents, and travel itinerary. Ensure that all dates and information in your invitation letter match your flight booking, itinerary, and financial proof. Any inconsistency can result in visa delays or rejection.

To make the process easier, provide your Japanese counterpart with a sample format of the MOFA invitation and guarantee letter, available on the official MOFA website. This will help them prepare the document accurately.

If you don’t yet have a Japanese partner, you can explore trade fairs, B2B business platforms, or investment networks that connect Nepali entrepreneurs with Japanese companies. Once initial communication is established, professional agencies like Yatra for Fun Pvt. Ltd. can guide you through the process of invitation coordination, document translation, and business visa preparation.

For professional visa support and Japanese business coordination, contact Yatra for Fun Pvt. Ltd. at Call / WhatsApp / Viber: +977-9802348957 or +977-9708072951, or visit www.yatraforfun.com.