Sponsorship letter

Question

Hi! My company is going to have its company day soon. I was assigned to send the letter. =\
This is my best shot in the letter writing. Please advise.

Company’s Name
Person’s Name
Company’s Address

Date

Ref Number

Dear ______,

Re: [Company’s Name] Company Day – 5th and 6th Sep 2004

[Company’s Name] will be celebrating our 12th Company Day from 5th to 6th Sep 2004. This year we will be holding this prestige occasion at [venue] for all our colleagues from [branch’s locations].

In order to make this event joyous and successful, we are seeking kind contributions from our valued Business Partners like you in the form of exquisite gifts or gift vouchers to be given out to our colleagues on that occasion as “Lucky Draw Gifts” or “Games Prizes”.

Please do find a copy of the reply form attached to this letter and kindly facsimile it back to me at [company’s phone number]. If you have any further queries, please do not hesitate to call me at [my number].

We look forward to your favorable reply as soon as possible.

Thank you in advance and best regards.

Yours Sincerely,

[Name of Organizer]
Organizing Committee

Attachment: (1) – Contribution Reply Slip: Pages 1

MountainHiker · Accepted Answer

Guest,

Thank you for providing your template. It makes it much easier to reply to.

I am not sure how "donations" are treated in your culture. Can they simply be expected (or even demanded) from "Valued Business Partners"? In North America, that would be considered poor form. You should provide a reason why they should contribute. In other words, what's in it for them? This is a business.

You might wish to Sponsorship letter for some ideas.

I will revise your letter. Until I better understand your culture or assumptions, we might require a couple iterations.

Your Name
Your Company
Your Company's Address

Date

Person’s Name
Company’s Name
Company’s Address

Ref Number [1]

Dear ______: [2]

Re: [Company’s Name] Company Day – 5th and 6th Sep 2004

[Company’s Name] will be celebrating our 12th Company Day from 5th to 6th Sep 2004. This year we will be holding this prestigious occasion at [venue] for all our colleagues from [branch’s locations].

[3] We are inviting our valued Business Partners to provide gifts or gift vouchers that will be given to our colleagues as "Lucky Draw Gifts" or "Game Prizes". In return for providing gifts, we will highlight your company's contribution at the event and in our monthly newsletter which goes to all employees. In keeping with our company's policy, please limit your gift contribution to less than $100.00.

[4] In order to make this event joyous and successful, we are seeking kind contributions from our valued Business Partners like you in the form of exquisite gifts or gift vouchers to be given out to our colleagues on that occasion as “Lucky Draw Gifts” or “Games Prizes”.

I have attached a contribution form to this letter. Please fax it back to me at your earliest convenience at [company’s phone number]. If you have any quesions, please call me at [my number].

We look forward to your favorable reply as soon as possible.

Thank you for your consideration.

Yours Sincerely,

[Name of Organizer]
Organizing Committee

Attachment: (1) – Contribution Reply Slip: Pages 1

Notes:

1) I would drop the "reference number"

2) This is still business so you need to use a colon, not a comma

3) This is the paragraph that you are missing. Do you plan to invite them to your function? If you do want their "kind contributions" you need to explain why they will benefit. I would be cautious about using "exquisite gifts" for that might imply "very expensive gifts". Most companies frown on expensive gifts. It's a fine line between gifts and graft. You might even wish to stipulate a maximum dollar amount so that no one is confused and everyone recognizes that this is a social event and not a form of bribery or mild extortion. Most companies have internal policies that limit the size of gifts that employees and company can receive.

4) I would delete this paragraph

Hope this helps.

MountainHiker

Sukino · Answer

Hi,

thanks for your reply. It is actually a company day for my company. No sponsor will be invited to this function. =\

Reading the letter again, I realized that it sounded a lot like a charity drive.

I will need to rewrite the draft, I guess. Appreciate it if you could correct the way this letter sounded.

MountainHiker · Answer

Hi Sukino,

Welcome to the forum.

I am not versed in your culture or customs, but a company day could include guests? You have "stakeholders," of which suppliers and buyers are important stakeholders. You could have a representative from XYZ Corp present Gift X to the lucky victor for whatever "event" you are holding. Anyway, just my thoughts.

Appreciate it if you could correct the way this letter sounded.

I provided a letter which you saw above. If you want someone to give you something without anything in return, it is-~~effectively~~-a charity drive, at least as far as the donor is concerned.

To get away from this "charity feel" you have to establish a quid pro quo. You give me this, I give you that. It is a comparable exchange. As it stands now, you want something for nothing. I am not sure why the other company is motivated to comply, unless of course they fear losing your business in the future.

So I am stuck in getting away from the "charity drive". I don't know how to rephrase your letter without it sounding like a charity drive. You need to think of your overall strategy, and put yourself in their shoes. Why should they comply with your request? What is in it for them? How do they benefit? How much should they provide?

Sorry, I can't help you further at the present time.

If you have further thoughts on the quid pro quo or a substantial revision of your draft, I will be glad to revisit your letter and provide you with my thoughts.

MountainHiker

Trini2017 · Answer

GuestAttachment: (1) – Contribution Reply Slip: Pages 1

Can you provide a sample "Contribution Reply Slip"?

Thanks

Sponsorship letter

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