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Sponsorship Request Cover Letter Template

Writing a Sponsorship Request Letter (with Samples)
Use these sample sponsorship request letters as templates for your formal notification.

There are several reasons for sending a sponsorship request letter. Requesting participation in a fundraising event is the most common reason, but it can also be sent by a business that wants a sponsor for an event or by a student requesting help from a wealthy person for college tuition.

​A formal letter gives the person requesting an opportunity to make a professional request and state all the details and requirements in writing to avoid misunderstandings. It’s also important to clearly state that the sponsorship will be beneficial for the sponsor as well as the company or institution requesting. 

Corporate Event Sponsorship

It is recommended to find sponsors that have an invested interest in the event. For example, if the event is for elementary school teachers, the organizers may find sponsors among companies that sell school supplies or teaching aids. 

If the letter is from a business executive, he or she may offer benefits to the sponsor such as:

• The name of the sponsor and logo on promotional material and on the event website
• The sponsor may be acknowledged by the introductory speaker
• A representative of the sponsor may be invited to participate in the ceremony
• If applicable, the sponsor can be given a free booth or place for advertisements



If the letter is addressed to a company that has previously sponsored an event for the person requesting, the letter should start with an expression of gratitude and appreciation for their past help. It should also mention why they are asking again for sponsorship and give the details of the event. The sponsor may also be offered several levels of participation. The more support they give, the more exposure they’ll get. For example, a mention of the sponsor from someone speaking on the dais would require more sponsorship than placement of the company’s logo on the brochure.
The amount and kind of exposure the sponsor will get should be clearly stated. It should mention:

• The number of attendees
• The names of VIPs
• The expected publicity
• Income tax advantages if for a charitable institution

Fundraising

A sponsorship request letter that is sent for fundraising purposes needs to mention the name of the specific charity and give some information about what the charity does and how the requested money will be used. 

Personal Sponsors

A letter to an individual from a student who is requesting sponsorship for his or her education need not be very formal. However, it should still be polite and respectful and present the request very clearly. 

Writing Tips

The letter should be addressed to the correct person in the company. His or her name should be spelled correctly. It should begin with an introduction of the sender. The letter should then mention the event and make a formal request for the company to be a sponsor. It should also mention the amount requested or give a list of sponsorship levels. The letter should be professional without misspellings, grammatical mistakes or typos. These will make the requesting company look careless. 

Here are sample sponsorship request letters. It should be written with a humble and thankful tone and not sound demanding. A sponsorship request letter for a corporate event should be written in business letter format on the letterhead of the requesting company. The sender should keep a copy of the letter. ​​

Sample 1 - Sponsorship Request Letter
Company Letterhead

Sender’s Name
Sender’s Title

DATE

Receiver’s Name
Receiver’s Company’s Name
Receiver’s Title
Company’s Address
City, State, Zip Code

Dear Name of Receiver:

I am the event planner for Name of Company’s annual awards ceremony. Every year we give a monetary award to high school seniors who have excelled in the field of environmental sustainability in all areas of life. This year we have selected three teenagers who have made significant contributions to the city and will give the awards on DATE at VENUE. 

I would like to formally request your company to be one of the event’s corporate sponsors for $10,000. Your company will receive recognition as a supporter of a greener city. We will include your company’s name and logo on the background banner for the award’s ceremony and will mention your support in the opening announcements. The local TV news will attend as will three local newspapers, all of which have an online presence where your company will be highlighted. 

I sincerely hope you will agree to sponsor this event. I can be reached at Phone Number or at Email Address if you would like to arrange a time we can meet when I can give you the required forms and other details. 

Thank you for your kind attention to my request. I look forward to hearing from you soon.

Sincerely,

Signature of Sender
Printed Name of Sender
Position in the Company
Sample 2 - Sponsorship Request Letter
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 Name@email.com. 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

Related Articles

The most critical part of a sponsorship proposal is a professional and concise sponsorship proposal cover letter that you will use to introduce the organization or event seeking sponsorship.  Youir proposal letter is the first thing that a prospective sponsor will see in writing from you.  

Before sending this letter, do your research; never address your sponsorship proposal cover letter with "To whom it may concern".  Reach out to your potential sponsor's Human Resources Department or directly to a known contact to gather appropriate contact information.  If an organization has a policy on charitable giving, make sure to confirm that your request and this policy are aligned.

Sample Sponsorship Proposal Cover Letter

 

 

Sponsorship Proposal Cover Letter Purpose

Your sponsorship cover letter is essentially an Executive Summary about your organization or event.  It should outline how working together will directly benefit the sponsor and should include additional supporting documents, ideally a sponsorship fact sheet and a sponsorship proposal package.  Essentially your sponsorship proposal letter is where you make your pitch to the sponsor and convince them that you are worthy of doing business with and ideally funding.  If you cannot convince them quickly that you are a good match for their organization, the rest of your sponsorship package is likely to end up in the recycle bin.

 

STEP-BY-STEP: How to write a professional letter requesting sponsorship

Writing a letter to a prospective sponsor can be a daunting process, but it doesn't have to be.  By breaking it down into a step-by-step process, you can tackle this task incrementally and produce a compelling, professional sponsorship cover letter that will improve your chances of impressing your prospective sponsor and potentially gaining their support.  

Learn more about how to write a professional sponsorship letter

 

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