If you’re trying to get someone to sponsor your awesome event, project, or organization, knowing How To Write A Sponsorship Request Email With Sponsorship Proposal Attachment is super important. It’s like writing a really good cover letter, but for money (or in-kind support!). A well-crafted email can make the difference between getting a "yes" and getting ignored. This guide will walk you through the key steps to writing a winning sponsorship request, including how to create a compelling proposal to attach.
Crafting the Perfect Email
When you’re reaching out for sponsorship, your email is the first impression. You need to grab their attention fast. Think of it like a short commercial for your event.
Here’s what makes a great email:
- **A clear and concise subject line:** Make it obvious what the email is about. Something like “Sponsorship Opportunity: [Your Event Name]” works great.
- **A personalized greeting:** Don’t just start with “Dear Sir/Madam.” Find out the name of the person in charge of sponsorships and address them directly.
- **A brief introduction:** Briefly explain who you are and what you’re doing.
- Who are you?
- What do you do?
- Why should they care?
- **A compelling pitch:** Why should they sponsor you? What are the benefits for them?
- **A clear call to action:** Tell them what you want them to do (e.g., review the proposal, schedule a call).
- **A professional closing:** Thank them for their time and consideration. Include your contact information.
Remember, this email is just the appetizer. The main course is the attached sponsorship proposal!
Email Example: Initial Outreach for an Event
Subject: Sponsorship Opportunity: [Your Event Name] – Reaching [Target Audience]
Dear [Sponsorship Contact Name],
My name is [Your Name], and I’m the [Your Title] at [Your Organization/Event]. We’re hosting [Event Name], a [Type of Event] on [Date] at [Location], and we’re expecting over [Number] attendees.
We’re reaching out because we believe your company, [Sponsor Company Name], is a great fit for our event. [Event Name] aligns perfectly with your company’s values of [mention shared values or target audience].
Attached, you’ll find our sponsorship proposal, which details different sponsorship levels and the benefits offered. For example, a [Specific Sponsorship Level, e.g., Gold Sponsorship] includes [mention a key benefit, e.g., logo placement on all promotional materials and a speaking opportunity].
We’re confident that sponsoring [Event Name] will provide excellent exposure for your brand and help you connect with our engaged audience of [Target Audience Description].
Would you be available for a brief call next week to discuss this further? Please let me know your availability.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Organization/Event]
[Your Phone Number]
[Your Email Address]
Email Example: Following Up After Initial Contact
Subject: Following Up: Sponsorship Opportunity – [Your Event Name]
Dear [Sponsorship Contact Name],
I hope this email finds you well.
I’m following up on my previous email regarding sponsorship opportunities for [Your Event Name]. I understand you’re busy, but I wanted to make sure you received the sponsorship proposal. We are excited about the possibilities of partnering together and believe [Event Name] is an excellent fit for [Sponsor Company Name].
We’re rapidly approaching the deadline for sponsorships, and we want to make sure you have all the information you need. Do you have any questions about the proposal, or would you like to schedule a quick call to discuss it in more detail?
Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Organization/Event]
[Your Phone Number]
[Your Email Address]
Email Example: Tailoring Your Email to a Specific Sponsor
Subject: Sponsorship Opportunity: Aligning [Your Event Name] with [Sponsor Company Name]’s Values
Dear [Sponsorship Contact Name],
I’m [Your Name], from [Your Organization/Event]. We are organizing [Event Name], a [Type of Event] on [Date] at [Location]. We were particularly inspired by [Sponsor Company Name]’s commitment to [mention a specific value or initiative of the sponsor].
[Event Name] shares similar goals. Our event focuses on [mention a shared goal or target audience] and aims to [mention event’s impact or goal]. We are aiming to connect with people such as [Target Audience Description].
We have crafted a sponsorship package that directly aligns with [Sponsor Company Name]’s mission, including opportunities for [mention specific benefits related to their values, e.g., highlighting their commitment to [value]]. You can see a more detailed breakdown in the attached proposal.
We believe that sponsoring [Event Name] will be beneficial for both your organization and ours. Would you be available for a brief call next week to discuss it further?
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Organization/Event]
[Your Phone Number]
[Your Email Address]
Email Example: Explaining the Benefits Clearly
Subject: Sponsorship Benefits: Connecting Your Brand with [Target Audience] at [Event Name]
Dear [Sponsorship Contact Name],
Following up on our previous communication, I wanted to highlight some key benefits of sponsoring [Your Event Name]. This year’s event takes place on [Date] at [Location]. We will have approximately [Number] attendees.
We’ve put together a package, [Event Name] offers sponsors the unique opportunity to connect with [Target Audience], including [Target Audience Details]. Sponsoring us will allow you to:
- Increase Brand Awareness: Get your logo on all event materials, website, and social media.
- Generate Leads: Have a booth to interact with attendees and collect leads.
- Network: Meet potential customers.
The attached sponsorship proposal details various levels. We have opportunities tailored to fit your company’s needs. We would be pleased to set up a call at your earliest convenience. Please find our contact information below.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Organization/Event]
[Your Phone Number]
[Your Email Address]
Email Example: Including a Table of Sponsorship Levels
Subject: Sponsorship Opportunities: [Your Event Name] – Sponsorship Packages
Dear [Sponsorship Contact Name],
We are excited to present sponsorship opportunities for [Your Event Name], taking place on [Date] at [Location]. This event will provide an excellent venue to reach out to [Target Audience].
We’ve created a sponsorship package with different levels. We believe there’s something for every budget and marketing strategy.
| Sponsorship Level | Investment | Benefits |
|---|---|---|
| Gold | $[Amount] | Logo on all materials, speaking opportunity, booth space. |
| Silver | $[Amount] | Logo on select materials, booth space. |
| Bronze | $[Amount] | Logo on website. |
The attached proposal contains further detail. Please don’t hesitate to reach out with any questions you may have. We’d be glad to set up a call at your earliest convenience.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Organization/Event]
[Your Phone Number]
[Your Email Address]
Email Example: Expressing Gratitude for Sponsorship
Subject: Thank You: [Sponsor Company Name] Sponsorship Confirmation for [Event Name]
Dear [Sponsorship Contact Name],
On behalf of [Your Organization/Event], I want to extend a huge thank you for [Sponsor Company Name]’s generous sponsorship of [Event Name]!
We are incredibly grateful for your support, which enables us to [mention how their sponsorship helps, e.g., provide a free event for the community, bring in a speaker].
We will be sure to prominently feature your logo and acknowledge your support in all event materials. We’ll share photos and media coverage with you after the event. We believe your company’s contribution will make a positive impact.
Please don’t hesitate to contact me with any questions. We look forward to seeing you at [Event Name]!
Sincerely,
[Your Name]
[Your Title]
[Your Organization/Event]
[Your Phone Number]
[Your Email Address]
In conclusion, sending a good sponsorship request email is all about being clear, concise, and showing the potential sponsor what’s in it for them. Remember to attach a well-crafted sponsorship proposal that details all the benefits of sponsoring your event. By following these tips and using the examples as a guide, you’ll increase your chances of getting the support you need to make your event a success!