How to Issue an Invitation for Ukrainian Foreign Nationals in Italy: Complete Guide

If you live in Italy and want to host a friend or relative who lives in Ukraine, you need to prepare a few documents. 

Anyone who lawfully resides in Italy can issue an invitation. This document serves to prove to border authorities or the Consulate that the arriving person has a safe place to sleep and someone who will take care of them. 

It is essential to avoid problems at checks and to ensure a smooth entry.

What the invitation letter for Ukrainian citizens is

The invitation letter (often also called a “declaration of guarantee and/or accommodation”) is an official form. It is a written promise that you make to the Italian State.

With this document you declare two main things:

1. Hospitality: You confirm that the person will sleep at your home.
2. Support: You undertake to cover their living and medical expenses should they not have enough money.

In practice, you take on legal responsibility for your guest during their stay.

When it is required

Many Ukrainian citizens today hold a biometric passport. This allows them to enter Italy for tourism without applying for a visa before departure, for a maximum of 90 days.

However, knowing how to issue an invitation for Ukrainian foreign nationals in Italy remains essential even without a visa requirement. Why? Because at the border the Police may ask the traveller: “Where will you sleep?” and “How will you support yourself?”. If your guest does not have a hotel booking, they must show your invitation letter to prove that they have guaranteed accommodation.

If, on the other hand, the Ukrainian citizen does not hold a biometric passport, the invitation letter is mandatory in order to apply for the Tourist Visa at the Consulate before departure.

Difference between an invitation and a hotel booking

The difference is simple:

• Hotel: If your friend sleeps in a hotel, the hotel takes care of reporting their presence to the authorities. You don’t have to do anything.
• Your home: If they sleep at your place, you become responsible. You must fill in the invitation letter before they arrive and, once they have arrived, you must notify the Police.

Documents required from the host (You)

To correctly fill in the Italy-Ukraine invitation letter, you must attach or keep these documents to hand:

• A copy of your identity document (ID card or Passport).
• If you are a foreigner residing in Italy, a copy of your Residence Permit.
• Documentation for the home (registered rental contract or proof of ownership) to demonstrate that you have accommodation available.
• Any proof of financial resources (such as a bank guarantee).

Documents required from the Ukrainian guest

Your guest will need to travel carrying with them:

• A valid passport (biometric is preferable).
• The invitation letter you sent them (signed by you).
• Health insurance (minimum coverage of 30,000 Euros).
• A return travel ticket.
• Financial means for the trip (cash, credit cards or your bank guarantee).

When the bank guarantee is needed

The Consulate or the border Police want to be sure that the tourist will not become a burden on the Italian State. They need to know that there is money for food, transport and any emergencies.

If your Ukrainian friend does not have a solid bank account or much cash on hand, the only way to let them in is to take out a guarantee to invite Ukrainians.

What is a bank guarantee in simple terms? It is a guarantee. You pay a small amount to a bank or insurance company. In exchange, they guarantee to the State that, up to a maximum amount (for example around 3,905 Euros), they will cover your guest’s expenses if they are unable to pay. It is the safest way to prove the “means of subsistence”.

How much it costs to issue an invitation

Writing the invitation letter yourself costs nothing (the forms can be downloaded for free). However, there are some additional costs in order to be compliant:

• Health insurance: Mandatory to cover urgent medical expenses (minimum coverage of 30,000 Euros).
• Bank guarantee: It has a variable cost that serves to cover the guarantee required by law.

Timing and step-by-step procedure

Here is the procedure to understand how to issue an invitation for Ukrainian foreign nationals in Italy without mistakes:

1. Download the form: Find the “Declaration of accommodation/guarantee” template.
2. Fill in the details: Enter your details, those of your guest, the exact travel dates and the reason (e.g. tourism).
3. Sign: You must sign the document.
4. Send: Send the original or a high-resolution scanned copy to your guest in Ukraine. They must print it and carry it with them on the trip.
5. Entry into Italy: When they arrive, if they pass through another Schengen border (e.g. Poland) and do not have an Italian stamp on their passport, they must make the “Declaration of presence” at the police headquarters (Questura) within 8 days.
6. Declaration of Hospitality (Important!): Within 48 hours of your guest’s arrival at your home, you must notify the local Public Security authority (Police or Local Police).

Mistakes to avoid

Watch out for these common mistakes that can prove costly:

• Forgetting the notification within 48 hours: If you do not declare to the Police that you are hosting a foreigner within 2 days of their arrival, you risk a hefty fine. It is required by law (art. 7 of the T.U. Immigrazione, the Italian Consolidated Immigration Act).
• Wrong dates: The dates on the letter, on the insurance and on the plane ticket must match.
• Lack of guarantees: If the guest arrives at the border without proving that they have money or a bank guarantee, they may be turned away and sent back.

Frequently Asked Questions (FAQ): invitation for Ukrainian foreign nationals in Italy

Here are some of the most common questions you may have regarding the procedure for an invitation for Ukrainian foreign nationals in Italy

How do you convert the temporary permit into a work permit?

Based on the sources provided, it is possible to convert the residence permit for temporary protection (Ukraine Emergency) into a residence permit for work. This possibility was introduced by art. 1, paragraph 396, of Budget Law no. 213 of 30 December 2023 (Italian Budget Law).

Here are the details on timing, procedures and required documents:

When and how to apply According to the information in the documents, the conversion application must be submitted starting from 1 August 2025. The procedure requires booking an appointment through the PrenotaFacile platform (registration on the portal is required).

Requirements The conversion is granted at the request of the person concerned and is based on the work activity actually carried out.

Required documents For the appointment you must present the following documentation:

• Application form with a revenue stamp of € 16.00 affixed;
• A copy of your passport or identity certificate;
• A copy of the electronic residence permit for temporary protection (Ukraine Emergency) you hold;
• A copy of the documentation relating to your accommodation;
• Documentation relating to the work activity currently being carried out;
• Receipt of the € 70.46 payment made via the dedicated postal slip.