As receiving a sponsorship is crucial for the success of a particular event, it is important to know the correct way of writing these letters. Writing these letters casually, without paying attention to details and requirements of both yourself and the sponsor may lead to detrimental results. Ensure that your language is polite yet confident. Highlight how this event/sponsorship will benefit you and the sponsors as well. For example, if you are organizing an awareness campaign for breast cancer, you may write letters to medical organizations for their support, in exchange of which they will get an opportunity to advertise their organization, put up their banners, and invite new clients. Tax savings is an additional advantage, depending upon the nature of sponsorship.
Letter Writing Tips
These letters can be of two kinds: (i) One is when you are writing to a business organization; and (ii) The other is when you are writing to a friend or relative. In case of the former, it is best to stick to a formal tone, while with the latter, you can have a slightly personal approach. You have to begin the letter by introducing yourself and on whose behalf you are writing the letter. Tell them about the purpose of your letter and some details about the event that you need the sponsorship for. Continue the letter by requesting them to sponsor your group or cause. You also have to mention how you are going to thank the organization, for example, through activities such as, putting up banners, inviting them to the event, giving a speech, etc. The following examples will help you understand the format as well as the guidelines that you have to keep in mind while writing these letters.
Sponsorship Letter Template and Samples
You need to write this letter in a formal manner; therefore, the format is quite like that of a formal letter. Take a look at the following template to understand the way a sponsorship letter should be written and the elements it should include. This template can be used as a guideline to write the letter.
(City), (State, Zip)
Dear (Name of the person),
Here you need to introduce yourself and/or your company/organization. You may also write about the accomplishments of yourself or the organization, which may prove to be helpful in convincing the sponsor(s) about granting the funds for the cause/event.
In this paragraph, you need to request for the sponsorship, and mention the event or the reason for which you are requesting for a sponsorship.
Over here, you will need to tell your potential sponsor(s) how their company will benefit from sponsoring you, and what all you plan to do so that the sponsors get the most publicity.
Here, you are required to include basic details of the sponsorship deal, and also request that the potential sponsor fill out the necessary form and details.
Lastly, you need to thank the person/company that your letter is addressed to.
(Position in the organization)
Here are a few letter samples that you can refer to, in order to get a clear perspective regarding the necessities in writing a letter to fund your cause.
August 17, 2013
Ms. Samantha Rogers
ABC Private Limited
234, S. Marina Street
New York, SA 48294
Dear Ms. Rogers,
My name is Margaret Williams, and I am doing my Masters in Cultural Studies from the Southwest University. There is a cultural meet to be held in London by the Cultural Roots Society, and I have been selected to take part in this meet by the organization. During this one-month program, I will have the opportunity to meet students from different cultures and interact with experts in this subject.
An examination followed by an interview was held by the Cultural Roots Society, a month ago. Among the hundred students who attended this interview from my state, I was the privileged one to be selected. I see this as a lifetime opportunity where I will get an exposure to different cultures, which will surely benefit me.
This cultural meet will be held in the month of March 2014, and I would really appreciate if your organization can help me by sponsoring my tuition fees, which comes to around USD 30,000, including all other expenses. I am requesting potential sponsors to help me in my goal. After my return from the cultural meet in April, I am planning to hold a small event to thank my sponsors and share my experiences with them.
A contribution form has been enclosed along with the letter. If you want more information, you are free to contact me at my residence on 856-453-239. Your sponsorship and support would help me in my attempt. Thank you for your support in advance.
August 17, 2013
Ms. Sally Brown
XYZ Private Limited
234, South Street
New York, SA 48294
Dear Ms. Brown,
It is with great pleasure that I offer your organization a great opportunity to become a valuable sponsor of the “Corporate Championship”, which will be held in February 2014. We have been organizing this championship for the last three years in our city.
Most of the corporate firms are the members of this program, and every organization has contributed its financial assistance to the success of the Corporate Championship. This event has helped to create a friendly atmosphere among all the organizations, and the employers are now helping each other in times of crisis.
We are happy to see that you have had a continuous participation in this program for the past two years. We truly believe that you will provide your valuable support to this program this year as well. As a valuable sponsor, your company banner will be showcased during the event. You can also suggest your company logo for the advertisement of this program.
The details of the total amount necessary for the program and contribution expected from each company are given in the enclosed document. We appreciate you considering our proposal for sponsorship. Please feel free to call us for more information about the program.
August 17, 2013
Mr. Noah Hamilton
ABCD Medical Institution
234, North Street
New York, SA 48294
Dear Mr. Hamilton,
Our NGO―Believers in Miracles―is organizing a campaign for breast cancer awareness on November 25, 2013. We are a small organization with great hopes to make our world free from cancer.
This campaign is designed to promote awareness among the people of this city. We wish to invite guest speakers from esteemed medical institutions in the country and also publish around 25,000 booklets consisting of the current statistics on breast cancer, and also explaining how it can be prevented.
We request you to come forward and contribute not only in terms of monetary funds, but also by helping us publish the awareness booklets. We would be grateful if you sponsor us in this noble cause. It would be an honor to be associated with a reputed Cancer Research Institution, such as ABCD.
A contribution form has been enclosed along with the letter. If you want more information, you are free to contact me on 856-453-239. Your sponsorship and support would help us immensely in our noble attempt. Thank you for your support in advance.
Manager, Believers in Miracles
* A contribution form is enclosed in these letters, which enables the sponsor(s) to fill in their details (name, address, contact details), and gives necessary details to the sponsor(s) regarding the acceptable denominations of the amount contributed, the name in whose favor the check or DD needs to be drafted, the mailing address, Tax ID, and so on.
Once you have written the letter, proofread for spelling and grammatical errors, and type it out thereafter. You can either post the letter, or send it through an e-mail. Whether you are writing the sponsorship letter to a business organization or to one of your relatives, make sure that the tone you use for writing is gracious and polite. All the best.