Core Documents: What Almost Everyone Needs

Regardless of your purpose—tourism, business, medical, studies, or a short conference visit—most applicants start with a common pack. Your goal is clarity and consistency: the same full name, date of birth, and passport number on every page; readable scans; and a simple trail of your plans and funding. Start early, so you have time to correct typos, renew expiring documents, or request fresh letters if something looks off.

Photo & Passport Specifications (Practical Essentials)

Photo Guidelines

• Background: plain white/light; face centered, eyes open, no harsh shadows.
• Head size and frame: follow the portal prompt carefully; don’t crop off hairline or chin.
• Accessories: no sunglasses; religious headwear allowed if face is fully visible.
• Quality: sharp focus, proper lighting, recent (ideally within the last 6 months).
• Digital upload: respect maximum file size and pixel dimensions shown on the portal.

Passport Rules

• Validity: commonly 6+ months beyond the intended arrival date; renew if close to expiry.
• Condition: no torn pages, water damage, or illegible data; replace damaged passports.
• Biographic page scan: full page, no glare, all text readable.
• Names: match exactly across forms, tickets, letters, and bank statements.

Purpose-Wise Documents: What to Add for Your Category

After the core pack, attach purpose-specific proofs. Keep them concise but complete. The aim is to make an immigration officer’s review effortless: a clear story, authentic supporting evidence, and a reasonable timeline. Below are common categories and the usual supporting papers for each.

Tourist (Leisure / Family & Friends)

• Accommodation confirmations (hotel bookings or host letter with address, ID copy if requested).
• Outline itinerary (e.g., Delhi–Agra–Jaipur in 6–8 days; simple day plan is enough).
• Funding proof to cover stay, local transport, and activities.
• If visiting family: relationship context (brief note) and contact details.

Business

• Invitation letter from the Indian company (purpose, dates, who pays what, and contact person).
• Your employer letter confirming your role and the nature of the trip (meetings, after-sales, trade show).
• Company registration proofs (yours or inviter’s) if requested by the Mission/VAC.
• Proof you will not take up local employment (business visit only, not on Indian payroll).

Conference

• Conference registration, program schedule, and organizer contact details.
• Approvals/reference numbers if the event requires prior clearance.
• Invitation/confirmation email with dates, venue, and your role (speaker/attendee).

Medical (Patient) & Medical Attendant

• Letter from a recognized Indian hospital/clinic: diagnosis summary, recommended treatment, expected duration, and cost estimate.
• Appointment confirmation and treating doctor/department contact.
• Proof of funds/insurance to cover treatment and stay.
• Attendants (usually up to two): relationship proof with the patient and mirrored travel plan.

Student / Research

• University/Institute admission letter or research supervisor acceptance.
• Fee receipts/scholarship letter; funding plan for living expenses.
• Accommodation arrangement (campus housing or lease/host letter).
• If research, attach brief topic summary and institutional approvals if applicable.

Employment / Intern

• Offer/appointment letter from the Indian employer with job role and duration.
• Company registration and any statutory approvals as required.
• Professional qualifications, CV, and experience letters (as relevant to the role).

Journalist / Media

• Assignment letter outlining scope, locations, and schedule; media card/press ID.
• Permissions for filming if required; list of equipment if carrying professional gear.

Entry / X-Misc

• Relationship or special-purpose basis (e.g., spouse/children of Indian nationals or specific cases).
• Supporting civil documents (marriage/birth certificates) and identity proofs.

Transit

• Confirmed onward ticket and visa for the final destination (if required by that country).
• Short layover plan; you should not exit the airport unless permitted by the visa type.

e-Visa vs Regular Visa: Document Expectations

The e-Visa route is online-first: you fill the form, upload a passport scan and photo, and submit purpose proofs digitally. Carry the e-Visa approval/ETA with your passport when you travel. For a Regular (Paper) Visa, you generate the form, print it, and submit your passport and documents at the Indian Mission/VAC. Some categories (e.g., long-term study/employment/research) generally go through the Regular route.

• e-Visa uploads: crisp biographic page scan, correct-sized photo, and concise purpose proofs.
• Regular visa file: organized physical set + copies; expect biometrics/interview if scheduled.
• At arrival: keep printouts accessible; immigration might ask for hotel bookings or letters.

Financial Proofs: Make Them Readable & Credible

Visa officers look for a reasonable connection between your stay plan and your accessible funds. If your trip is 10–14 days with mid-range hotels, your statements should reflect capacity to pay for flights, accommodation, local transport, food, and activities. There is no universal number, but clarity matters far more than bulk. Show normal salary credits or business income patterns, not sudden unexplained large deposits.

• Submit recent statements (typically 3–6 months), with your name and account number visible.
• If sponsored, a signed sponsor letter + sponsor’s statements and ID proof.
• Convert currencies where helpful (add a small note), but keep originals intact.
• Tax returns or payslips can strengthen your financial profile.

Quality Control: How to Present a Clean File

A tidy, consistent set of documents is the easiest way to reduce questions and processing delays. Think like a reviewer: can a stranger trace your identity, purpose, plan, and funds in under 5 minutes? If not, trim fluff and fix weak links. Below is a quick presentation playbook:

• Naming: Use clear filenames (e.g., 01_Passport.pdf, 02_Photo.jpg, 03_Invitation.pdf).
• Order: Identity → Photo → Travel plan → Purpose proofs → Funding → Ties/Return plan.
• Readability: No tilted photos; scan at 300 dpi; crop away background clutter.
• Consistency: Same full name and passport number across all pages.
• Relevance: Avoid adding 50 pages of random statements; include what actually supports your case.

Travel History & Supporting Context

Previous visas and timely exits build trust. If you have travelled to India or other countries before, include a simple page listing dates and purposes, and carry old passports if they hold relevant stamps. For first-time travellers, strong purpose letters and a realistic plan are even more important.

• Keep a mini travel log (Country – Month/Year – Purpose – Returned on).
• If you had a past refusal, don’t hide it; address it briefly and show what changed.
• Avoid social media claims that contradict your stated purpose/timeline.

Health Insurance, Permissions & Local Compliance

While not always mandatory, health insurance valid in India is strongly recommended. If you plan special activities (drone flying, wildlife reserves, visits near borders, or filming), check if extra permissions are needed. For medical travellers, hospitals may request advance deposits or insurance letters; carry those.

• Insurance policy showing coverage in India and dates overlapping your trip.
• Special permits (if applicable) organized by your host/organizer well in advance.
• Emergency contacts list: hospital/host, embassy/consulate, and local friends (if any).

One-Page Mini Checklist (Print & Carry)

• Passport + e-Visa/visa copy + 2 spare photos.
• Hotel/host address and phone; conference/meeting confirmations if any.
• Funds access method (cards, forex, app) + recent statements (digital).
• Return/onward plan and a brief itinerary.
• Emergency contacts + insurance confirmation.
• Purpose-specific letters (invitation, hospital, admission, etc.).

Documents – FAQs