So, you’re organizing an awesome event, a cool project, or maybe even a charity drive, and you need some help. Getting a sponsor can be a game-changer! But first, you need to know how to write a sponsorship request email with a sponsorship proposal attachment. This guide will walk you through everything you need to know to craft a winning request that gets you the support you need.
Crafting the Perfect Sponsorship Request
When sending a sponsorship request email, you’re basically making a sales pitch. You want to convince someone to invest in your idea. Think of it like this: you’re offering them a chance to be part of something great, and in return, they get some awesome benefits. Your email and the attached proposal are the tools you’ll use to do this.
Here’s a breakdown of how to make sure your email and proposal shine:
- Keep it short and sweet: Sponsors are busy people. Get to the point quickly.
- Personalize your email: Do some research! Addressing the person by name and mentioning something specific about their company shows you care.
- Clearly state your ask: Don’t be shy! Tell them exactly what you’re looking for (money, in-kind donations, etc.).
- Make it easy to say yes: Attach a well-organized sponsorship proposal that details the event, benefits, and sponsorship levels.
Writing a compelling email and attaching a detailed proposal is crucial because it increases your chances of getting a positive response. Also, it helps the sponsor see the value they’ll get from supporting you. Here’s how to get it all together:
- Subject Line: Make it clear and attention-grabbing. Something like "Sponsorship Opportunity: [Your Event Name]" or "Partner with Us: [Your Project Name]" works well.
- Greeting: Use a professional greeting, like "Dear [Contact Person’s Name],"
- Briefly introduce yourself or your organization and state the purpose of your email.
- Body: Explain your project/event, why it’s valuable, and what you’re looking for from a sponsor.
- Call to Action: Tell them how to get involved and when you need their response.
- Closing: Thank them for their time and consideration.
- Attachment: Include your sponsorship proposal as a PDF.
Email Example: Reaching Out to a Local Business
Subject: Sponsorship Opportunity: [Your Event Name] – Supporting Our Community
Dear Mr./Ms. [Contact Person’s Last Name],
My name is [Your Name], and I’m the [Your Title] at [Your Organization]. We’re thrilled to be organizing the [Your Event Name] on [Date] at [Location]. This event aims to [Briefly describe the event’s purpose, e.g., “raise money for local animal shelters,” “celebrate local art and culture,” or “connect young entrepreneurs”].
We are reaching out to local businesses like [Business Name] because we admire your commitment to the [mention something specific about the business’s community involvement]. We believe that sponsoring our event is a fantastic opportunity to increase visibility and make a difference in the community.
We’ve attached a sponsorship proposal that details the event and sponsorship levels. Your support would help us reach [Number] attendees and achieve our goal of [Event Goal, e.g., “raising $5,000 for animal shelters” or “showcasing the work of 50 local artists”].
Would you be available for a brief call next week to discuss this further? Please let me know your availability.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Your Phone Number]
[Your Email Address]
Email Example: Requesting Sponsorship for a School Fundraiser
Subject: Sponsorship Opportunity: [School Name]’s Annual [Fundraiser Name]
Dear [Contact Person Name or Title],
My name is [Your Name], and I am writing to you on behalf of [School Name]. We are excited to announce our annual [Fundraiser Name] on [Date] at [Location]. This year, we aim to raise [Amount] to support [Specific School Need, e.g., “upgrade our library” or “fund new sports equipment”].
We believe that supporting [School Name] is a great way to invest in the future of our community. The [Fundraiser Name] is a wonderful opportunity to connect with families and students while showing support for education.
We have included a sponsorship proposal outlining various sponsorship levels and associated benefits. We would be thrilled to discuss how [Company Name] could be involved.
Please review the attached proposal at your convenience, and feel free to contact me with any questions.
Thank you for considering this opportunity.
Sincerely,
[Your Name]
[Your Title/Position]
[Your Contact Information]
Email Example: Following Up on a Previous Contact
Subject: Following Up: Sponsorship Opportunity for [Event Name]
Dear [Contact Person’s Name],
I hope this email finds you well.
I’m writing to follow up on my previous email regarding a sponsorship opportunity for our [Event Name], taking place on [Date]. We’re organizing this event to [Briefly restate the event’s purpose and goals].
I understand you’re busy, but I wanted to reiterate how valuable [Company Name]’s involvement would be. Our attendees align perfectly with your target audience, and sponsoring the event provides great visibility for [Company Name].
I’ve reattached the sponsorship proposal for your convenience. Please let me know if you have any questions or would like to discuss this further.
Thank you for your time.
Best regards,
[Your Name]
[Your Title]
[Your Organization]
[Your Phone Number]
[Your Email Address]
Email Example: Targeting a Company with a Specific Interest
Subject: Partnership Opportunity: Aligning with [Company Name] at [Event Name]
Dear [Contact Person’s Name],
My name is [Your Name], and I’m the [Your Title] at [Your Organization]. We are excited to be hosting [Event Name] on [Date] at [Location]. This event is geared towards [Target audience and their interests, e.g., “young professionals interested in technology,” “families with young children,” or “art enthusiasts”].
We’ve been following [Company Name]’s work in [mention area of interest relevant to the event, e.g., “sustainable practices,” “community engagement,” or “youth education”] and are impressed with your commitment to [Company’s values or mission]. Given your company’s focus, we believe that a partnership at [Event Name] would be a perfect fit.
The attached sponsorship proposal outlines several ways [Company Name] can get involved, including [mention a few specific benefits that align with their interests, e.g., “branding opportunities with our youth audience” or “placement in the eco-friendly zone”].
Would you be interested in a brief discussion to explore how [Company Name] can participate in [Event Name]? Please let me know your availability.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Your Phone Number]
[Your Email Address]
Email Example: Offering Different Sponsorship Levels
Subject: Sponsorship Opportunities: Join Us at the [Event Name]!
Dear [Contact Person’s Name],
I hope this email finds you well.
My name is [Your Name], and I’m the [Your Title] at [Your Organization]. We’re organizing the [Event Name] on [Date], an exciting event that [Briefly describe the event and its purpose].
We are seeking sponsors to help us create a memorable and impactful event. We’ve developed a variety of sponsorship packages to suit different budgets and marketing goals.
Attached you will find a detailed sponsorship proposal outlining the different levels of involvement, including [mention some of the levels, e.g., “Platinum,” “Gold,” and “Silver”] and the benefits associated with each.
We are flexible and open to discussing custom sponsorship options as well. Please feel free to reach out with any questions.
We look forward to hearing from you!
Best regards,
[Your Name]
[Your Title]
[Your Organization]
[Your Phone Number]
[Your Email Address]
Email Example: Thank You Letter (After a Sponsorship is Secured)
Subject: Thank You! Welcome Aboard, [Company Name]!
Dear [Contact Person’s Name],
On behalf of [Your Organization] and the entire [Event Name] team, I want to extend a huge thank you for your generous sponsorship of our event!
We are thrilled to have [Company Name] on board as a sponsor, and we can’t wait to work with you to make this event a success. Your support will help us [Explain what the sponsorship will achieve, e.g., “provide better resources,” “bring in more attendees,” or “offer more activities”].
We will be in touch soon with further details regarding the event and how we will be showcasing your company. In the meantime, please don’t hesitate to reach out if you have any questions.
Thank you again for your investment in our mission. We are extremely grateful!
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Your Phone Number]
[Your Email Address]
Email Example: Asking for In-Kind Sponsorship
Subject: Sponsorship Opportunity: [Event Name] – Request for [Specific In-Kind Donation]
Dear [Contact Person’s Name],
My name is [Your Name], and I’m the [Your Title] at [Your Organization]. We’re organizing the [Event Name] on [Date] at [Location], and we’re looking for partners to help make it a success.
We’re particularly hoping to secure [Specific In-Kind Donation, e.g., “catering for our volunteers,” “printing services for our marketing materials,” or “gift certificates for our raffle”]. We know that [Company Name] offers excellent [the service or product], and we would be incredibly grateful for your support.
In exchange for your generous donation, we would be happy to offer [Mention benefits, e.g., “prominent logo placement on our website,” “a booth at the event,” or “social media mentions”]. The attached sponsorship proposal details the benefits in full.
Would you be open to contributing [Specific In-Kind Donation]? Please feel free to contact me with any questions.
Thank you for considering this opportunity.
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
[Your Phone Number]
[Your Email Address]
Conclusion
Writing a good sponsorship request email might seem like a lot of work, but it’s totally doable! By following these tips and using the examples, you’ll be well on your way to getting the funding and support you need. Remember to be clear, polite, and show your enthusiasm for your project. Good luck with your requests!