Tour planning

4 tips for writing a sponsorship letter for student travel

Learning how to write a sponsorship letter for a trip doesn’t have to be as intimidating as it sounds. Although letter-writing has become a lost art, a well-written letter can have a big impact and can 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.

  1. 01

    Tell your story

    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 life and your future. Clearly illustrating what this will mean to you will make it easier for potential donors to understand why they should support your efforts and help sponsor your student tour.

  2. 02

    Know your audience

    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 you. 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?

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

  1. 03

    Outline your tour fundraising strategy

    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.

  2. 04

    Make it easy for sponsors to donate

    Choose a donation 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 your secure, personal donation page. You may also consider including multiple donation options in your letter, or tailoring choices to your audience. Additionally, make sure collecting donations is simple, and consider which method is manageable and easy to track.

So, that’s how to write a sponsorship letter for a trip. 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!

Ready to get started? Feel free to download the sponsorship letter examples below.

 

Hero photo by Kaitlyn Baker on Unsplash

Topics: Fundraising

Lauren Hayden

Lauren Hayden is a Marketing Co-op at EF Education First and EF Explore America.

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