Visas & Letters of Invitation

Two types of letters – Two different purposes

Acceptance letters exist to help you obtain travel funding/authorization from your institution.
Invitation letters are typically used as part of the visa application process.

Do I need a visa?

Find out if you need a visitor’s visa on the Citizenship and Immigration Canada web site. Please take time to review the requirements. You can also read the Customs/Entry section of the conference web site (under the Travel Tips tab) to familiarise yourself with the procedure.

Depending on your location, you may have to apply on paper rather than online. If this is the case, consult the list of Visa offices outside Canada to find out where to submit your application.

If you need a visa, apply soon. Processing times vary by location and currently ranges from 8 to 70 days once the application is deemed complete. While invitation letters can be sent by courier (e.g. FedEx, DHL, UPS, Purolator, etc.), the courier fees will be charged to you. It is the sole responsibility of the participant to obtain a visa in time. Avoid stress and additional costs by applying early!

I was asked to provide evidence that my paper is accepted to obtain travel funding and/or authorization from my institution. How can I obtain such evidence?

In this case, you may request a Paper Acceptance Letter. This letter will confirm the acceptance of your paper, its title as well as the conference date and location. These letters are only available in electronic format sent be email. Request an ICIP 2015 Paper Acceptance Letter. Please provide your name and paper title/number to ease the process.

I must provide an invitation letter as part of the visa application process. How can I get one?

In this case, you need a formal Invitation Letter. This letter will confirm your registration as well as a number of other information, including your paper number(s), if any, your approximate arrival and departure dates, etc.

You can request such a letter during the registration process but the letter will be issued ONLY after registration is completed and payment received in full.

By default, invitation letters are sent in electronic format by email. You may request a hardcopy by regular mail or courier but additional fees will be charged to you in the latter case.

Photo: Yves Tessier