You can write a letter of application if you need a sponsor to support your planned activities or other needs. Write an application letter that can convince the sponsor that your plan is worth supporting. In addition, also explain in outline, what benefits he will receive. By learning how to write a good letter, you can see the difference between an approved application and a rejected application.
Step
Part 1 of 3: Preparing the Application Letter
Step 1. Define goals
What do you specifically want to gain by seeking sponsors? What to do if you are willing to become a sponsor? What are you doing and why do you need sponsors? You should be able to answer all of these questions before writing a letter of application.
- The application letter must be written specifically and has a specific purpose. There's no point in writing a letter where it's unclear or you don't know what you want and why.
- Find answers to why you need to plan. Sponsorship applications submitted because they want to achieve certain goals or dreams are usually easier to succeed. Try to instill a belief in why someone needs to support your cause by giving time or money by explaining how his or her help will help a person or community.
Step 2. Make a list of companies
Who will be moved to support your plan? Do any company owners have personal reasons to support your plan? Or, is there a non-profit organization that wants to be a sponsor because it has the same mission. Who has sponsored the same activity? Try to find more information.
- Write down the names of companies or people you know personally, including people you work with. Never neglect personal relationships.
- Do not underestimate small companies or entrepreneurs who do not have outlets. Maybe they want to give too. Keep in mind that you can also explore local companies. Companies in the immediate environment will usually see the relationship that has been established with the community as something useful.
- If you're working in a team, divide the company you've listed into groups, then have each member contact the company so that everyone does their own thing.
Step 3. Determine what you are looking for
There are many forms of sponsorship application letters. Decide what you are asking for before writing a letter of application.
- Donations can be in the form of money or goods. Giving items as a donation means giving away materials or products that can be used during the event, instead of just giving money. Sometimes, donations are given in the form of services and not in the form of goods.
- Maybe you need volunteers, not products. Either way, be specific about what you need.
Step 4. Decide on the options you want to offer
In a sponsorship application letter, you can offer several different forms of support to choose from. By doing so, you provide options for both small and large companies to provide support within their means.
- Determine the amount of support and benefits. You must explain what benefits they will receive according to the amount of support provided. People who give more should get more benefit.
- You may offer advertising, public announcements about your company or sponsorship, and logos on websites or in promotional materials/programs.
Step 5. Determine the name of the person who will receive the letter
Never send a letter addressed in general by writing "to those concerned" because it seems less personal.
- Usually, this letter should be addressed to the person in charge of the Personnel department or the managing director. Try calling the company or looking on the website for information on who handles the sponsorship. Don't second-guess on this matter. To be successful, a sponsorship application letter must be addressed to the right person. Write the name and title with the correct spelling.
- Also find out if this company/organization has a donation policy so you don't waste time and you can make a request according to company policy.
Part 2 of 3: Understanding Letter Formats
Step 1. Study sponsor application letter samples
You can see examples of this letter on the internet, some are paid, but some are free. Read these examples so you can understand the format and content.
- However, do not copy the entire sample letter. Try to arrange the words yourself so that your letter seems personal and easy to read.
- For example, if you know that the director of the company has a background related to your plans, write him a personal letter. Try to find out the background of the person or company you are writing to and structure the content to make it seem more personal.
Step 2. Choose the right language style according to the audience
However, you should write a professional application letter and don't use words that are used in everyday conversation.
- Write a letter on paper with letterhead that has your logo on it and the name of your organization. This will make your application appear more professional. If you're applying for sponsorship for yourself, create a letterhead with your name in the proper font to make it look professional.
- If you are writing a letter for a company or organization, the more formal, the better. If it's addressed to a family member or friend, write a letter that's not too formal, but not too casual as to sound rude. Sponsorship applications sent via informal e-mail addresses are usually less successful.
Step 3. Use the standard business letter format
The sponsorship application letter must use the business letter format. Use proper lettering to make it look professional.
- Start writing the letter by including the date, sponsor's name, and address.
- Skip a blank line, then write: Dear (name) and end with a comma.
- Write a short letter. It is enough to write a sponsor application letter for one page so that it does not take up too much of the reader's time. Moved people will give you a minute to read your letter. Therefore, write a short and clear letter on one page.
- Send the letter through the post office or courier because the request sent by email seems unimportant.
Step 4. End the letter with a thank you note
At the end of the letter, thank them for their attention. Skip one line at the end of the paragraph and leave a blank space for your signature.
- End the letter by giving a professional and respectful greeting, for example: Sincerely yours/me. Write your name and title, then sign it.
- Attach other materials. Also send leaflets along with the letter to give an overview of your activities or company. This can increase your credibility and make the recipient feel more comfortable supporting you.
- If your organization has been covered, also include articles or news stories about what you've done.
Part 3 of 3: Refining the Content of the Letter
Step 1. Write a good introduction
In the opening paragraph of the letter, you should introduce yourself, the name of the company, and describe your plans specifically. Do not write things that are not necessary so that readers immediately feel interested in the content of your letter.
- Don't assume that people already know who you are or what your organization does. Provide an explanation about the company (if addressed to a company) or about yourself (if addressed to someone). For example: _ is a non-profit organization committed to rehabilitating _ etc.
- Emphasize the success you've had to show that there's no risk in being a sponsor. Also explain how you will use the money from the sponsor specifically.
- In the second or first paragraph, you should immediately apply and explain why you are asking.
Step 2. Write down the benefits of being a sponsor
In order to become a sponsor, you must be able to convince the company or someone of the benefits they will receive by sponsoring. Therefore, explain in the middle of the letter what the benefits will be for them, not for you.
- Example: explain that the benefit of being a sponsor is getting good publicity. Be more specific: Will this activity be covered by TV? How many people will come? Are there any VIP guests? If there are other large companies or competitors who are sponsors, will they be listed as well?
- Give a choice. Companies or people looking to become sponsors usually prefer if there is an option that fits their needs or budget.
Step 3. Provide compelling supporting evidence
Include some numbers, such as the number of audiences or demographics they can reach.
- Also, don't forget to talk about the emotional impact of sponsoring. For example: a short story about someone who will be helped can be very influential.
- Explain how you recognize sponsorship. Maybe the sponsor will get a free booth during the event in return for sponsoring.
- Provide them with the important information they need to make a decision about this sponsorship. Don't forget to include your contact information and the date of receipt of your desired response. Also attach a stamped blank envelope with your own address written on it to make it easier for sponsors to send responses.
- Ask sponsors what recognition they want. For example, what do they want their name to look like and do they want it to be recognized? Ask, offer opportunities, and don't assume.
Step 4. Explain the background of this activity
You must describe the concrete activities in detail to support the organization and the activities you wish to undertake.
- For example, if you want to write a letter requesting sponsorship for a charity, explain the background to the fundraiser, such as when your organization was founded, who is in charge of it, who was awarded the funds, and any awards or achievements that have been achieved.
- Show, don't just talk. Don't just talk about groups or activities that are good or worth supporting. Provide detailed supporting evidence that is able to convince that this group or activity is really good and deserves to be supported. Evidence is usually more persuasive than superlatives.
Step 5. Follow up personally
Sending letters is not the best way to build a personal relationship. While it's a good idea to send a letter of sponsorship application, you need to follow up on this letter personally.
- Try calling or going in person, if you haven't received a response within 10 days. However, keep in mind that many directors are very busy and will find it annoying. We recommend that you make an appointment or call ahead.
- Show that you are very happy with this activity plan. Avoid negative talk. Don't give the impression that you're begging or provoking guilt to get them to donate.
- If the answer is “maybe”, don't hesitate to follow up. Just don't rush or overdo it because they can get distracted.
- Don't expect too much. Don't assume that they're going to invite you to a meeting or want to be a sponsor. Thank them for their attention.
- Send a thank you card if your request is granted.
Step 6. Check your mail
Opportunities to get sponsors will be lost if you don't check the letter you are about to send. A letter with many misspellings or grammatical errors is not a professional letter. Why would you include the name of a person/company in an activity that was not professionally prepared?
- Check punctuation. Many people don't know how to use commas or other punctuation marks correctly. Little things like this are very important here.
- Print your letter, leave it alone, then read it a few hours later. Sometimes our eyes are so trusting of writing on a computer screen that it's easy to overlook typos.
- Send the letter in a professional-looking envelope with sufficient postage or use a good courier service.
Step 7. Sample letter:
Letterhead (if any) Date:_
Address: _
_
_
Dear. Ladies and gentlemen _
Recently, I was invited to enter the world beauty queen pageant which will be held in the United States in 2016. Currently, I have been selected as Puteri Indonesia and want to enter an international contest next year.
Through this letter, allow me to apply for sponsorship so that I can enter the contest with more than 100 contestants from various countries. The event will be televised internationally and is expected to attract 300,000 people. The names of the sponsors will be displayed in this contest and on the website of the contest organizer.
Funding support can be provided according to the following options:
Rp_ – Name, description and logo
Rp_ – Name and description
Rp_ – Name and logo
Rp_ – Name
If you are willing to become a sponsor, I am waiting for news no later than _.
Thank you for the attention you have given to this application.
Yours faithfully,
signature
Full name
Tips
- Make requests politely, don't demand.
- Look for information who decision maker whom you can call, instead of a secretary or a third person.
- Type your letter, unless your handwriting is very beautiful, to make it look more professional.
- Print letters on high-quality paper for better results.
- Companies are almost always asked to be sponsors. Therefore, provide an explanation as to why a particular company is the right one to support your activities.
- Attach a sponsorship form so someone at the company you're writing can fill out.
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