Visa Procedure for Institutional Partners

To streamline the visa application process for delegates traveling to the UK, we have outlined the following steps for institutional partners to adhere to:

1. Confirmation of Visa Requirement:

  • Institutional partners should verify with the delegates whether a visa is necessary for entry into the UK.

2. Collection of Participant Information:

  • Request institutional partners to provide a comprehensive list of delegates’ details, including full name (as per passport), date of birth (DOB), gender, passport number, and passport expiry date.

3. Identification of UK Embassy/Consulate Location:

  1. Ask institutional partners to specify the state or province where the UK Embassy or Consulate is located for visa application purposes. 

4. Visa Invitation Letter Issuance:

  • Initiate the issuance of the visa invitation letter by coordinating with the respective college.

5. Draft Confirmation:

  • Upon receipt of a draft copy of the invitation letter from the college, review the details with the institutional partners for accuracy.

6. Verification and Finalization:

  1. Coordinate with the institutional partners to double and triple-check the accuracy of the information in the draft letter.
  2. If any changes are required, communicate them to the college and repeat the verification process.
  3. If no changes are needed, inform the college to proceed with issuing the final copy of the invitation letter.

7. Collection of Original Invitation Letter:

  • Arrange for the collection of the original invitation letter from the college.

8. Distribution of Soft Copy:

  • Scan the original invitation letter and email the soft copy to the institutional partners for their records.

9. Postal Confirmation:

  • Request the institutional partners to confirm their name, address, and telephone number for postage purposes.

10. Dispatch of Original Letter:

  • Send the original invitation letter via DHL or a similar courier service and provide the waybill or tracking number to the institutional partners for reference.
  • Additionally, it is essential to note that in any cases where EED and institutional partners decide that no hardcopy is required, sending a soft copy via email to the client is also acceptable. This decision is contingent on the institutional partners’ preference and requirements.

Important Note:

  • Emphasize to the institutional partners the importance of meticulously verifying all details in the letter to avoid errors.
  • Inform the institutional partners about the time-consuming nature of the process and the associated postage costs for reissuing letters due to typos or inaccuracies.
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