Letter of Invitation
The visa application process for entering the United States has been placed under a greater degree of scrutiny. For this reason, the application process can take up to six months or more. You will need to apply for your visa as early as possible, but no later than six months before you wish to enter the United States. Invitation letters take CLEO/QELS & PhAST Management 7-10 days to process.
One factor contributing to the increase in the processing time is a personal interview which is now required for most applicants as a standard part of the visa processing. Once it is known that a visa is necessary for travel the individual needs to contact the embassy or consulate to schedule an appointment for screening.
For detailed information about applying for a visa refer to the Department of State Web site and the National Academies International Visitors Office Web site.
Individuals requiring letters of invitation to obtain travel visas may contact CLEO/QELS & PhAST Management directly by one of the following methods:
1. Apply Online
2. Fax a written request to
+1 202.416.6100 (011-US country code)
3. Mail a written request to:
CLEO/QELS & PhAST Management
2010 Massachusetts Ave. N.W.
Washington, D.C. 20036
Please include your full name as it appears on your passport, complete mail address, phone and fax number and indicate which meeting you will be attending. If you are presenting a paper, include the title and session that the paper will be presented in, or if you are exhibiting please indicate that in your request. When requesting letters for more than one individual, please include the entire information request above for each person. Individuals from China should include the passport number, date of birth and gender of the person requesting the invitation letter. All letters of invitation will be sent by airmail or by fax unless a Federal Express account number or credit card number with expiration date is provided on the original request. Please allow ample time for processing requests.
Note: CLEO/QELS & PhAST Management is not able to contact U.S. Embassies in support of an individual attempting to gain entry into the host country to attend the conference.
If you have questions about this process please email invitations@osa.org.
Exhibitor Visa Applications
In order to provide additional supporting documentation for the visa application, CLEO/QELS & PhAST Management can provide a separate letter to each exhibiting company confirming participation and indicating previous attendance, if applicable. A copy of this letter was provided to the primary contact of most international exhibiting companies via email as a PDF (electronic) file, but if an additional copy or original (on letterhead) is needed, contact cleoexhibits@osa.org . If the original is needed via an expedited delivery method, please provide a Federal Express, DHL or UPS account number.
Note: Refunds for exhibit space will not be made if the visa application is unsuccessful.
CLEO/QELS & PhAST Management cannot take responsibility for unsuccessful visa applications nor intervene with any decisions made by the United State Government on behalf of any exhibitor.
The U.S. Department of State has added a new feature to its web site regarding visa wait times. Since visa applications are now under greater scrutiny, the State Department is advising those who wish to travel to the United States for business or other nonimmigrant purposes to plan ahead. This site provides estimated waiting periods to get an interview to apply for a visa and the estimated time it will take to process the application at the consular section. The visa wait times are shown for various locations around the world. The State Department does advise that it is best to check with the local embassy or consular section to confirm the information. To view the visa wait times site, visit www.travel.state.gov/visa/tempvisitors_wait.php.
