Thank You Letter to Event Sponsors

Event sponsors usually choose to provide financial or logistical assistance for an event in exchange for having their name highlighted on event literature, signage and more. But just because this is a commercial transaction does not mean that thank you letters to event sponsors are inappropriate or over the top. Instead, sending thank you letters to event sponsors is a good way to maintain friendly relationships and show proper business etiquette.

Content of Thank You Letters to Event Sponsors

Thank you letters to event sponsors should always mention the event that was sponsored as well as the relationship of the sponsor to the event. If an event was highly successful, such as by drawing in record crowds, producing more revenue than anticipated or raising more funds than expected, then these details should be included as well. If an event was less successful then focusing on things such as how enjoyable it was, the number of compliments received or a particularly memorable occurrence is a good idea. Finally, if the event organisers would like to maintain good relationships with sponsors and/or work with them again in the future then these wishes are appropriate to include as well.

Format of Thank You Letters to Event Sponsors

Thank you letters to event sponsors may be formal or informal. Formal letters, such as those sent on behalf of an organisation, tend to have business letter formatting and so include items such as names, titles and addresses. These letters are often typed and printed on good quality paper or organisational letterhead. Informal letters do not usually include titles and addresses and are more often handwritten on paper, notecards or in commercial thank you cards. Official thank you letters for event sponsors should not be sent via email or e-cards. If a sponsor donated to a children's even then allowing the child to write or dictate the letter is a good idea.

Sample of a Formal Letter to an Event Sponsor

Ms. June Baker
Guidance Counsellor
Riverbrook School
Address

15 July, 2008

Mr. Thomas Salter
Owner
Freshfield Farms
Address

Dear Thomas Salter,

On behalf of Riverbrook School I would like to thank you once again for so kindly sponsoring our annual summer petting zoo. This year we were able to raise over £10,000 for the new roof on the primary school gymnasium and we could not have done it without featuring all of your sheep and ducks at the school carnival. They were such a hit that many families are already talking about bringing friends and relatives to see them next year!

I look forward to speaking with you more about next years event in the upcoming months.

Sincerely,

Ms. June Baker

Guidance Counsellor, Riverbrook School

Sample of an Informal Letter to an Event Sponsor

15 July, 2008

Dear Tom,

Thanks again for donating so many of your sheep and ducks to Riverbrook's annual summer petting zoo. Once we were able to keep them all penned in correctly they were a huge hit with the primary school students and their parents. Some even asked if they could adopt a few to take them home! In all we were able to raise over £10,000 for the new school roof and a great deal of those funds came directly from your animals. We couldn't have done it without you!

Thanks again,

June