Want to score some funding for your awesome event or project? Learning How To Write A Sponsorship Request Email With Sponsorship Proposal Attachment is a super important skill! Whether you’re planning a school fundraiser, a sports tournament, or a community festival, getting sponsors can help you make your vision a reality. This guide will walk you through the steps to craft a compelling email that grabs attention and gets you closer to your goal.
Crafting the Perfect Email: Key Components
Writing a great sponsorship request email involves several key elements. Let’s break them down:
First, you need a strong subject line! Think of it like the headline of a news article – it has to be catchy enough to make someone open it. Make sure your subject line is clear, concise, and mentions what you’re asking for. For example, instead of just “Sponsorship Request,” try something like “Sponsorship Opportunity: [Your Event Name] – [Date].” Next, your introduction should be warm and engaging. Briefly introduce yourself or your organization, and immediately state the purpose of your email: to request sponsorship. Make it clear what the sponsorship will support and what your goal is.
The body of your email is where you provide the details. Here, you’ll want to highlight the benefits of sponsoring your event. Explain the audience you’ll reach and how sponsors will be promoted. Consider including the following details in your email:
- A brief description of your event or project.
- Who your target audience is (age, demographics, interests).
- The specific sponsorship packages available (e.g., Gold, Silver, Bronze) and what each includes.
- The benefits for the sponsor (logo placement, mentions on social media, etc.).
- The date and location of the event or project.
Finally, include a strong call to action. Tell the recipient exactly what you want them to do: review the attached proposal, contact you with questions, and consider your sponsorship request. Be polite and express your gratitude for their time and consideration. Don’t forget to attach your sponsorship proposal! This is your detailed document that includes everything listed above in a more structured and detailed format.
Email Example: Initial Contact for a Community Event
Subject: Sponsorship Opportunity: [Community Event Name] – [Date]
Dear [Sponsor Contact Person Name],
My name is [Your Name], and I’m the [Your Title/Role] for [Your Organization/Event Name]. We’re excited to be hosting the [Community Event Name] on [Date] at [Location], and we believe it will be a fantastic opportunity for our community to come together. We are expecting over [Number] of attendees.
We’re seeking sponsors to help us make this event a success. We’re providing the attachment below which details various sponsorship packages, each designed to offer valuable exposure for your brand while supporting a great cause.
We’d be thrilled if you considered sponsoring our event. Please review the attached sponsorship proposal for more information about the available packages and benefits. If you have any questions or would like to discuss a customized sponsorship opportunity, please don’t hesitate to contact me at [Your Phone Number] or reply to this email.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title/Role]
[Your Organization/Event Name]
Email Example: Following Up After a Week
Subject: Following Up: Sponsorship Opportunity for [Event Name]
Dear [Sponsor Contact Person Name],
I hope this email finds you well.
I’m following up on my previous email from last week regarding a sponsorship opportunity for our upcoming [Event Name], which will be held on [Date]. I wanted to make sure you received the sponsorship proposal.
We are really excited about this event, and we believe it will be a great way to reach [Target Audience]. We are confident that this event can help your company gain exposure. Is there a good time for a brief phone call to discuss this further? If not, please let us know if you have any questions or would like any additional information. We are flexible and open to customizing a sponsorship package to meet your needs.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Title/Role]
[Your Organization/Event Name]
Email Example: Thank You for a Sponsorship
Subject: Thank You! – [Your Event Name] Sponsorship Confirmation
Dear [Sponsor Contact Person Name],
On behalf of [Your Organization/Event Name], I would like to extend our sincere gratitude for your generous sponsorship of the [Event Name]. We are thrilled to have you on board!
Your contribution of [Sponsorship Amount/Package] will greatly help us in [How Sponsorship will be used]. We are extremely grateful for your support.
We will be sure to provide you with all the benefits outlined in your sponsorship package, including [List a couple of key benefits, e.g., logo placement, mentions on social media]. We will also be in touch soon with details about [Next steps, e.g., providing your logo, event day information].
Thank you again for your support! We look forward to a successful event.
Sincerely,
[Your Name]
[Your Title/Role]
[Your Organization/Event Name]
Email Example: Customized Sponsorship Package
Subject: Customized Sponsorship Proposal: [Event Name] for [Sponsor Company]
Dear [Sponsor Contact Person Name],
Following up on our conversation, I’ve created a customized sponsorship package tailored specifically for [Sponsor Company] for our upcoming [Event Name] on [Date].
This package, outlined in the attached proposal, includes [Specific benefits tailored to the sponsor’s needs, e.g., exclusive branding rights, prominent logo placement, speaking opportunity]. It’s designed to help you [achieve the sponsor’s marketing goals, e.g., increase brand awareness, reach a specific demographic].
I believe this package offers excellent value and aligns perfectly with your marketing objectives. Please review the attached proposal at your convenience. I’m available for a call next week to discuss it further.
Thank you for considering this opportunity!
Sincerely,
[Your Name]
[Your Title/Role]
[Your Organization/Event Name]
Email Example: Rejecting a Sponsorship with Grace
Subject: Re: Sponsorship Request for [Your Event Name]
Dear [Your Name],
Thank you very much for your interest in supporting [Your Event Name]. We’ve reviewed your sponsorship request, and while we’re impressed with the work you do, unfortunately, due to internal budgetary constraints, we are unable to fulfill your request at this time.
We greatly appreciate you reaching out and we are honored to be considered. If you host more events next year, we will be happy to reach out again. We want to wish you success with your event.
Sincerely,
[Sponsor Contact Person Name]
[Sponsor Company]
Email Example: Requesting a Meeting or Call
Subject: Sponsorship Opportunity: [Event Name] – Meeting Request
Dear [Sponsor Contact Person Name],
I hope this email finds you well.
My name is [Your Name], and I’m the [Your Title/Role] for [Your Organization/Event Name]. We’re hosting the [Event Name] on [Date], and we are looking for sponsors!
I’ve attached a proposal outlining various sponsorship levels and associated benefits. I would love to schedule a brief meeting with you, either in person or over the phone, to discuss this further. Would you be available sometime next week? Please let me know what works best for you. If there is a time that works, I will send a calendar invite.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title/Role]
[Your Organization/Event Name]
Crafting a compelling email and proposal takes some work, but it’s definitely worth the effort. By following these tips and using the examples above as a guide, you’ll be well on your way to securing the sponsorships you need to make your event or project a success! Good luck!