Sponsorship letter template

The full letter

Use this when you are mailing, dropping off in person, or attaching a PDF. Keep it to one page.

Dear [Owner or manager name],

I'm [your name], [your role] with [group name], a [type of group] in [town or area]. We have [number] [members / players / families / attendees] who [one line about who they are].

This [season / year], we are raising [amount] for [specific use: uniforms, travel, equipment, an event].

We'd love [business name] to be part of it. Here is what we can offer:

• [Option 1 — e.g. logo on jerseys + a thank-you post] — [price]
• [Option 2 — e.g. banner at home games + newsletter mention] — [price]
• [Option 3 — e.g. one social post with your offer] — [price]

We can add a coupon code or QR code so you can see who came from our group.

I'll call on [day] to answer any questions, or you can reach me at [phone / email].

Thank you for considering it,
[Your name]
[Group name] · [website or social link]

The short email version

Email works best when it fits on a phone screen without scrolling. Link to the full details instead of pasting them.

Subject: [Group name] sponsorship — quick question

Hi [name],

I'm with [group name] in [area]. Our [number] [families / members] are raising money for [use]. Would [business name] be open to sponsoring us? Options start at [lowest price] and include [best perk].

Happy to send details or stop by. Thank you!
[Your name] · [phone]

What to change for each business

A letter that clearly names the business and why it fits beats a generic letter sent to fifty places.

• Say why this business fits: "Lots of our families already eat here after games."
• Lead with the option that suits them — a gym may want a class discount mention; a dentist may want a newsletter spot.
• Use the owner's or manager's real name when you can find it.
• Only list perks you will actually deliver.

After you send it

Follow up once, about a week later, by phone or in person. If they say no, thank them and ask if you can check back next season.

If they say yes, put what each side will do in writing — even a short email confirming the perks, the price and the dates.