In short. A Guardianship Acceptance Letter is the letter in which an adult living in Italy agrees to act as guardian for a foreign student under 18. Italian Embassies and Consulates require it for a study visa, together with a travel consent signed by both parents that names the guardian. It is usually signed before a notary and must state the guardian’s address in Italy.
Every year many non-EU students arrive in Italy to start university before turning 18. A 17-year-old cannot sign contracts, deal with healthcare or handle residence permit formalities alone. That is why, when the student is a minor, Italian diplomatic missions require a responsible adult in Italy: the guardian.
This guide explains what the Guardianship Acceptance Letter is, who can sign it, which documents Italian Embassies ask for and in what order to proceed so the visa application is not delayed.
What is a Guardianship Acceptance Letter?
It is a declaration of acceptance of guardianship: the person chosen by the parents states in writing that they accept the role of guardian of the minor student during their stay in Italy.
Official Embassy checklists use different names: acceptance guardianship statement, guardian’s acceptance letter (lettera di accettazione da parte del tutore) or assumption of responsibility for a minor. The content is the same: an adult living in Italy takes responsibility for the minor.
The guardian’s letter is never enough on its own. It must always be submitted with the parents’ travel consent, the deed in which both parents authorise the trip and name the guardian in Italy.
When is it needed?
It is needed when the student applying for a study visa is under 18 and the parents are not moving to Italy with them. The consulate asks for the guardianship documents together with the visa application, so guardianship must be arranged before the appointment.
It is not needed if the student turns 18 before applying for the visa or moves to Italy with at least one parent.
Who can act as guardian?
According to Italian Embassy checklists, the guardian must be an adult living in Italy, named in the parents’ consent. In practice it is often a relative or family friend.
- If the guardian is an Italian or EU citizen, the acceptance letter and a copy of their ID showing the signature page are required.
- If the guardian is a non-EU citizen living in Italy, a copy of their passport and residence permit is also required, and the permit must be valid at least until the student turns 18.
Some consulates add further requirements. The Consulate General of Italy in Istanbul, for example, requires the guardian to be a natural person living in the same city as the student or nearby, who declares in writing that they take responsibility for the minor until adulthood.
In any case, choose someone who is genuinely available: the guardian may be needed for housing, the doctor, the Questura and emergencies.
What must the guardian’s letter include?
Embassies usually require the letter to:
- be submitted in original;
- be signed before a notary (required, for example, by the Embassy of Italy in Ulaanbaatar);
- state the guardian’s details and residential address in Italy;
- name the minor student and declare that the guardian takes responsibility for the minor during the stay.
Which documents are required for the visa?
Each consulate has its own checklist, but for a minor student they usually include:
- the original travel consent, as a notarial deed signed by both parents (or whoever holds parental responsibility), apostilled and translated into Italian. It must give the parents’ and minor’s details, the guardian’s name in Italy and the duration;
- the guardian’s acceptance letter with a copy of their ID and, for non-EU guardians, their residence permit;
- the student’s birth certificate, apostilled and translated into Italian;
- copies of the parents’ ID documents;
- the visa application form signed by the parents;
- if only one parent holds parental responsibility, a further deed proving it, also apostilled and translated.
Some consulates also set a time limit: the Istanbul consulate only accepts a parents’ consent no older than 6 months. All documents issued by foreign authorities must be apostilled or legalised and translated: see our guide to apostille and legalisation.
What does the guardian do after arrival?
The guardian is the student’s point of contact in Italy: they help with the study residence permit application, registration with the national health service, housing and dealings with the university. Guardianship does not remove the parents’ responsibility and ends when the student turns 18.
After arrival it may also be necessary to formalise the guardianship before the Italian judicial authorities: check this in good time with the university and a qualified professional.
In what order should you proceed?
- Choose the guardian and check that they live in Italy and, if non-EU, that their permit lasts until the student turns 18.
- Prepare the parents’ consent in the home country: notarial deed, apostille or legalisation and Italian translation.
- Have the guardian sign the acceptance letter before a notary, stating their address in Italy.
- Complete university pre-enrolment on the Universitaly portal.
- Apply for the study visa with all guardianship documents.
- After arrival, apply for the study residence permit within 8 working days of entry.
What are the most common mistakes?
- Starting late: notarial deeds, apostilles and translations take weeks.
- Consent signed by one parent only when both are required.
- Guardian not named in the parents’ consent.
- Guardian’s residence permit expiring before the student turns 18.
- Guardian’s letter without an address or without a notarised signature when the consulate requires it.
- Out-of-date documents: some consulates only accept a recent consent.
Frequently asked questions
Who can sign a Guardianship Acceptance Letter?
An adult living in Italy who is named in the parents’ consent, often a relative or family friend. A non-EU guardian must hold a residence permit valid at least until the student turns 18.
Must the guardian’s letter be signed before a notary?
Many Italian Embassies require it in original, signed before a notary and stating the guardian’s address in Italy. Check the checklist of the competent consulate.
Is the guardian’s letter enough for a minor’s study visa?
No. A travel consent signed by both parents as a notarial deed, apostilled and translated into Italian, is also required, together with the birth certificate and the parents’ ID.
How long does guardianship last?
Until the student turns 18. Guardianship does not remove the parents’ parental responsibility.
Official sources
- Embassy of Italy in Ulaanbaatar — study visa/university enrolment documents 2026-2027
- Embassy of Italy in Astana — study visa/university pre-enrolment checklist
- Consulate General of Italy in Istanbul — study visa, university enrolment
- Embassy of Italy in Ottawa — visas for minors under 18
Sources consulted on 15 October 2026. Each Embassy and Consulate may require different documents and formats: always check the latest checklist of the Italian diplomatic mission competent for your country.
How can SH Immigration Specialists help?
SH Immigration Specialists helps families and students prepare study visa documents: checking requirements, parents’ consent, the guardian’s letter, translations and legalisation, pre-enrolment and the residence permit on arrival. The outcome depends on the competent authorities. For an assessment, contact us.
This content provides general information and does not constitute legal advice.
