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How to Write a Sponsorship Letter for Baseball

    Step 1

    Address your letter to a high-ranking official of a local company, such as the president, or to a prospective individual donor. Do not start your letter with "Dear Baseball Fan" or "To Whom It May Concern." Call a company or check its website for the proper spelling and title of a company official. Form letters or those with misspelled names likely will not be well received.

    Step 2

    Introduce your team or league to the recipient. Detail the successes of your group. "ABC Town Little League each year offers a baseball program that serves more than 1,000 children in the community, several of whom go on to play for our state champion ABC High School Bulldogs." Or, "The ABC Town Cardinals are a group of 12-year-old boys who have one goal this year: to reach the Little League World Series. Last year, our group won the 11-year-old state tournament. With the experience behind us and all of our players returning, we know we can reach the World Series."

    Step 3

    State specifically what you need. A league representative could write: "I am asking you today to help us meet our goal of buying 75 baseball bats for use by our league's teams throughout this and coming seasons. With bats costing $200 or more today, our families just cannot afford to provide one for their child. Our fundraising goal this season is $15,000." From a team: "Our path to the World Series will require extensive travel to local, state and regional tournaments. Our league does not pay for travel and hotel expenses. The families of the players must cover those costs. Our goal is to raise $6,000 as a team to help with expenses."

    Step 4

    Ask the recipient to donate. "Our efforts are extensive and, unfortunately, expensive. We will need the help of our community if we are to achieve our fundraising goal for this season. We hope you can help us with your contribution." If someone affiliated with your group has recommended this recipient, drop his name in the same paragraph. "Our league president, John Jones, said you have been a generous donor in past fundraising efforts and likely would help us again." If donors can deduct their contribution from their taxes, say so.

    Step 5

    Invite the prospective donor to watch the league or team in action. You want the sponsor to feel involved in the team and to develop a long-term relationship. "Our games are every Tuesday at 6 p.m. and Saturdays at noon at ABC Town Park. Please come watch us play and say hello at the end of the game." Include a schedule if your list of games is extensive.

    Step 6

    Close with a sincere statement, reiterate how you will spend the funds and offer to provide additional information. "We appreciate your consideration of our request. Without the community's help, we will not have enough bats for our players to use in the upcoming season. Please contact me should you have any questions."

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Tips

  • Type the letter on letterhead that you create on your computer; make it look professional. Include in that letterhead an address so donors can mail contributions. The sender should put her phone number and email address under her name and signature at the close of the letter.
  • Include a second sheet that details the levels of sponsorship and what the donor will receive for her contribution. Set contribution levels, such as a "home run" sponsorship of $500, and list what she will receive in return, such as a patch on the sleeve of each player's uniform listing her as their sponsor or a sign on the outfield wall of your field.
  • Include a photo. It is harder to decline such a request when a prospective donor can connect with the players that his contribution will help.
  • Ask a friend to proofread the letter before mailing to ensure there are no errors.

About the Author

Jamie Fox has been a reporter and editor for more than 25 years. She has worked for newspapers and magazines across the United States, covering everything from sports to religion. Based in upstate New York, Fox holds a bachelor's degree in journalism from California State University, Fullerton.

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