Student Fundraising Guide Page 8
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15HOBY Student Fundraising Guide
Communicating…
Once you have a list of resources and potential donors, it’s time to start reaching out. The
method and style you use to communicate with each person, group, or company is going
to differ depending on who you’re talking to. The way you approach a family member
about giving to your cause is probably going to differ greatly from how you address the
Community Grant Coordinator for a multinational corporation. It’s important to be aware
of the best possible way to contact and communicate with each individual or
organization.
For example, when it comes to local companies or community organizations that you are
familiar with, it will probably be best to set up an in-person meeting or even just drop
by prepared with information to share, and ideas of how they can support you (post a
sign or put out a jar on the countertop to collect money). However, for larger
corporations that may only have an office in your area, it’s probably wiser to send out a
formal request in the mail or attached to an e-mail.
When contacting any business for their support it will be helpful to first do your research.
The more you know about them the more you’ll know about how they can help you reach
your goal, and the more professional you will come across. A lot of businesses will set
aside money for supporting community causes or activities, so don’t be afraid to ask! If
you find that an organization cannot provide you funding, it may be helpful to ask if
they know of another organization that may be
TIP: If you’re not sure what a sponsorship
a potential sponsor.
letter should look like, check out the
sample on pg.9, and don’t forget to
The Sponsorship Letter…
include a Response Form (pg.10)
A great way to reach out to larger companies or organizations is to send a sponsorship
letter. It may help to call before you send the letter to determine whom the letter should
be sent to. Titles of positions such as Community Outreach Coordinator and Grant
Manager are examples of those who deal with things such as sponsorships. Don’t forget:
be clear about your request and be specific when including dollar amounts, don’t exceed
a page, make sure to proofread multiple times before you send them out, and follow-up
and send thank-you’s if they contribute. A Response Form should also be sent with your
letter and is included on Page 10 of this guide.
Example of how to structure your letter:
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paragraph: introduce yourself, and make it clear what the intention of the letter is.
st
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paragraph: Give general info about HOBY, why it’s important, and what it means to you.
nd
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paragraph: Talk about your interests and passions in a way that ties in with the info you shared about HOBY.
rd
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paragraph: This can be used to explain the financial need; highlight the work you have done but also stress
th
how their contribution is still very important.
The last paragraph: Paraphrase the purpose of the letter, and request some type of action. You can also add
how and when you will follow up.
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