How to Write a Sponsor Invitation Letter

If you want someone to sponsor an event or work you’re doing, you should write an open letter asking for sponsorship. Your letter must not only convince the sponsor that your work is worth the contribution, but also clearly state the benefits that the sponsor will receive. A well-reasoned grant letter is the deciding factor in whether you can apply for a grant or be completely ignored.

Table of Contents

Prepare to Apply for Sponsorship

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Clearly define the goal. What specifically do you hope to receive with your grant letter? What do you want to show? What do you need to fund and why is it important? Before writing a grant letter, you need to know the answers to the above questions.

The sponsorship letter should be clear and to the point. An open letter that isn’t clear or you don’t know what you need or why won’t produce good results.
Understand why you must achieve the goal. A grant letter will have a better chance of success if it carries a certain meaning. Convince donors why it’s worth their money or time. For example, you could tell them a story about how this event could help an individual or a community. ^{[1] X Research Source}

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Make a list of sponsors. Which of them will be able to support your event? Maybe a certain business owner will help you for a personal reason. Or maybe there is a non-profit organization that has supported similar activities. Who sponsored such events? You need to research thoroughly.

Remember to include individuals or businesses with a personal connection to you or your co-workers. Never underestimate personal relationships. ^{[2] X Research Source}
Don’t ignore small businesses. Chances are they will also be happy to help. Remember to emphasize the location where you will be holding the event. Local businesses often want to maintain relationships with people there because this brings them a lot of benefits.
If you’re working in a team, divide up the list of sponsors equally for each team member to be responsible for contacting them.

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Be sure of what you want. There are many different ways of funding. Before you write a letter, you need to be sure of what you want.

Cash or gift support is possible. Gift support means that the business will donate products, gadgets or sometimes provide services that can be used at the event instead of cash.
Maybe you’re willing to accept help with people instead of products. Whatever your goal is, you need to make it clear what you want.

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Definitely about what you recommend. Often the grant letter will allow the recipient to choose between different levels of funding. This makes it possible for small businesses that do not have as much budget as large businesses to participate.

Decide on funding levels. You should clearly outline the different benefits that can be achieved for each level of funding. Those who give more should receive more in return.
Banner ads, public announcements of company or sponsor information, company logos appearing on websites or in advertising are just a few examples of the benefits you can offer.

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Specify the name of the person who will receive the letter. Don’t generalize recipients like “To those interested”. That seems a bit superficial.

Usually the person you need to send will be the head of human resources or the executive director. You should call the company directly or look on the website to find out who is in charge of sponsorship. Don’t guess! Sponsorship letters need to be sent to the right people to get good results. Be sure to know how to write the correct name and title of the person to be sent. ^{[3] X Research Sources}
You should also find out if the company or organization has a charity policy so you don’t have to waste your time and can relate your request to theirs. ^{[4] X Research Sources}

Understanding Structure

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Take a look at a few sample sponsorship letter samples. You can easily find a lot of sponsorship letter templates online. Some of them require a fee, but most are free. You should read sample letters with appropriate form and content. ^{[5] X Research Sources}

However, do not duplicate a sample letter exactly. You need to modify your letter to be less rigid and more personal. ^{[6] X Research Sources}
For example, if you know the CEO of that company has some personal connection to your goal. You can personalize your letter for that person. You should know the company or person you are applying for and tailor your letter to fit each person.

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Choose an appropriate expression. This will depend on who the recipient is. However, you should always be professional and not use overly colloquial expressions.

Write your letter in pre-printed text with your organization’s logo and name. This will make your request letter look more professional. If you’re sponsoring yourself, you can still create your own professional letterhead with your name printed on it.
If you are writing to a business or another organization, be as formal as possible. If you’re writing to a family member or friend, you can use a more informal tone, but still don’t be too colloquial because it shows you’re being disrespectful to the recipient. So writing email messages with informal style often does not bring the expected results in either case. ^{[7] X Research Sources}

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Use the standard business letter template . A typical grant letter often uses the same format as business letters. You should use the right template if you don’t want your letter to look unprofessional.

Start the letter with the date followed by the sponsor’s name and address.
Then space it out one line and begin the greeting with: Dear (recipient’s name) followed by a comma.
Please write very succinctly. Ideally, the grant letter should be about one page long. People often don’t have enough time to read more. Most donors will only spend about “a minute” on your letter. So you must not only write very succinctly, but the content must also be clear and concise. ^{[8] X Research Sources}
Please send a letter by post. Using email to apply for funding often makes them feel like you don’t really care much about it.

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End the letter with a thank you note. At the end of the letter, you should thank the recipient for their interest. Be sure to space it out one line and leave just enough space for you to sign.

End the letter with a professional conclusion, such as: Sincerely, followed by your name, title, and handwritten signature.
Please attach the required documents. You may want to include your pre-printed flyers with your sponsorship letter to provide clarity about your event or company. This will help increase credibility and make the business feel more comfortable supporting you.
Likewise, if your organization is in the news, you can include the newspaper as proof of what you’ve done.

Complete Content

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The opening part needs to be well prepared. At the beginning of your letter, you should introduce yourself, your company or your event in a very specific way. Don’t go around. Recipients need to get it right from the start.

Don’t assume that they know who you are or what your organization does. Please explain everything clearly. Start with information about the company (if it’s an open letter) or personal information (if it’s a grant letter to yourself). For example, the ABC organization is a non-profit organization whose purpose… etc
Highlighting a few accomplishments will demonstrate that funding your work doesn’t carry any risks. Be very clear and specific about how you will use the money.
In the second or first paragraph, you need to directly state your request and explain why you need it.

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Outline the benefits. To sponsor you, a company or an individual needs to see the benefits they will get from doing so. So in the middle of the letter, state the benefits to benefactors.

For example, if the sponsor will receive public attention through the event, explain in detail and: Will the event be filmed on television? How many people will attend? Are there VIPS guests? If other reputable companies or their competitors will sponsor your event, mention it.
Let sponsors choose. They will be pleased if there are different options to suit their needs and budget.

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Convince them with solid evidence. For example, some specific metrics about the number of visitors or statistics about the number of people they can reach.

And let’s not forget the factors that can spark their empathy – for example, give a story about an individual who would get help if it could be said very succinctly (in a sentence or two) that would help. very emotional.
Explain how you can make your sponsor known through their sponsorship. Maybe they will have a free space for a booth at your event worth the same amount of sponsorship. ^{[9] X Research Source}
Provide the necessary information in the sponsorship agreement that they need to decide. Don’t forget to include contact information. You can also include your own address and pre-stamped envelope so they can respond more conveniently. Don’t forget to include the date you need to receive an answer.
Ask sponsors how they would like to be promoted. For example, how will their name or business appear or do they want to be known? Make some suggestions, but don’t take them for granted. Ask!

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Provide basic information about your event. You should provide them with specific information that will benefit your organization or individual.

For example, if you are writing a donation letter to a charity, you should explain the basic information about the charity, such as when it was founded, who is the head of it, what it serves. Who is the service for and the awards and commendations that the fund has received.
Prove it, not just words. Don’t just tell them that your organization or event is good and worth considering. Convince them through concrete evidence that proves how good your organization or event is and why. Often, concrete evidence is always more persuasive. ^{[10] X Research Source}

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Come to the place. Just sending a letter to is not the best way to develop a connection. While an open letter of sponsorship is also a good idea, going in person is still a smarter approach.

You can call or come directly to the place if you do not receive any response within 10 days. Keep in mind, though, that corporate executives are extremely busy all the time, and that can be frustrating. So you should make an appointment or call ahead.
Make sure you communicate your expectations for your project. Avoid mentioning negative things. Don’t make them think you’re begging or trying to get them involved in a risky affair.
If the answer is “Maybe”, don’t be afraid to try again. Just don’t go bothering them right away or too much, it will make them feel uncomfortable.
Never be overconfident. Don’t assume that they will schedule an appointment or sponsor you. Thank them for their consideration. ^{[11] X Research Source}
Don’t forget to thank them if you get a sponsorship.

Advice

Don’t order. Ask politely.
Look for a primary contact instead of a secretary or a third party.
Unless your handwriting is very good, type it. This will look more professional.
Please print the letter on high quality paper
Businesses often receive a lot of sponsorship letters for different events so make sure you give them reasons why the company is the most suitable sponsor for the event. your case.
Include a sponsorship form for the business to fill out.

Steps

Prepare to Apply for Sponsorship

Understanding Structure

Complete Content

Advice

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