A sponsorship letter may need to be written when your non-profit organization, church or school is in need of either products or money. For example, if you run a home for battered or abused women and children, you may be in need of winter coats or money. A little-league team may need money for new uniforms; there are many instances in which a sponsorship letter may be necessary.
If this seems like an intimidating task, it is relatively easy. Here are a few tips to help you write an effective sponsorship letter.
1. Research first. Before you just randomly select companies or organizations to send your letter to, find those that you feel would be a good match for your group or organization. Once you have found a few that appear to be a suitable match, put forth your best effort to find the name of the person who would be responsible for approving donations. Otherwise, you will not have much luck.
2. Use letterhead. If you have it, use company letterhead stationery to write your sponsorship letter. It looks professional, and will make a better impression on the recipient.
3. Write your letter and proofread. Write your sponsorship letter according to the sample outlined below, then proofread for spelling and grammar errors. Make any necessary changes before sending your letter out.
Sample sponsorship letter
Company or organization letterhead
City, State, Zip
Re: Sponsorship opportunity (name of your organization)
Dear (Mr./Mrs./Miss/Ms.) followed by last name,
Introduce yourself in the first sentence, explain who you are and the organization you are with. In a brief sentence, describe your organization with details including where you are based, how many years, etc.
In the main body of your sponsorship letter, offer details such as how long your group or organization has been formed, accomplishments or achievements, membership growth, awards and other notable successes. Describe your organizations connection to the local community or surrounding communities.
Also explain the expenses involved in running the organization, and how you rely solely on fundraising events and donations from companies, individuals and organizations to sustain your group.
Explain how the donation of products/money will go to use in your organization, the specific reason for your request. Also go on to explain how those companies that donate the most would receive recognition at the event or in the media.
Inform the recipient that there is a sponsorship form enclosed, and express your sincere thanks for their time and consideration. Remember to include a fax number or address so that the sponsorship form can be returned to you.
Sign your letter by hand above your typed signature. Always use simple fonts that are easy to read, and leave plenty of white space around the border of your letter for a professional, clean look. Writing a sponsorship letter may seem intimidating, but by following the guidelines above it will be much simpler.