Sample Letter for Crew Visas

It should have the following:

1. Be from the flight/vessel coordinator
2. Be written on company’s stationary
3. Reference the name of flight/vessel members, departure/arrival port(s) and date(s) as well as flight/aircraft/vessel number(s).
4. Detail the purpose of vessel/flight(s) as well as duration of stay.
5. State company guarantee of financial responsibility for all travel expenses incurred by applicant.
6. A closing signature (someone other than the applicant)

To: Consulate General of <<Country>>

<<DATE>>

Dear Consul General:

We kindly ask to accept and issue Crew Visas for the following flight crew members. <<Type your company name here>> will bear all financial support and responsibility for all expenses incurred by these individuals during their stay in <<Country>>.

Pilot(s):
Primary Captain: <<type first and last name>>
Back up: <<type first and last name>>

Primary First Officer: <<type first and last name>>
Back up: <<type first and last name>>

 

Flight Attendant(s):
Primary: <<type first and last name>>
Back up: <<type first and last name>>

Flight Mechanic(s):
Primary: <<type first and last name>>
Back up: <<type first and last name>>

 

Date of Arrival: <<date of intended arrival to {Country}>>
Airport of Arrival: <<name of arrival port>>
Aircraft/Flight: <<aircraft/flight #>>

Date of Departure: <<date of intended departure from {Country}>>
Airport of Departure: <<name of departure port>>
Aircraft/Flight <<aircraft/flight #>>

Reason for Travel: <<explain reason for travel e.g. Transport Executives, Transport Passengers, etc.>>

 

We appreciate your efforts and support in this matter and we kindly ask to issue the above travelers appropriate visas at your earliest convenience. Thank you for your assistance. Please contact me should you have any questions: <<Your direct phone number and email address>>.

Sincerely,

<<Flight Coordinator/Supervisor’s signature>>
<<Flight Coordinator/Supervisor’s Name and Last Name>>
<<Title>>
<<Phone Number>>