Japan Hospital Visa Invitation Letter — Format, Rules & Embassy Guidelines

The Japan Hospital Visa Invitation Letter is one of the most important documents required for obtaining a Japan Medical Stay Visa (Medical Treatment Visa). It is an official letter issued by a Japanese hospital, clinic, or healthcare institution inviting a foreign patient — in this case, a Nepali citizen — to Japan for medical treatment, surgery, or specialized healthcare services. This document verifies the hospital’s willingness to provide treatment and ensures the Japanese government that the purpose of travel is strictly medical, not tourism or employment.

The Invitation Letter must be written on the hospital’s official letterhead, signed, and stamped by the hospital’s authorized representative or attending physician. The letter should be clear, professional, and consistent with the hospital’s medical plan. It must include the patient’s full name (as per passport), nationality, date of birth, passport number, and current address. The letter should specify the purpose of visit (e.g., cardiac surgery, cancer treatment, rehabilitation, or general health examination), along with the duration of treatment, estimated cost, and intended period of stay in Japan.

Additionally, the hospital should mention its full institutional details — such as name, address, contact number, email, and the name and position of the signing officer. It should also include the treatment schedule, expected arrival date, and the return timeline. If the hospital or a Japanese guarantor is taking responsibility for part or all of the expenses, it must be stated clearly under a Guarantee Clause. The document must end with the hospital’s official seal and signature, ensuring authenticity.

According to the Embassy of Japan in Kathmandu and the Ministry of Foreign Affairs (MOFA Japan), the invitation letter must be original, not a scanned or photocopied version. It should be issued within three months of visa application, and must match the details mentioned in the Letter of Guarantee, Treatment Plan, and Medical Cost Estimate. All documents must be in English or Japanese; if any are in Nepali, they must be accompanied by a certified translation. The embassy may also ask for additional supporting documents like the hospital’s license, accreditation, or tax registration if required for verification.

For Nepali patients, preparing this invitation letter is often coordinated between the inviting Japanese hospital and the local travel or visa support agency in Nepal. The hospital prepares the document, while the agency ensures that it aligns with embassy requirements. This process helps minimize visa rejection risks caused by inconsistencies between documents.

In Nepal, Yatra for Fun Pvt. Ltd., located in Koteshwor-32, Kathmandu, assists patients with the entire Japan Medical Visa process — including hospital coordination, invitation and guarantee letter management, translation, and embassy submission. With direct experience working with Japanese medical institutions, Yatra for Fun ensures all documents, including the hospital invitation letter, meet MOFA Japan’s official format.

Contact Yatra for Fun Pvt. Ltd. for Japan Visa Assistance:
Office Address: Koteshwor-32, Kathmandu, Nepal
Call / WhatsApp / Viber: +977 9802348957 or +977 9708072951
Website: www.yatraforfun.com
Email: [email protected]
Business Hours: Sunday to Friday, 10:00 AM – 6:00 PM