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I wanted to write a letter to high school club’s sponsors asking for help in an Activity Day. These clubs included the band, the orchestra, and the businesses. I wanted to ask them to come out to perform a live music or entertainment for the community. I really need their support, would you please help me writing this type of letter? Below is my draft, but I don’t think they are willing to help me if this letter is sent out. I really need your help.

My name is Nancy Wang and I work for the City of Phu Du. We need your help and would appreciate the students and your assistance in this matter.

The City of Phu Du strives to provide the best quality of life for the citizens. We have heard many of our long-time residents express their interests in having some types of activities in Town Square beside the Celebration of August 5^th, Christmas, and P Day. After a careful consideration, we plan to propose to the City Council that having activities in downtown Powder Spring is necessary. We need your support, and we cannot do it without your and the students help. We plan to have a day called Jolly Day each month where family can come to downtown Powder Springs to have good time with live Music and entertainment and just have a family day. I’m writing to ask for your support and would like you and the student would come out to perform for us twice a year. Not only a good way for the students to practice their expertise, but a good way to give back to the community.
I hope you and the students will consider this. I look forward to hearing from you.

Likeguslee · Accepted Answer

My name is Nancy **** and I work for the City of Phu Du in charge of mass communications (or your official title here). I am writing to enlist your help and sponsorship in the following matter.

The City of Phu Du has always strived to provide the best quality of life for its residents. City officials have held numerous community meetings with the residents who have often communicated to us the need of having a variety of activities in Town Square besides the traditional celebrations of August 5^th, Christmas and P-day. Following an extensive review, we have proposed to the City Council and received their approval to organize a fun-filled monthly event in downtown Phu Du. (You need to be consistent here. You are working for the City of Phu Du and you have activities in downtown Powder Springs (??))

We plan to have a day called Jolly Day each month where everyone, particularly families, can come to downtown Phu Du to have a good time with live music and entertainment. To be able to pull this off successfully, we would need the active participation of the local area school clubs or bands (or businesses), of which you are one of the prominent members.

We would like to ask for your semi-annual commitment when your group would come downtown and perform twice a year. All logistic issues such as parking and refreshments for your band members will be handled by the City at no cost to you. The City Council will issue certificates of appreciation to all band members, and your participation will be acknowledged in official bulletins issued to the press.

We believe that by participating in these events, you will not only provide an excellent avenue for your students to showcase their talents, but you will also render a valuable community service to the residents. On behalf of these residents, and the City, I thank you for your consideration of this request, and I look forward to hearing from you soon.

If you have any questions, or need further clarifications, please do not hesitate to contact me at XXXX or email me at XXXXX.

Sincerely,

Nancy ****

Director of Mass Communications

City of Phu Du

Notes

If you want people to volunteer for you, you need to give them some incentives to do so. You need to make them feel welcome, and provide them with ample logistic support. Besides evoking their sense of civic duty, offers of free publicity and/or public approbation will boost their chances of participation in your events.

Nancy1982 · Answer

Hello, thank you very much for your help. I revised the letter, would you please take a look again for me?

On behalf of the City of Powder Springs, the Planning Department, I would like to invite you, the _________ to sponsor “It’s Jolly Time” of Powder Springs, to be held twice a year. “It’s Jolly Time” is designed for residents, particularly families, can come downtown Phu Du to have good time with live music.

The City of Powder Springs has always strived to provide the best quality of life for its residents. City official have attended numerous meetings with the downtown businesses who have often communicated to us the need of having a variety of activities in Town Square besides the traditional celebrations of September 1^st, Christmas, and Independence Day. Following an extensive review, we have proposed to the City Council and received their approval to organize a fun-filled monthly event in downtown Powder Springs.

To be able to pull this off successfully, we would need the active participation of the local school clubs, bands, and businesses, of which you are one of the prominent members. All logistic issues such as parking, sanitation, and setting ups will be handled by the City at no cost to you. The City Council will issue certificates of appreciation to all band member, and your participation will be acknowledge in official bulletins issued to the press.

We believe that by participating in these events, you will not only provide an excellent avenue for your students to showcase their talents, but you will also render a valuable community service to the residents. On behalf of the Community Development, I thank you for your consideration of this request, and I look forward to hearing from you soon.

If you have any questions, or need further clarifications, please do not hesitate to contact me at **** or email me at ****.

Likeguslee · Answer

On behalf of the Planning Department, City of Powder Springs, I would like to invite you, _________ to sponsor a day of “It’s Jolly Time” to be held twice a year in the City. This event is designed to attract residents, particularly families, to downtown Powder Springs for a good time with live music.

The City of Powder Springs has always strived to provide the best quality of life for its residents. City officials have attended numerous meetings with the downtown businesses who have often communicated to us the need to have a variety of activities in Town Square besides the traditional celebrations of September 1st, Christmas, and Independence Day. Following an extensive review, we have proposed to the City Council and received their approval to organize a fun-filled monthly event in downtown Powder Springs.

To be able to pull this off successfully, we would need the active participation of the local school clubs, bands, and businesses, of which you are one of the prominent members. All logistic issues such as parking, sanitation, and setting up will be handled by the City at no cost to you. The City Council will issue certificates of appreciation to all band members, and your participation will be acknowledged in official bulletins issued to the press.

We believe that by participating in these events, you will not only provide an excellent avenue for your students to showcase their talents, but you will also render a valuable community service to the residents. On behalf of the Planning Department, I thank you for your consideration of this request, and I look forward to hearing from you soon.

If you have any questions, or need further clarifications, please do not hesitate to contact me at **** or email me at ****.

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