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Embassy letters

Members of your delegation may need a visa to enter Saudi Arabia. The system prepares an official letter from the IPhO Organizing Committee, addressed to the Embassy or Consulate of the Kingdom of Saudi Arabia. It confirms that the people listed are registered members of your delegation and asks the embassy to help with their entry visas.

Who can be in a letter

Only approved participants appear in a letter, because the letter uses the passport data the reviewer has checked. A participant who is still under review or was returned is not included.

You can print:

  • a group letter with all approved members of your delegation, or
  • a single letter for one member.

Each letter is available in English and in Arabic.

  1. Open the Second Stage tile, or click Embassy letter in the green box on My country dashboard.
  2. Click Embassy letter for all approved participants.
  3. The letter opens. It lists, for each member: full name as in the passport, role (Student, Team Leader, Observer, Visitor), date of birth, nationality, passport number and the passport's issue and expiry dates.
  4. Choose the language with the switch at the top: English or العربية.
  5. Click Print letter. In the print window, choose your printer, or choose "Save as PDF" to keep a file.

Group embassy letter in English for the 8 members of Jordan's delegation

The same letter in Arabic:

The same group embassy letter in Arabic

Members left out

If some members are not approved yet, the group letter lists only the approved ones. The members left out are listed in a yellow box above the letter. Print the letter again once they are approved.

  1. Open the Second Stage tile and the tab of the person's type.
  2. On the row of an approved participant, click Embassy letter.
  3. Choose the language and click Print letter.

Single embassy letter for Yousef Al-Amin

After a change in the team

You can create a letter again at any time, for example after replacing a member. The new letter always uses the current approved data. If you removed a member, their old letter is no longer valid: do not use it.

Tip

Check the names and passport numbers on the letter before you take it to the embassy. If something is wrong, contact the organisers: approved data can only be corrected by them.