A sponsorship letter is a short, formal request asking a business or individual to support your event or project with cash, products or services in exchange for clear benefits, such as logo placement, mentions or booth space. A good one fits on one page and covers who you are, what the project is, who it helps, what you are asking for, what the sponsor gets, and how to say yes. Below you'll find a complete fill-in-the-blanks sponsorship letter sample, a sponsor package outline, a follow-up message and practical tips for student groups, youth organizations and community projects in the Philippines.
Replace everything in [square brackets] with your own details. Delete any lines that don't apply.
What to include in a sponsorship letter
Every strong sponsorship letter answers six questions a business owner will have:
- Who are you? Your organization, in one or two sentences.
- What is the project? The name, date, venue and purpose.
- Who does it help? The community, beneficiaries or audience, with realistic numbers.
- What are you asking for? A specific amount, item or service. "Any amount" is harder to say yes to than "PhP 5,000 or 50 meal packs."
- What does the sponsor get? Visibility, goodwill, a booth, a speaking slot, social media mentions.
- How do they say yes? A contact person, a deadline and the next step.
Keep it to one page. Attach details, such as your sponsor package and project proposal, instead of putting everything in the letter. If you need a full proposal, see our project proposal sample and event proposal template.
Sponsorship letter sample (copy and fill in)
[Your organization's name]
[Street address, barangay]
[City or municipality, province]
[Email address] | [Mobile number] | [Facebook page]
[Date]
[Recipient's full name]
[Position, e.g. Owner, Marketing Manager, Branch Manager]
[Company name]
[Company address]
Dear [Mr./Ms./Dr. Last name],
Warm greetings from [your organization's name]!
We are [one-sentence description of your organization, e.g. "a non-profit organization of young volunteers in [city]" or "the student council of [school]"]. For [number] years, we have worked on [your focus areas, e.g. youth leadership, environmental protection, livelihood for local families].
We are writing to invite [company name] to be a sponsor of [project or event name], which will be held on [date] at [venue, city]. The project aims to [main goal in one sentence, e.g. "give 200 public school students free school supplies before the start of classes" or "clean up 2 kilometers of shoreline with 100 volunteers"].
We expect [number] [participants / beneficiaries / attendees], mostly [describe them, e.g. "high school students from five barangays" or "young professionals aged 18 to 40"]. [Optional: one sentence about why this matters to your community.]
We chose to reach out to [company name] because [specific reason, e.g. "your business has long supported local youth" or "your products are a natural fit for our participants"]. We would be grateful for your support in the form of:
- [Cash sponsorship of PhP [amount]], and/or
- [In-kind support, e.g. "[number] snack packs," "printing of [number] tarpaulins," "use of your sound system"], and/or
- [Services, e.g. "a resource speaker on [topic]"]
In return, [company name] will receive:
- [Logo on the event tarpaulin, banners and certificates]
- [Mentions and tagged posts on our Facebook page, which has [number] followers]
- [Recognition during the opening and closing program]
- [A booth or table for product sampling at the venue]
- [A post-event report with photos and results]
Our sponsorship package, with full details of each sponsor level, is attached for your reference. [Optional: "Our project proposal is also attached."]
We would be happy to meet with you or answer any questions. Please contact [contact person's name], [position], at [mobile number] or [email address]. We would appreciate your response by [deadline date] so we can include your company in our printed materials.
Thank you for considering this request. We hope to partner with [company name] in serving our community.
Respectfully yours,
[Signature]
[Full name]
[Position, e.g. President / Project Chairperson]
[Organization name]
Noted by:
[Signature]
[Full name of adviser, president or head]
[Position]
Attachments: [Sponsorship package], [Project proposal], [Organization profile]
Sample sponsorship package (attach to your letter)
A sponsor package helps businesses choose a level that fits their budget. Name the levels however you like. Some groups use metals, others use local names. Set amounts that match your real costs and your community.
[Platinum / Major] sponsor: PhP [amount] and up
- [Large logo on main tarpaulin and stage backdrop]
- ["Presented by [company name]" in event title on all posts]
- [Speaking slot of [number] minutes during the program]
- [Booth at the venue]
- [Dedicated thank-you post on Facebook]
- [Plaque or certificate of appreciation]
[Gold / Partner] sponsor: PhP [amount]
- [Medium logo on tarpaulin and certificates]
- [Mention during opening and closing program]
- [Group thank-you post on Facebook]
- [Certificate of appreciation]
[Silver / Supporter] sponsor: PhP [amount] or in-kind equivalent
- [Name or small logo on tarpaulin]
- [Group thank-you post on Facebook]
- [Certificate of appreciation]
In-kind sponsors
- [Recognition equal to the level matching the value of goods or services given]
Only promise what you can actually deliver. If your Facebook page has 800 followers, say so. Sponsors remember groups that keep their word.
Follow-up message sample
Businesses get many requests. A polite follow-up about a week after sending your letter is normal. Here is a short message you can send by email, Messenger or text:
Good day, [Mr./Ms. Last name]! This is [your name] of [organization]. We sent a sponsorship letter last [date] for [project name] on [event date]. We wanted to check if you had a chance to review it, and we would be happy to answer any questions or meet at your convenience. Thank you very much, and have a great day!
Thank-you message sample (after the event)
Dear [Mr./Ms. Last name], on behalf of [organization], thank you for supporting [project name]. Because of [company name], we were able to [specific result, e.g. "serve [number] students" or "plant [number] seedlings"]. Attached are photos and a short report from the event. We hope to work with you again!
Send the thank-you within a week, with real photos and real numbers. It is the best way to make next year's request easier.
Tips for writing a sponsorship letter that gets a yes
- Address a real person. "Dear Sir/Madam" letters often get set aside. Call the business or check its page to find the owner or manager's name.
- Be specific. Clear amounts, items and benefits make deciding easy.
- Ask early. Send letters at least four to six weeks before your event. Larger companies may plan sponsorships months ahead.
- Match the sponsor to the project. A sports shop fits a fun run. A bakery fits a feeding program. A local resort fits a coastal cleanup.
- Visit in person when you can. In provincial cities like Roxas City, a short visit with a printed letter often works better than an email.
- Look professional. Use letterhead, check spelling and names, and sign the letter. Have your adviser or president note it.
- Handle personal data with care. If you collect sponsors' or participants' contact details, use them only for the project and keep them secure, in line with the Data Privacy Act of 2012 (RA 10173).
- Keep records. Issue acknowledgment receipts for cash, list in-kind items, and report how sponsorship money was used.
Frequently asked questions
How do you start a sponsorship letter?
Open with a warm greeting, then introduce your organization in one or two sentences and name the project you are asking them to support. Get to the request within the first few paragraphs.
How long should a sponsorship letter be?
One page. Put details like sponsor levels, budgets and program flow in attachments.
What is the difference between a sponsorship letter and a solicitation letter?
A solicitation letter usually asks for a donation without promising much in return. A sponsorship letter offers the sponsor clear benefits, like visibility or a booth, in exchange for support.
Should I send a sponsorship letter by email or in person?
Both work. Email is faster for larger companies. For local businesses, delivering a printed copy in person and following up by message often gets better results.
Want to partner with JCI Roxas Halaran?
JCI Roxas Halaran works with local businesses on community projects across Capiz. Our own events show how sponsor tiers work in practice. SA DAGAT, a fisherfolk boat race and boat-painting event on Baybay Beach on June 23, 2026, had a major sponsor, several co-presenting sponsors, and safety partners from the Philippine Coast Guard, Roxas City DRRMO and Philippine Red Cross. The Kiwanis Club of Roxas City donated the two fiberglass boats that local artists painted. In-kind support counts too: at Coastline Cuts, the chapter's free haircut day in Brgy. Dumolog, Metro Roxas Water District provided hydration.
If your business would like to support a project, visit our support page or see our projects. Planning your own event? Our free templates can help you get started.
