How To Write The Best Sponsorship Letter (With Templates)

Picture this it’s just a few months before your big event, and you’re feeling the pressure of pulling it all together.

The venue is booked, your team is ready, but there's one crucial piece still missing - sponsors. Without sponsors, even the most well-organised events can fall short.

This is where a well-crafted sponsorship letter can make all the difference.

A compelling sponsorship letter is your chance to make a lasting impression on potential partners.

It's your first opportunity to showcase the value of your event and convince a company or brand that investing in your event is a smart decision.

This blog will guide you through the process of crafting the perfect sponsorship letter, offering templates and tips to help you secure valuable sponsors for your next event.

Why You Need to Write a Sponsorship Letter

Sponsorships are the backbone of many successful events.

According to Event Marketer, 82% of event marketers say that sponsorship is crucial for the success of their events, with 70% of event budgets being funded by sponsorships alone (Event Marketer, 2021).

Writing a strong sponsorship letter is the first step in securing that essential funding and support.

Building Partnerships: Sponsorships provide more than just financial resources. They offer valuable marketing opportunities for sponsors while enhancing the overall experience for attendees. A solid sponsorship letter can help forge long-term partnerships that benefit both you and your sponsors.

Attracting the Right Sponsors: Often, a sponsorship letter is the first point of contact between you and potential sponsors. A carefully written letter can set the tone for a successful relationship and build trust from the outset. The more you tailor your approach to the specific sponsor, the more likely they’ll see the value in supporting your event.

Professionalism: A well-written letter reflects your organisation’s professionalism. It shows that you’re serious about your event and that you value the sponsor’s time and investment. Sponsors want to know that their involvement will be managed efficiently and with respect, which is why professionalism in your letter is key.

How to Write a Sponsorship Letter

Research Your Potential Sponsors:

Before you sit down to write, take time to research your potential sponsors.

Understand their brand, their values, and their target audience.

Tailor your letter to show how your event aligns with their business goals.

The more you show them how sponsoring your event will benefit them, the better your chances of getting a positive response.

Personalise Your Approach:

Avoid sending generic letters.

Each sponsor is unique, so your letter should reflect how their involvement will be mutually beneficial.

A personal approach demonstrates that you’ve put thought into your request and that you truly believe your event is a good fit for their brand.

Tone and Language:

Keep your tone formal yet friendly.

You want to sound professional but also approachable.

Your language should be clear and concise, respecting the sponsor’s time while still making a compelling case for why they should invest in your event.

What to Include in Your Sponsorship Letter

1. Introduction: Begin by briefly introducing yourself and your event. State the purpose of your letter and explain why you’re reaching out to them specifically. Make sure you mention how their company aligns with your event.
2. Event Overview: Provide important details about the event, such as the date, location, target audience, and expected attendance. Highlight what makes your event special or unique. Whether it’s a large-scale concert or a local charity run, make sure to emphasize the aspects that will appeal most to the sponsor.
3. Sponsorship Opportunities: Outline the different types of sponsorships available. If you offer tiered sponsorship options (e.g., title sponsor, gold/silver/bronze), mention these and detail the benefits associated with each level. This helps potential sponsors choose the package that best aligns with their marketing goals. For added exposure, a event ticketing platform like TryBooking allows sponsors to have their logos featured on the event landing page and on the tickets, increasing brand visibility.
4. Call to Action: Include a clear and straightforward call to action. Ask for a meeting, phone call, or even just a follow-up email to discuss the next steps. Make it easy for the sponsor to get in touch with you.
5. Closing: Thank the sponsor for considering your request. End with a professional and enthusiastic note, showing your excitement about the possibility of working together.

Sponsorship Letter Templates for Event Organisers

To help you get started, we’ve put together some sponsorship letter templates that you can easily customise for your event.

Template 1: General Sponsorship Letter Template

This all-purpose template is great for initial outreach. Simply plug in your event details and adjust the tone to suit your specific sponsor.

Email Subject: Exciting Sponsorship Opportunity with [Event Name]

Dear [Sponsor's Name],

I hope this message finds you well!

My name is [Your Name], and I’m reaching out on behalf of [Your Organisation/Event Name].

We are excited to be organising [briefly describe your event, e.g., a fundraising gala, a community festival, etc.] scheduled for [Event Date(s)] at [Location].

We believe that [Sponsor's Company Name] would be an ideal partner for this event.

With your commitment to [mention something relevant about their company or values], we feel your involvement would resonate with our [Number of attendees and type of audience] attendees and elevate the event experience for everyone involved.

We’re offering a variety of sponsorship opportunities that would provide significant exposure to your brand, and we’d love the chance to discuss how we can tailor this partnership to meet your goals.

As a sponsor, you’ll receive:

• [mention a few key benefits or exposure opportunities, e.g., logo placement, social media mentions, event tickets].

We're happy to provide more detailed information on these opportunities and how we can work together to make the event a success for both of us.

Please let me know if you would be open to discussing this partnership further. I’d love to set up a time for a quick call to explore how we can collaborate.

Thank you for considering this opportunity. I look forward to hearing from you!

Best regards, [Your Full Name] [Your Job Title] [Your Organisation] [Your Contact Information]

Template 2: Tiered Sponsorship Letter Template

This template highlights different sponsorship levels (Gold, Silver, Bronze), making it easy to present options to your sponsor. It’s perfect if you want to offer a range of benefits based on the level of investment.

Email Subject: Exciting Sponsorship Opportunities with [Event Name]!

Dear [Sponsor's Name],

I hope this email finds you well! I’m reaching out to share some exciting opportunities to get involved with [Event Name] through our sponsorship program.

We are excited to be organising [briefly describe your event, e.g., a fundraising gala, a community festival, etc.] scheduled for [Event Date(s)] at [Location].

We are thrilled to offer several sponsorship levels, each with a variety of benefits tailored to support your goals and increase your visibility within our community.

With your commitment to [mention something relevant about their company or values], we feel your involvement would resonate with our [Number of attendees and type of audience] attendees and elevate the event experience for everyone involved.

Below are the sponsorship levels available:

Gold Sponsorship – $[Amount]

• E.g. Prominent branding on all event materials and signage
• E.g. Logo featured on event website and social media platforms
• E.g. Logo featured on our event tickets.
• E.g. VIP tickets to the event (up to 10)
• E.g. Acknowledgment in event press releases and marketing campaigns
• [Other Benefits Specific to Your Event]

Silver Sponsorship – $[Amount]

• E.g. Logo displayed on event website and social media platforms
• E.g. Reserved tickets to the event (up to 5)
• E.g. Acknowledgment in event program
• [Other Benefits Specific to Your Event]

Bronze Sponsorship – $[Amount]

• E.g. Logo included in event program and on select event signage
• [Other Benefits Specific to Your Event]

We believe this partnership would provide excellent exposure for [Sponsor's Company Name], and we are eager to discuss how we can make this opportunity work for you.

Please let me know if you’d like more details about any of these packages, or if you’re interested in tailoring a sponsorship that suits your needs.

Looking forward to hearing from you and hopefully partnering with [Sponsor's Company Name] for [Event Name]!

Best regards,

[Your Full Name]

[Your Job Title]

[Your Contact Information]

Template 3: Event Partnership Sponsorship Letter Template

For organisers looking for long-term partnerships, this template helps frame your event as an ongoing collaboration rather than a one-off sponsorship. It’s ideal for building lasting relationships with your sponsors.

Email Subject: Opportunity for a Long-Term Partnership with [Event Name]

Dear [Sponsor's Name],

I hope this message finds you well! I’m reaching out to explore an exciting opportunity for [Sponsor's Company Name] to join us as a long-term partner for [Event Name].

As we continue to grow and evolve our event, we believe that a partnership with your brand could offer lasting mutual benefits.

We are looking for sponsors who are not just interested in a one-off opportunity, but rather in creating an ongoing relationship that adds value both for you and our attendees.

Why Partner with Us?

We organise [briefly describe your event, e.g., a fundraising gala, a community festival, etc.] that runs between [Event Date(s)] at [Location]. We can offer:

• [Insert 1-2 key benefits your event offers, such as strong audience engagement, large turnout, or unique exposure opportunities]
• [Insert how the partnership aligns with their brand goals or audience]

With your commitment to [mention something relevant about their company or values], we feel your involvement would resonate with our [Number of attendees and type of audience] attendees.

We’d love to discuss how we can tailor a sponsorship package that aligns with your goals and provides long-term value for both parties.

We are particularly interested in exploring [specific partnership ideas or areas for collaboration].

Let’s arrange a time to chat further. Would [insert 1-2 available times or suggest next steps] work for you?

I look forward to the possibility of working together to create a lasting, impactful partnership.

Best regards,

[Your Full Name]

[Your Position]

[Event Name]

[Your Contact Information]

Template 4: In-Kind Sponsorship Letter Template

If you’re seeking in-kind support (e.g., products, services, or expertise), this template will help you clearly outline your needs and how the sponsor’s contributions can make a difference in your event’s success.

Email Subject: Request for In-Kind Sponsorship for [Event Name]

Dear [Sponsor's Name],

I hope this email finds you well!

I’m reaching out to see if [Company Name] would be interested in supporting our upcoming event, [Event Name], as an in-kind sponsor.

We believe that your contribution could play a significant role in the success of the event, and we’d love to partner with you.

[Event Name] is scheduled for [Event Date] at [Event Location], and we’re expecting [number of attendees] participants from [target audience/industry].

The event will feature [brief description of the event’s activities], and we are looking for in-kind contributions such as [products, services, or expertise you need].

Here are some ways your support would make a difference:

• [Detail how their contribution would help, e.g., providing food and beverages for attendees, offering professional services, etc.]
• [Highlight any other benefits or impact their involvement would have.]

In exchange for your generous contribution, we are happy to offer the following benefits:

• [List the benefits, e.g., logo placement on event materials, recognition in event communications, etc.]
• [Any additional exposure or opportunities for the sponsor.]

We’d love the opportunity to discuss how we can make this partnership work and explore other ways we can promote your brand before, during, and after the event.

If this sounds like something you’d be interested in, I would be thrilled to set up a time to discuss further. Please feel free to reply to this email or give me a call at [Your Phone Number].

Thank you for considering this opportunity. I look forward to hearing from you soon!

Warm regards,

[Your Full Name]

[Your Job Title]

[Your Organisation Name]

[Your Contact Information]

Conclusion

Writing a sponsorship letter is more than just asking for money—it’s about building relationships and demonstrating the value of your event to potential sponsors.

By crafting a clear, personalised letter that highlights the mutual benefits, you can secure the right sponsors who will help elevate your event and contribute to its success.

Don’t be afraid to get started with one of the templates we’ve provided.

Remember, the more tailored and thoughtful your approach, the more likely you are to build meaningful, lasting partnerships.

Are you ready to start reaching out to potential sponsors for your next event?

Need more tips on event planning or sponsorship strategies? Check out our other blogs for more expert advice on making your event a success, such as Event Invitations That Get Results and How to Market Your Event or even How to Write a Event Program.

And when you’re ready to sell tickets and make your event shine, TryBooking is the platform that can help you manage your event and impress your sponsors.

Get in touch with our team to help set up your event seamlessly!