Sponsorship request letters are often written to invite organizations to contribute their financial support to an initiative that you are passionate aobut. Many kinds of activities by groups or individuals can benefit from business sponsorship, such as programming by nonprofits, new initiatives, individual scholarship or other personal missions, fundraising campaigns, talent and fashion shows, team sports, study abroad and other educational events, special functions, competitions, and much more. You might raise funds for the event itself or use the event as a part of a larger fundraising campaign.
7 steps to writing a successful sponsorship request letter
1. Identify sponsors that are interested in your cause. Resist sending letters to randomly chosen companies. Instead research corporations that have given prior support to events and initiatives like yours. Uncover support guidelines from company websites. Companies reply favorable to initiatives that align with their corporate mission.
2. Tell the company how their support will be publicized. Will they be invited to the event? Specify what you would like the company to supply and how much it will cost. For example, a company could provide their logo and company name for t-shirts, plaques, banners, gifts, brochures, and press releases. For each item and size, a company would be charged a specific amount of money. Create a variety of sponsorship levels and opportunities, from tables at events to prominent advertising to free tickets. Alternatively, companies could provide products for silent auctions or raffles. Ensure that incentives are appropriately tied to sponsorship levels.
3. Provide a lot of detail about you and/or your organization and the goal of the event. Describe the purpose of the event. Include information such as who will participate, how many will attend, and how it will be publicized. Give information about what you or your organization has accomplished in previous years. Companies like to have as much information as they can about your cause as well as how they can reach their target audience through your event. Sponsorship is all about give and take. Ask yourself what does each side get out of this partnership?
4. Prepare a sponsorship form that can be completed by company employees. The form should include all the options for various levels of financial sponsorship in the form of checkboxes. Leave space for the company contact to add her or his name and contact information. Provide a stamped and addressed return envelope. Make it as easy as possible for a company to support your cause.
5. Before sending your sponsorship request letter, discover who is the correct contact person. After mailing the letter, place a follow-up call to the person until you receive a final answer. Companies often wait for your phone call to directly ask for support.
6. Prepare your letter in a professional manner. Use a computer and spell check your document. Print the request letter. You could also consider adding a personal touch by handwriting the letter neatly on decorative stationery or adding a personal note to a printed letter.
7. Add additional support materials to your letter to help the company make a favorable decision. Include information to demonstrate your organization’s trustworthiness, community support, effectiveness and so forth. This could include a list of your other donors, brochures, annual reports, 501(c)3 (nonprofit) documentation, reference letters, newspaper articles, or a simple description of you, your organization and your activities.
What Makes a Successful Sponsorship Request Letter?
In summary, writing a successful sponsorship request letter is a very achievable goal. It requires careful attention to each of the seven critical steps described above.. You must carry out thorough research of the target sponsor. Introduce your cause and provide a lot of details. Offer a variety of sponsorship incentives connected with levels of support. Clearly identify what the company will receive in return for their sponsorship. Support your letter with enough additional materials to help the company make a favorable decision. Most of all, do not forget to follow up and call your contact person at the company after you’ve sent the letter. If you’ve done your homework as outlined above, your odds of getting financial sponsorship of your special event are very good.