Learning how to write a sponsorship letter for student travel doesn’t have to be as intimidating as it sounds. A well-written letter or email can have a big impact and be a great way to line up tour sponsors. You and your students can follow these four quick tips to draft your own custom sponsorship letter and raise more funds for your tour.
Don’t shy away from the details. In your letter, make sure you take the time to share why educational travel is important to you. Explain to the recipients what it is you’re most excited about and can’t wait to experience. Describe why you believe this adventure will have a positive impact on your students’ lives and futures. Clearly illustrating what this will mean to you (and them!) will make it easier for potential contributors to understand why they should support your efforts and help sponsor your student tour.
The most impactful letters aren’t one-size-fits-all. From friends and family to local businesses and community organizations, each letter should be customized to its recipient, taking into account their relationship to you. Local businesses will want to know more about you and your background, while individual donors who already know you may easily and quickly understand why this experience is such a great opportunity for your students. If possible, connect your travel plans to them personally. Has that individual shared a similar experience? Does your trip tie into the service or product of a local business?
Showcase your fundraising activities in your letter. Explain what else you and the group are doing to fundraise for your tour and cover its cost. Not only does this act as free advertising for future fundraisers, but it highlights the amount of work you are putting into this experience. This also helps clarify to recipients that you’re not just looking for a handout; it tells them that this experience is important and you’re willing to work hard for it. (Speaking of, check out these articles on unique fundraising ideas for high school trips and pay-it-forward fundraising ideas.)
Choose a contribution method, and make sure the process is easy and convenient for the recipients. One way of doing this is by sharing the web address for their secure, personal fundraising page. You may also consider including multiple contribution options in your letter, or tailoring choices to your audience. Additionally, make sure collecting funds is simple, and consider which method is manageable and easy to track.
So, that’s how to write a sponsorship letter for student travel. Easy, right? For bonus points, follow up with sponsors after you return from tour. All you have to do is thank them and share a few fun photos from your trip. After all, it’ll soon be time to fundraise for your next student tour!
Editor’s note (2022): This piece has been updated for clarity, accuracy, and relevance.
Check out this example of a sponsor letter your students can use and tweak as necessary!