Documents Needed from Droplet (Company Sponsor)

Send this list to my Droplet contact so they can prepare everything in advance.

1. Business Invitation Letter

Format: Official Droplet letterhead, signed by authorized representative (Director, HR, or contracted manager).

Required content:

• My full name (as on passport): [Gilbert's full legal name]
• My passport number: [fill in]
• My nationality: Filipino
• My position / role / company: [Gilbert's company / agency / contractor]
• Purpose of visit: Site visit to Droplet's Netherlands office and production facility — to observe operations, production processes, and order fulfillment workflows as part of contracted services.
• Exact dates: From [start] to [end]
• Confirmation that Droplet is covering: flights, accommodation, daily expenses, visa fees, travel insurance (specify which apply)
• Droplet's full Netherlands address
• Name + contact info of host at Droplet (phone, email)
• Date the letter was signed

2. KvK Extract (Chamber of Commerce)

• Recent (within 3 months) KvK uittreksel proving Droplet is a registered Dutch business
• Available via kvk.nl — Droplet's admin/finance team can pull this in minutes

3. Contract / Agreement Copy

• Copy of the contract that includes the site visit clause
• Highlight or attach a note pointing to the relevant section

4. Letter of Financial Guarantee (if applicable)

• If Droplet is covering all costs, a separate Letter of Guarantee confirming financial responsibility for the full duration of stay
• Standard form available from IND (Dutch Immigration) — Droplet's HR/legal can provide

5. Orange Carpet Facility Confirmation (if applicable)

• If Droplet is registered with the Netherlands Embassy in Manila under the Orange Carpet Facility Program, ask for written confirmation of their registration number — this unlocks expedited processing

6. Travel Medical Insurance — Coverage or Reimbursement

Schengen requires travel medical insurance with minimum €30,000 coverage including medical repatriation. This is a hard visa requirement, not optional. Two normal ways companies handle it:

• Option A (preferred): Droplet has a corporate travel insurance policy that extends to sponsored business travelers. Ask them to send the certificate so I can attach it to the visa application.
• Option B (also normal): I purchase a single-trip Schengen-compliant policy here (~₱1,500–₱3,000 from AXA / Pacific Cross / Standard / Malayan / MAPFRE) and submit the receipt for reimbursement after the trip.
• Either way: Ask Droplet to mention "travel medical insurance arranged" in the cost-coverage statement of the invitation letter — strengthens the visa file regardless of who pays.

See 01-visa/travel-insurance.md for the policy requirements and PH provider list.

Email Template to Send Droplet

Subject: Documents needed for my Schengen Business Visa — Netherlands site visit

Hi [name],

Following up on the contracted site visit to the Netherlands office.
For my Schengen Business Visa application at VFS Manila, I'll need
the following from Droplet:

1. Business invitation letter on Droplet letterhead (template details below)
2. KvK extract (Chamber of Commerce registration, dated within 3 months)
3. Copy of our contract showing the visit clause
4. Letter of Financial Guarantee — if Droplet is covering costs
5. Confirmation if Droplet is registered under the Orange Carpet
   Facility Program with the Netherlands Embassy in Manila (this enables
   expedited processing at VFS)
6. Travel medical insurance — does Droplet have a corporate policy that
   would cover this trip? Schengen requires €30,000 minimum medical
   coverage. If no corporate policy exists, I'll purchase a Schengen-
   compliant single-trip policy here (~₱3,000) and submit the receipt
   for reimbursement. Either way, please mention "travel medical
   insurance arranged" in the cost-coverage statement.

For the invitation letter, please include:
- My full passport name: [name]
- Passport number: [number]
- Position: [role]
- Purpose: site visit to observe production and operations
- Exact dates: [start] to [end]
- Costs Droplet will cover (flights / hotel / daily / insurance / visa fees)
- Droplet's NL address and host contact details

Visa applications can be submitted up to 6 months ahead and require
a minimum of 15 days processing — ideally I'd like to apply 45+ days
before the trip. Could we firm up the dates this week?

Thanks!
Gilbert

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