Knowing How To Write A Sponsorship Request Email With Sponsorship Proposal Attachment is a super important skill. Whether you’re trying to fund a school club, a sports team, or a community event, getting sponsors can make a huge difference. This guide will walk you through everything you need to know to craft a compelling email that grabs attention and gets you the support you need. We’ll cover how to structure the email, what to include in your proposal, and even give you some example emails you can customize.
Crafting Your Sponsorship Request: The Email Basics
Before diving into the email itself, remember that your email is the first impression. It’s like the cover of a book – it needs to be engaging! Here’s how to make your email shine:
- Subject Line: Keep it clear and concise. Think something like "Sponsorship Opportunity for [Your Event/Organization Name]" or "Partner with [Your Organization]: Sponsorship Proposal Enclosed".
- Personalize: Don’t just blast out the same email to everyone. Research the company and tailor your message to show you understand their brand and values.
- Keep it Brief: No one wants to read a novel. Get to the point quickly and provide the key information.
- Call to Action: Tell them exactly what you want them to do (e.g., "Please review the attached proposal" or "We’d love to schedule a call to discuss further").
Making your email personalized and easy to read increases your chances of success. Now, here’s what you should include:
- Briefly introduce yourself and your organization. State the purpose of your email and what you’re asking for.
- Event/Organization Overview: Highlight the event or organization. What is it? Who will be there? Why is it important?
- Benefits of Sponsorship: Explain what the sponsor gets in return (e.g., logo placement, mentions on social media, speaking opportunities, etc.). This is the "what’s in it for them" section.
- Attachment: Mention the attached sponsorship proposal, which contains more detailed information.
- Call to Action: Encourage them to take action. Provide your contact information.
Example Email/Letter for Initial Contact
Email Example: Initial Contact and Introduction
Subject: Sponsorship Opportunity for the [Your Organization/Event Name] – Partner with Us!
Dear [Name of Contact Person],
My name is [Your Name], and I’m reaching out from [Your Organization/Event Name]. We’re a [briefly describe your organization or event – e.g., student-led robotics team, community music festival, charity run].
We are writing to you today to explore the opportunity to partner with [Company Name] as a sponsor for our upcoming [Event Name] on [Date].
[Event Name] will be held at [Location] and expects to attract over [Number] attendees. We are expecting to showcase [briefly describe what the event will entail].
We believe that partnering with us will provide [Company Name] with valuable exposure within the [Target Audience]. We have prepared a detailed sponsorship proposal outlining various sponsorship levels and benefits, including logo placement on promotional materials, mentions on social media, and more. You can find the proposal attached to this email.
Would you be available for a brief call sometime next week to discuss this opportunity further?
Thank you for your time and consideration. We look forward to hearing from you.
Sincerely,
[Your Name]
[Your Title/Position]
[Your Contact Information]
Email Example: Following Up on a Previous Conversation
Subject: Following Up: Sponsorship Opportunity for the [Your Organization/Event Name]
Dear [Name of Contact Person],
I hope this email finds you well. I’m following up on our previous conversation regarding a sponsorship for the [Your Organization/Event Name].
As we discussed, the event is expected to be [briefly describe the event again]. We believe it offers a great opportunity for [Company Name] to reach the [Target Audience] audience.
Have you had a chance to review the attached sponsorship proposal? I’m happy to answer any questions you might have or provide additional information.
Would you be available for a quick call next week to discuss this further?
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title/Position]
[Your Contact Information]
Email Example: If They Requested More Information
Subject: Re: Sponsorship Opportunity for the [Your Organization/Event Name] – Additional Information
Dear [Name of Contact Person],
Thank you for your interest in sponsoring the [Your Organization/Event Name]. I’m happy to provide you with more information as requested.
[Provide the additional information they asked for. This might include a more detailed breakdown of attendee demographics, event schedule, or specific examples of past successful sponsorships.]
I’ve also attached an updated sponsorship proposal that reflects the information we discussed.
Please let me know if you have any further questions. We are excited to see if we can work together.
Sincerely,
[Your Name]
[Your Title/Position]
[Your Contact Information]
Email Example: Thank You for Sponsorship
Subject: Thank You for Supporting [Your Organization/Event Name]!
Dear [Name of Contact Person],
On behalf of the entire team at [Your Organization/Event Name], I would like to extend a sincere thank you for your generous sponsorship. We are so grateful for your support, which will help us achieve [mention the specific goals that the sponsorship will help achieve, e.g., provide new equipment for the team, create a memorable experience for event attendees, etc.].
We’re excited about the opportunity to work with [Company Name]. We will be sure to fulfill the sponsorship benefits we outlined in the agreement, which include [list a few key benefits, e.g., logo placement on our website, recognition at the event, etc.].
Thank you again for your belief in [Your Organization/Event Name]. We’re confident that this partnership will be mutually beneficial.
Sincerely,
[Your Name]
[Your Title/Position]
[Your Contact Information]
Email Example: Offering a Sponsorship Package
Subject: Sponsorship Opportunities for [Your Organization/Event Name]
Dear [Name of Contact Person],
My name is [Your Name], and I’m writing from [Your Organization/Event Name], we are hosting the [Event Name] on [Date] at [Location]. [Event Name] is expected to attract [number] attendees, and we’re looking for partners like you to help make it a success.
We’ve put together a variety of sponsorship packages to fit different budgets and goals. Each package offers unique benefits, including:
- Logo placement on event materials
- Social media mentions and promotion
- Exhibitor space at the event
We’ve attached a sponsorship proposal with detailed information on each package. We believe [Company Name]’s values align well with our organization and we’d love to partner with you!
Please take a look at the proposal and let me know if you’re interested in learning more. We are looking to partner with [mention any similar company]
Sincerely,
[Your Name]
[Your Title/Position]
[Your Contact Information]
Email Example: If You Received a Decline
Subject: Re: Sponsorship Opportunity for the [Your Organization/Event Name]
Dear [Name of Contact Person],
Thank you for getting back to me, and I understand that you are unable to sponsor our event at this time. We appreciate you taking the time to review our proposal.
We wish you and [Company Name] the best. Should circumstances change, and you are interested in working with us in the future, please do not hesitate to reach out. We would love to discuss ways we can partner together.
Thanks again for your time and consideration.
Sincerely,
[Your Name]
[Your Title/Position]
[Your Contact Information]
Knowing how to write a sponsorship request email with a sponsorship proposal attachment can make a huge difference in getting the support you need. Following these tips and using the example emails as a starting point will help you create a professional and effective email. Remember to always tailor your message to each potential sponsor, and be sure to clearly outline the benefits for them. Good luck, and happy fundraising!