Mailinglist Archive: opensuse-conference (49 mails)

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Re: [opensuse-conference] Invitation Letters for Visa
  • From: differentreality <differentreality@xxxxxxxxx>
  • Date: Mon, 16 Mar 2015 21:47:19 +0200
  • Message-id: <>
On Mon, Mar 16, 2015 at 6:11 PM, Robin Edgar <robinedgar@xxxxxxxxx> wrote:
Hi, the procedure is as follows:
Fill in below text and email to me. I will forward it on to SUSE who
will PDF this on official letterhead. I will mail the PDF to you,
which you can print and take to the Dutch embassy / consulate.

This letter is to confirm that FULL NAME AS IN PASSPORT is employed by
xxxx.. xxxx (describe employer) NAME presently serves xxxx in the
position of “POSITION NAME” on a full time basis and commenced
employment with the company on DATE

NAME is hereby invited to attend openSUSE Conference 2015.
The agenda for the training includes:
• Packaging for openSUSE
• Optimizing Linux Servers
• Distributed Storage Ceph

NAME will be helping us with presentations and expert knowledge on the
xxxxx Further after the training, NAME will be visiting our key
customers in The Netherlands. He is expected to stay in the country
from DATE, 2015 to DATE, 2015.

Passport details of FULL NAME AS IN PASSPORT is as below:
Passport No.
Date of issue:
Date of Expiry:
Place of issue:

During his stay in xxxx, Netherlands, NAME will remain an employee of
xxxx and will continue to be paid by xxxxx exclusively. Ordinary
business-related expenses incurred by him, including airfare, lodging,
daily meals and local transportation, will be paid for by xxxx.

If you have any questions or concerns, please do not hesitate to
contact the undersigned.
Thanking you in advance.
Yours faithfully,


Best regards,
Robin Edgar
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If I may offer some insights since I did invitation letters for the
past 3 conferences:

- not every community member is employed by someone, or wants to make
that employer responsible for his or her travel to oSC15. Isn't there
an alternative for people to get an invitation letter without it
stating that they are coming for business purposes?
(I am not sure if this template of yours is intended only for SUSE
employees or if there is in fact a different one for just community
members that wish to join the community conference)

- there is a very important step missing from the description of the
procedure (perhaps not from the actual procedure, but I am just making
sure), which is that we need to confirm that the requester is actually
involved with openSUSE / actually intends to attend oSC15 and is not
merely seeking an invitation letter to get a schengen VISA.
Previous time, when there was a requester we did not know for a fact
that was coming to the conference, we would ask him or her to tell us.
TSP approved people obviously don't need that.

- just a note that you should supply a phone number for the person
signing the invitation letter, as far as I know this is standard
practice for all consulates. (Should I forward you a previous

- we used to also ask for a scanned copy of the requester's passport,
as to confirm the details (and avoid any mistyping - after all there
is someone putting his/her name and signature on that paper)


We used to keep track of requests, and what happened with them, in a
spreadsheet with the following fields:
No, Name, Nationality, Passport No, Relation to community, Notes,
Email, Registered to event?

On a sidenote, something to just keep in mind: in the past some people
have actually needed a hard copy of the invitation letter.

It would also make sense to confirm requesters are registered to the conference.

Hope this helps.

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