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Invitation Letters for J-1 Exchange Visitors

General Information
 
Invitation letters to J-1 Scholars and Student Interns are needed for GSS initial DS-2019 request, J-1 visa interview, entry to the U.S., and funding request through U.S. or foreign organizations in some cases. Host departments are responsible for preparing the invitation letter to include information below:

Required Information:

  1. VT Host Department, the visitor’s Visiting Scholar status at VT, and dates of visit.  For example:
    1. It is my pleasure to invite you to visit the Department of Materials Science and Engineering as a Visiting Scholar for the period June 1, 2024 – May 31, 2026.
    2. You will be hosted by Dr. Bart during your visit to VT between July 25, 2024 to December 31, 2025.
  2. Purpose of the visit and/or what the visitor will be doing.  For example:
    1. The purpose of your visit is to collaborate with Dr. Smith on research in the area of XYZ.
    2. You will be conducting research in the area of XYZ.
    3. You will be teaching a course in the XYZ department
  3. Funding information.  If VT will contribute funding, indicate amount and length of time.  Other funding sources may be included (optional) and for these it is not necessary to indicate an amount.  For example:
    1. Virginia Tech will pay you an annual salary of $36,000 which will include health benefits.
    2. You will receive funding in the amount of $1900/month from Virginia Tech during your 6-month visit.
    3. I understand you have received a scholarship from the China Scholarship Council to fund your visit. 
    4. I understand XYZ University will fund your visit in the amount of $1200/month for 12 months.  The Department of Chemistry will supplement this amount with an additional $700/month for 12 months.
    5. I understand you will use personal funds to cover all the expenses of your visit.
  4. For all initial DS-2019 submitted to GSS on or after March 11, 2024, the invitation letters must be signed off by the department head or his/her designee, instead of the host faculty.

Optional Information:

Oftentimes, invitation letters also address expectations for the scholars or include “disclaimers” Including information of this sort is optional, but departments are encouraged to include any information that may be helpful.

  1. Resources available to the visitor (computer, office space, internet access, lab space, etc.).  For example:
    1. Though we cannot at this time guarantee any office space for you, you will have a workspace in the XYZ Lab.  Also, we cannot provide a computer for you, but we can provide you with internet access if you bring your own machine.
  2. The possibility of extension. For example: 
    1. This appointment is renewable based on availability of funds and satisfactory performance.
  3. Prospects of future collaboration, goals the VT host person hopes to meet, etc.  For example:
    1. It is my hope that at the end of your time here we will have finished the book chapter we began writing together during my visit to your university last month.
  4. Information about Blacksburg and arrival information i.e. flying into Roanoke, transportation to VT, etc.
  5. Information about arrival procedures.  For example:
    1. Please complete the online check in process within 5 days of your arrival to Virginia Tech.  Upon your arrival you should also have your immigration documents copied at 123 XYZ Hall and complete an I-9 form because you will be paid by Virginia Tech
  6. Acknowledgement that visitor’s family will accompany him/her.  For example:
    1. I would like to welcome your family to Blacksburg also, as I understand your wife and son will accompany you (or, will join you at a later time).
  7. Information about housing in Blacksburg, resources available to the visitor, etc.