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The first step for the applicant is to research information about the requirements and procedure for a business entry visa. It is advisable to consult the following channels:

• The Portal Visa for Italy of the Ministry of Foreign Affairs and International Cooperation, which provides detailed information and the ability to fill out the application form online.
• The website of the Italian embassy in the applicant’s home country, where specific information on the visa process can be found.
• Chambers of Commerce in some countries with which Italy has international agreements, which can provide additional assistance and support.

Welcome Association Italy suggests using institutional channels as these are always the most up-to-date from a bureaucratic/legislative perspective. It is not uncommon for a country to implement some new document or change the regulations regarding the issuance of entry visas. For this reason, it is always best to monitor institutional channels and follow their updates.

Business Entry Visa Documentation

Once the necessary information has been obtained, the applicant can proceed with gathering the required documentation. This may include:

• Copy of passport: It is advisable to check that your passport is valid for at least six months beyond the planned date of your stay in Italy. If necessary, the applicant must renew the passport before starting the visa application process;
• Passport photo: must meet the specific requirements of diplomatic-consular authorities (size, background and pose);
• Proof of economic or business operator status: the submission of valid documents confirming business activity (the Chamber of Commerce certificate, business licenses or other relevant documents). Documents must be up-to-date and in accordance with Italian regulations;
• Financial documentation demonstrating the ability to support oneself during the stay in Italy: complete and accurate financial documents, such as bank statements for the last few months, tax returns, letters of financial guarantee.
• Health insurance coverage adequate to Italian regulations: the applicant must submit health insurance coverage for accidents and illnesses of an urgent nature covering a minimum of €30,000.00. Since this is a visa for up to 90 days, the applicant will only be able to submit private coverages.
• Booking round-trip flights : given the requirement to provide copies of booking confirmations with travel dates and details, it would be wise to purchase flexible tickets; many airlines allow this.
• Itinerary of planned activities in Italy: a detailed itinerary must be submitted to the authorities. It must include the entire stay in Italy, such as business meetings, business negotiations or participation in trade fairs. The itinerary must be accompanied by a formal letter from the employer confirming the purpose and duration of the trip.
• Duly completed visa application form: this form is available online from the Visas for Italy website.

We recommend submitting all required documents completely and accurately to avoid delays or complications in the visa process. Among the risks for submitting incomplete or false documents there is the denial of the visa.

Letter from the host company

The invitation letter from the host company is an important document in the process of applying for a business visa to enter Italy. This letter is issued by the Italian company inviting the business man to visit Italy for business or professional reasons. Here you will find some key points that should be included in the invitation letter:

• Host company information: The letter should include the full details of the host company, such as name, address, telephone contacts and e-mail address.
• Purpose of visit: The purpose of the visit to Italy must be clearly stated, which could be participation in business meetings, business negotiations, participation in trade fairs or other professional events.
• Duration of visit: Specify the exact dates or period during which the foreigner will be a guest of the Italian company. This helps consular/diplomatic authorities to assess the duration of the requested visa.
• Financial responsibilities: The host company can confirm in the invitation letter that it is responsible for travel, accommodation and other possible expenses during the foreigner’s stay in Italy.
• Logistical support: Where appropriate, the host company may offer logistical support during the stay in Italy, such as arranging meetings, hotel reservations, or local assistance.
• Information about the invited company: If relevant or requested, the application could include information about the company or persons with whom the foreigner will have meetings or business negotiations in Italy.
• Company signature and stamp: The letter must be signed by an authorized representative of the host company and accompanied by the company stamp to confirm the authenticity of the document.

It is important that the invitation letter be written clearly and professionally, and that it contains all the information needed to support the foreigner’s visa application. In order to accommodate the applicant, there are facsimiles of the invitation letter issued directly by embassies.

Business Visa Application

Once all the required documents have been collected and duly completed, the applicant simply needs to forward the documentation to the Italian authorities in the country of origin. Delivery can be made electronically, via the portals indicated in (1), or physically, by going to the Italian representations
in the country of origin, duly reported on their websites. The time required to process the file may vary depending on the workload of the Italian representations, on average it is 10-15 working days. If everything complies with the required regulations, the applicant
will get the visa, alternatively there are two options:

• (a) The embassy/consulate may request other documents due to migration risk or inconsistency ofthe request (referring to the status of economic trader in the country of origin);
• (b) The Italian representation may decline the visa application for lack of documentation or in case of false presentation.

Unlike scenario(a), in which the Italian authorities allow the application to be supplemented, in scenario(b) a denial is issued, so the applicant will have to reapply for a business visa.

Arrival in Italy and declaration of presence

The business entry visa has a maximum duration of 90 days, and is automatically activated upon entry into the destination country. Upon arrival in Italy, the non-EU citizen is obliged to stick to the itinerary given in the application. There is one last formality that needs to be taken care of; it is the declaration of attendance at the relevant police station. The declaration of presence is a mechanism for Italian authorities to keep track of the movements of non-EU citizens on their territory for security and migration management purposes. The declaration of presence is a document required of non-EU citizens who intend to stay temporarily in Italy on a business visa. Its completion is necessary if:

• the planned stay is less than 90 days;
• An entry visa is not required.

In practice, a non-EU citizen arriving in Italy on business without applying for a visa must fill out this declaration and submit it to the police authorities within 8 days of arrival. They do not have to submit the attendance statement

• Those who do not need to apply for an entry visa, as their home country may have special agreements with Italy that allow free entry for certain periods.
• Those who apply for a business entry visa and arrive directly in Italy, without making stopovers. In this case, the declaration of presence is replaced by the uniform Schengen stamp affixed to the travel document.