Entry Visas and Letters of Invitation (LOI)
In order to receive an official Letter of Invitation, you must have paid the conference registration fee. If you have done so, then you may request an official letter of invitation.
Letters of Invitation (LOI) & Letters of Guarantee
The conference organizers would like to underline the difference between a Letter of Invitation and a Letter of Guarantee. Depending on your professional situation, background and nationality, you may be required to submit a Letter of Invitation AND/OR Letter of Guarantee.
Please read the following FAQ carefully before proceeding:
1) What is a Letter of Invitation?
A Letter of Invitation is an official document which confirms a registration payment and extends an official invitation to the paid registrant to attend and participate in the upcoming conference. It provides you with an official reason to come to Japan. It may be required by your university for administrative purposes, and will likely form one of the documents required for visa application if you are from a country that does not have a visa exemption agreement with Japan.
2) Will IAFOR issue a Letter of Invitation to me?
Providing you have paid your registration fee, correctly completed the Letter of Invitation form (below), and mailed it to us then IAFOR will issue you with a Letter of Invitation.
3) What is a Letter of Guarantee?
A Letter of Guarantee is a letter in which an individual or body agrees to be legally and financially responsible for you during your stay in Japan.
4) Will IAFOR issue me a Letter of Guarantee?
No. IAFOR will not issue a Letter of Guarantee under any circumstances.
5) Who will issue me a Letter of Guarantee?
You may know a willing individual or institution in Japan which is willing to act as a guarantor, or, if you have no connection with the country, may find that it is acceptable to the Japanese Ministry of Foreign Affairs to have your university act as the guarantor.
6) How will I know which documents the Japanese Embassy will require?
If you are from one of the countries that does not have a visa agreement with Japan, then it is likely that you will need a Letter of Invitation AND/OR a Letter of Guarantee.
Please consult your local Japanese embassy or consulate for details as requirements are often country specific.
7) The Embassy/Consulate has denied my visa request. Can you intervene?
No. IAFOR will not intervene on a registrants' behalf with the visa application processes under any circumstances.
Please make sure of the following LOI checklist before downloading the form
Yes, I have paid the conference registration fee
Yes, I have read the FAQ above
Yes, I understand the difference between a Letter of Invitation and a Letter of Guarantee
Letter of Invitation Checklist
You will need to have the following:
- Details of your planned itinerary (all daily activities while staying in Japan)
- Tentative flight arrival / departure information including flight time, flight number, etc.
- Your planned hotel name, address, phone number
- The title and address of the embassy / consulate in your country you are using to secure your visa
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- All passport information
- An ability to use correct English spelling, punctuation, grammar, and capitalization
Please download the letter of invitation draft as a MS Word document by clicking below:
Letter of Invitation Guide
The Letter of Invitation form is comprised of three pages:
Page 1 is in English and contains personalized information and is the main page
Page 2 is in English and is your planned itinerary for your time in Japan
Page 3 is in Japanese and gives an explanation of the conference and the organizing body (IAFOR)
Please complete the three separate pages of the Letter of Invitation by substituting the red text with personalized information.
Please take great care to ensure that this is completed accurately, and is free of typographical and spelling errors, as this will form the basis of an official document used to secure entry into Japan.
Letters of Invitation Process
1) When you have completed your Letter of Invitation form, please return it by attachment as an MS word document to conferences@iafor.org with 'Letter of Invitation Form' in the Subject field.
2) Providing you have paid the registration fee and you have completed the form IAFOR will draft the information onto official headed paper, and have it stamped with the seals of both the International Academic Forum and that of the chairman. This will normally be undertaken within one week of the IAFOR office receiving your request submission.
3) Unless requested, the LOI will be scanned and sent to you by PDF attachment. If the letter is required for administrative purposes internal to your university then this will usually suffice.
4) If requested then the LOI will be mailed to the mailing address at the top of the first LOI page by airmail. This will usually arrive at your home address within one week of dispatch. If you wish to opt for the LOI to be sent by trackable registered post then you will be required to pay a JPY 1200 surcharge. Please click on the Paypal button below to pay for the Express mail service:
PLEASE ALLOW AMPLE TIME FOR THE LOI PROCESS
Providing all the information we receive is correct, the Letter of Invitation Process will usually take between 1 week and 3 weeks
