How to write Cover Letter for your visa application?
If you have an appointment for a German student visa, you will be required to submit a cover letter at the time of the appointment. This is something that is not mentioned in the checklist provided by the German Embassy. I almost forgot about it and had to write it on the last day after a friend informed me about the requirement. I don’t want you to make the same mistake, so I will guide you on how to write it. Below, I have explained each step in detail with examples to help you write your cover letter on your own.
The Header
Let’s refer to the top section of the cover letter as the “Header.” This section typically includes your details, the recipient’s information, and a subject line explaining the purpose of the cover letter.
Personal Details: To begin, include your full name at the very top of the cover letter. On the following line, provide your address, and on the subsequent line, include your mobile number and email address. Double-check the accuracy of your personal details before submitting the cover letter.
[Full Name]
[Address]
[Mobile Number and Email Address]
Recipient Information: Next, clearly state the name of the organization or individual you are addressing your cover letter to. In this case, it would be the Embassy of the Federal Republic of Germany in New Delhi.
To,
Embassy of the Federal Republic of Germany, New Delhi
Subject: Write a concise and informative subject line that clearly states the purpose of your cover letter. Tailor the subject line to reflect the specific course you wish to participate in, thereby indicating your interest and intention.
Subject: Cover Letter for German National Visa (Student) for pursuing [Your Course, example Bachelors]
The Body
When writing your cover letter, it is important to be concise and to the point. Avoid beating around the bush and address the main purpose directly. Visa officers are often busy, so it’s crucial to respect their time. In the example below, the cover letter starts by stating the name and passport number.
To whom it may concern, I, [Your Name], holding the Republic of India Passport No. [Passport Number], wish to apply for a German National (Student) Visa.
In the following paragraph, provide information about the university you are enrolled in or if you have received an invitation to take an exam from the university. Discuss the specific course you intend to pursue at the selected university and explain how you meet the qualifications for it. If there is a language requirement, mention your language proficiency.
I have received an unconditional admission offer from Saarland University for their VSI MINT program which serves as the 13th-year prerequisite for a bachelor's degree at Saarland University. The program does not require prior knowledge of German and entry can be gained without it, as stated on their website. They conduct a screening test (Einstufungstest) to place students in appropriate courses. Nevertheless, I have successfully passed the B1-level german language proficiency exam and have attached the certificate for the same. I have also completed the B2-level German language course.
The next section should provide more details about your chosen course. This will demonstrate to the visa officer that you have conducted thorough research and are genuinely interested in the program, rather than being just another applicant. Include information about the duration of the course, and if you are planning to attend Studienkolleg, indicate how long it will take and outline your plans for after completing it. The following is an example of the VSI Mint program at Saarland University.
The VSI MINT Program is 1.5 years long, consisting of 3 semesters. After finishing the program, I will enroll in a 4-year Bachelor Plus MINT in Computer Science at Saarland University, comprising 8 semesters.
Although not required, it is beneficial to present your past academic qualifications in a table format. This will allow the visa officer to easily see all your qualifications in one place.
The details of my past academic qualifications are mentioned below:
The above-mentioned details are true and can be verified with the mark sheets attached.
Once you have discussed your courses and academic background, it’s time to outline your plan, including the intended date of your arrival in Germany and when your semester begins. You also need to address how you will finance your studies and living expenses in Germany. If you have a blocked account, you can mention it in your cover letter along with the total amount in the account.
I aim to arrive in Germany on March 1, 2023, as the Saarland University semester is set to commence on the same date. I have acquired Dr. Walter Travel Health Insurance, valid for 185 days starting March 1, 2023, and compliant with all necessary regulations. The VSI MINT Program at the University of Saarland has no tuition fee and only has a semester contribution of 293 euros. To facilitate my stay in Germany, I have blocked 11,208 euros with Expatrio and have attached confirmation of the same.
Finally, list all the documents that you will be attaching to your visa application.
I have attached the following documents: 1. Visa application form and declaration duly signed 2. Declaration for Additional contact and legal representation information 3. Copy of my passport’s data page 4. Motivation Letter 5. Certificate issued by the APS 6. Invitation Letter and Unconditional Admit 7. Language Proficiency Certificate (Goethe-Zertifikat B1) 8. Education certificates and mark sheets 9. Curriculum Vitae 10. Blocked Account Confirmation 11. 3 passport pictures according to biometric specifications 12. Travel Health Insurance
The End
I can be contacted at the above-mentioned mobile number and email address if any other documents are required. I hope you approve my application for the visa, thus allowing me to pursue my bachelor studies.
Finally, express gratitude to the visa officer and conclude your cover letter with your name and visa reference number, which you will receive upon booking an appointment with VFS.
Thanking You.
Yours sincerely, [Your Name] [Your Ref. No. which you got from VFS] Ref. No. GEB9990010316/1
Example
[Full Name] [Address] [Mobile Number and Email Address] To, Embassy of the Federal Republic of Germany, New Delhi Subject: Cover Letter for German National Visa (Student) for pursuing [Your Course, example Bachelors] To whom it may concern, I, [Your Name], holding the Republic of India Passport No. [Passport Number], wish to apply for a German National (Student) Visa. I have received an unconditional admission offer from Saarland University for their VSI MINT program which serves as the 13th-year prerequisite for a bachelor's degree at Saarland University. The program does not require prior knowledge of German and entry can be gained without it, as stated on their website. They conduct a screening test (Einstufungstest) to place students in appropriate courses. Nevertheless, I have successfully passed the B1-level german language proficiency exam and have attached the certificate for the same. I have also completed the B2-level German language course. The VSI MINT Program is 1.5 years long, consisting of 3 semesters. After finishing the program, I will enroll in a 4-year Bachelor Plus MINT in Computer Science at Saarland University, comprising 8 semesters. The details of my past academic qualifications are mentioned below: [Make Table with all your past academic qualifications] The above-mentioned details are true and can be verified with the mark sheets attached. I aim to arrive in Germany on March 1, 2023, as the Saarland University semester is set to commence on the same date. I have acquired Dr. Walter Travel Health Insurance, valid for 185 days starting March 1, 2023, and compliant with all necessary regulations. The VSI MINT Program at the University of Saarland has no tuition fee and only has a semester contribution of 293 euros. To facilitate my stay in Germany, I have blocked 11,208 euros with Expatrio and have attached confirmation of the same. I have attached the following documents: 1. Visa application form and declaration duly signed 2. Declaration for Additional contact and legal representation information 3. Copy of my passport’s data page 4. Motivation Letter 5. Certificate issued by the APS 6. Invitation Letter and Unconditional Admit 7. Language Proficiency Certificate (Goethe-Zertifikat B1) 8. Education certificates and mark sheets 9. Curriculum Vitae 10. Blocked Account Confirmation 11. 3 passport pictures according to biometric specifications 12. Travel Health Insurance I can be contacted at the above-mentioned mobile number and email address if any other documents are required. I hope you approve my application for the visa, thus allowing me to pursue my bachelor studies. Thanking You. Yours sincerely, [Your Name] [Your Ref. No. which you got from VFS] Ref. No. GEB9990010316/1