Policies | Policy

Letter of Invitation and Visa Policies

As a welcoming global hub for physicists, APS is delighted to include presenters and attendees from beyond the US at our scientific meetings and events. Read through APS resources on obtaining a visa and traveling to the United States to prepare for attendance.

Visa letter of invitation policies

Please review the following APS policies around visa letters of invitation:

  1. All foreign visitors who require an invitation letter for visa purposes from the American Physical Society need to adhere to the following:
  2. If you would like to present at an APS or unit meeting, you must agree to submit an abstract by the submission deadline.
  3. You must agree to pay the appropriate registration fee, if you plan to either present your work at the meeting or to participate as an attendee.
  4. You agree that you understand that the invitation letter is being sent solely for the purpose of attending the specific meeting.
  5. If you plan to present and fail to submit an abstract by the deadline, if your abstract is rejected, APS will immediately revoke your invitation letter.
  6. APS will also immediately revoke your invitation letter if you fail to register for the meeting.
  7. When you request your letter of invitation, please include your name as it appears on your passport as well as the passport number and country of issuance.
  8. The letter of invitation will be sent directly to the individual requesting the invitation. Please verify that all information is correct before presenting it to an official at your visa application appointment. If there are any errors, please advise APS immediately to correct the information and receive a corrected letter of invitation.
  9. APS has a responsibility to notify the appropriate authorities if you are found to be engaging in activities that are prohibited by US laws or regulations.
  10. APS is not responsible for acceptance or rejection of visa applications.

Letters of invitation & meeting registration

If you do not receive an email from APS about your letter of invitation, please first check your spam folder. If the email is not there, please contact APS Abstracts Help. Please include "Letter of Invitation" in the subject, along with the following information:

  • Your name as it appears on your passport
  • Your affiliation and postal mailing address
  • Your submitted abstract title

Allow three to five business days to receive your letter of invitation for a visa application.

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