How to write a sponsorship letter to sponsors

Updated February 17, 2017

Individuals who are training for athletic events as well as organisations that are preparing an event such as a charity fundraiser must ask for sponsors to fund their activities. Without sponsors, many amateur athletes and charities could not function. The most effective way to request sponsorship is to write a letter explaining who you are and what you are trying to achieve, and asking for a specific amount of money in exchange for advertising the sponsor's name.

Type your address and skip a line. Type today's date, and skip another line. Type the contact person's name, the organisation's name, and the organisation's address on separate lines. Skip one more line, and type "Dear Mr./Ms. (last name)" followed by a colon. If you do not know the name of the person in charge of sponsorships, call and inquire. Request letters that are written to individuals are much more effective and likely to gain results than request letters that are written to a general audience.

Begin the letter by introducing yourself and requesting a sponsorship. State the reason for your request. For example, "My name is Kate McCloy and I am an amateur swimmer preparing for the 2016 Olympic Games. I am writing to request that AquaStyle swim wear sponsors my training."

Explain what you need and make a precise request. Ask for a reasonable sum or amount of items and you will probably receive it. For instance, "Cats for Kids needs enough pulled pork for 800 sandwiches for our cat adoption fest on April 27. We would appreciate if Bowdoin Barbeque would donate the pork for the sandwiches."

Offer an incentive. If you are willing to include the sponsor's logo on your event T-shirts, for example, say so. Sponsors usually get some sort of mention or free promotion, so explain how you are willing to offer this.

Thank the contact person for his time and remind him of the worthiness of your cause. Provide your contact information, including your name, telephone number and an e-mail address.

Type "Sincerely," and skip three lines. Type your full name. Print the letter, and sign above your typed name.

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About the Author

Natalie Smith is a technical writing professor specializing in medical writing localization and food writing. Her work has been published in technical journals, on several prominent cooking and nutrition websites, as well as books and conference proceedings. Smith has won two international research awards for her scholarship in intercultural medical writing, and holds a PhD in technical communication and rhetoric.