How to Create a Letter for Sponsorship
If you are planning an event, such as a party or a high-profile outing, you should seek sponsorships as a way to help cover the costs. Sponsors can be small local businesses and large corporations. In order to woo sponsors, you must write a professional letter about your event that contains details about your request.
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Instructions
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Establish different levels of sponsorship. For instance, silver is a basic sponsorship that costs the least, gold is a middle option that has advantages over the silver, and platinum sponsors will pay the most and get the most exposure at your event.
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Address the sponsorship letter to a person at the organization, preferably a marketing employee, consultant, or even someone from the human resources department.
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Keep the letter short, to a page or less. Introduce yourself briefly. If you've met the person before, remind them of where and the topic of your conversation. If you were referred by someone else, mention that person's name and why she referred you.
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Discuss your organization or company. Tell the prospective sponsor about how long you have been in business or throwing events, your specialty, and the success of your past events.
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Discuss your upcoming event and why you believe it will be an ideal fit for this sponsor. For instance, for a community service event you could state, "Since your company has made a commitment to feeding the hungry of this city, I thought you might be interested in sponsorship opportunities for our upcoming 'Feed the Hungry' fundraiser." List the date, time and location of the event.
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Tell the representative about the next steps she should take to sign up for a sponsorship of your event at the end of the letter. For instance, you could tell her to fax you a confirmation along with the package choice. Explain to the sponsor how she can make the payment, such as online, by phone or through mail.
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Include your full name, address, email address and phone number on the letter so that the person can contact you with questions or to confirm. Print this letter on official company or organization letterhead.
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Tips & Warnings
Send the letter via express mail if possible. It shows the sponsor that you are very serious and professional. Include a form with your letter so that the potential sponsor can review the contract regarding the arrangement, sign it and send it in with a check.
Attend networking events that are frequented by business people in your community. Talk to business representatives, try to make a connection on some level (personal or business), and exchange business cards so that you have a contact to whom you can address your letter.
Provide photos, flyers or brochures from your previous events so that the prospective sponsor can get a better idea of what the event is all about.
