Writing a Sponsor Request Letter (with Sample)
Use this sample sponsor request letter as a template for your formal request letter.
Last updated on December 3, 2023
A sponsor request letter may be sent for several reasons. The most common is for a fundraising event, but it is also sent to a business or individual who is asked to kindly participate in sponsoring an event in return for recognition or exposure of their company.
Sending a formal letter makes the request appear more professional and gives the opportunity to state the requirements in writing to help avoid misunderstandings.
An event or conference may have one major sponsor or several different sponsors. Some of the possible benefits that the requesting party may offer are:
Sending a formal letter makes the request appear more professional and gives the opportunity to state the requirements in writing to help avoid misunderstandings.
An event or conference may have one major sponsor or several different sponsors. Some of the possible benefits that the requesting party may offer are:
- The sponsor’s name or logo in the event’s printed material and website
- The sponsor mentioned and acknowledged in the introduction
- An individual sponsor or a representative of a company may introduce the program or the main speaker
- Free booth or table space to showcase products or services
If the person has sponsored events before for the requester, they should begin the sponsor request letter by thanking them to show appreciation for their past help. The letter should also state the reason why they are asking for sponsorship again and the nature of the event.
If fundraising is the aim, they should state the purpose for which the money will be used. If the fundraising event is for a specific charity, some information about that charity should be included.
The letter should be written in proper business letter format and if the requester is writing for a company, their letterhead should be used. It should begin with an introduction of the person requesting the sponsorship and a description of their company.
If fundraising is the aim, they should state the purpose for which the money will be used. If the fundraising event is for a specific charity, some information about that charity should be included.
The letter should be written in proper business letter format and if the requester is writing for a company, their letterhead should be used. It should begin with an introduction of the person requesting the sponsorship and a description of their company.
The sponsor will want to know how much exposure they will get. The letter should state:
Some events have options for different levels of sponsorship. These options should be listed with a price and exactly what each level means in terms of benefit. This gives the sponsor the option to agree to a specific amount of money.
Some possibilities are:
The letter should include a number or email address where the sponsor can reach the requestor as well as a thank-you at the end of the letter for taking the time to consider the request. It is not a good idea to thank them in advance for their participation.
Here is a sample sponsor request letter. The sender should keep a copy of every communication to potential sponsors including what brochures were sent if any.
- If the event will be televised
- How many people will attend
- Any VIPs or important guests
- How much publicity the event will get
Some events have options for different levels of sponsorship. These options should be listed with a price and exactly what each level means in terms of benefit. This gives the sponsor the option to agree to a specific amount of money.
Some possibilities are:
- An advertising banner or board
- A public announcement about the company
- An online advertisement
- Logo placement
The letter should include a number or email address where the sponsor can reach the requestor as well as a thank-you at the end of the letter for taking the time to consider the request. It is not a good idea to thank them in advance for their participation.
Here is a sample sponsor request letter. The sender should keep a copy of every communication to potential sponsors including what brochures were sent if any.
Sponsor Request Letter for Fundraiser Sample
Requester’s Name
Requester’s Title (if appropriate)
Requester’s Address
City, State, Zip Code
DATE
Sponsor’s Name
Sponsor’s Company
Sponsor’s Address
City, State, Zip Code
Dear Sponsor’s Name,
Name of Company or Foundation is beginning to plan its annual gala to raise funds for the Save the Earth Foundation. Your sponsorship of this event for the past five years has gone a long way to support our cause and helped make this event a great success.
Each year we raise money to help increase awareness of the effects of global warming on our environment. Our plan this year is to use the funds to build a recycling plant in this community.
I would like to request your support as a sponsor again this year. As in the past, your company will be represented on all of our promotional material, media campaigns and your logo will appear on the brochure. Your company will be recognized by the guests attending the gala and everyone involved as having a serious commitment to protecting the environment.
I have enclosed a sponsorship commitment letter that details the different levels of participation from which you can choose how you would like to participate in the event and support our environmental awareness efforts.
If you have any questions, please call me at 555-123-4567 or send an email to [email protected]. I am looking forward to hearing from you. We appreciate your participation in the past and hope you continue to partner with us in this work.
Thank you for your time.
Sincerely,
Requester’s signature
Requester’s name printed
Requester’s title
List of enclosures
By Andre Bradley
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