Make Sure It's Appropriate
One of the main issues with respect to Thank You Letter Sponsors Conference is to know when to send one. As a general rule, I would say "better to be safe than sorry". However, make sure there is something noteworthy about the situation. A thank you letter for a routine situation doesn't make sense and dilutes their meaning.
Write It Promptly
It is always best to send a thank you letter as soon as possible after the event for which you are doing the thanking. It will help with the level of sincerity in your letter if the event is still fresh in your mind. In any case, a delayed thank you letter will seem like an obligatory afterthought to the recipient.
Remind The Recipient
In your introductory sentence, make it very clear that it is indeed a thank you letter and that it pertains to a specific event, situation and/or person. This will eliminate any confusion on the part of the recipient as to the purpose of the letter.
Make It Short and Direct
Get straight to the point and never exceed one page. Thank you letters should be short, direct, sincere, and to the point. In business situations they will always type-written but personal thank you letters can be hand-written or typed, as appropriate to the situation.
Make It Personal
By definition, a Thank You Letter Sponsors Conference is a sincere personal gesture from one individual to another. It should be expressed as a heartfelt personal sentiment, even when written in a business situation. At the same time, strive to be balanced in approach and don't be overly effusive.
Always Write it To One Person
Always write your thank you letter to an individual, not an organization or group. Even if it's a situation where a group is involved, write your letter to the senior person in the group and/or the group spokesperson. Ask that person to please pass on your sincere appreciation to the other people in the group, and name them in your letter if possible. (Contrary to advice given by certain so-called experts online, in my experience, writing a group letter is NEVER appropriate and achieves little or nothing).
Check Spelling and Grammar
As when writing all letters make sure you carefully check your spelling and grammar. This is even more important for thank you letters, since they are almost always a sincere statement of appreciation from one person to another. Be sure to double check the spelling of all names used in the letter. There's no quicker way to blow your credibility and sincerity than to misspell someone's name.
The bottom line on thank you letters is "make it appropriate and sincere", or there really is no point in sending one
After just about any meeting, successful or note, it never hurts to follow up with a thank you note. It shows you respect your client's time and even if your product wasn't a good fit this time, your client knows you're a courteous, professional colleague he'd like to do business with again.
Email or snail mail? You know best; think about the client's company culture. Usually email is fine, especially if you're thanking for something informal like time.
Your tone is also something only you can gauge. When in doubt, more formal is better. You don't have to be cold or stuffy but do be respectful.
Here are a few examples you can customize to your own situation.
Example 1:
It was a pleasure meeting you yesterday. Your ideas on new approaches to sales in our region were insightful and a great help to me. Thank you for making time to meet with me and for sharing your thoughts.
Sincerely,
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Dear Dr. Price,
Thank you for seeing me yesterday. I appreciated the chance to discuss our new products with you. Your opinions are always helpful and interesting. I hope the latest product will fit your needs.
It's always a pleasure to see you!
Best Regards,
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Josh,
It was a pleasure to finally get a chance to meet you today. Your research project sounds very interesting and offers a compelling value proposition to to the mobile phone carriers. As discussed, my team has done extensive work in the type of data collection that your research requires.
Please let me know if I can provide you with more details about how we would work on the project.
Look forward to speaking with you soon.
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Dear Paul,
Thank you for your time today. Jack and I very much appreciated your input on our new business development strategy. I know that you have a number of demands on your schedule right now so the fact that you took as much time as you did to guide us is even more welcome.
We will be sure to circle back with you when the plan is finalized in order for you to provide your stamp of approval as well as any final comments.
Or, you can go like this:
(Date)Dear (________):
We are writing to you as a friend and supporter of (Name of organization) to ask for assistance for our upcoming conference being held (MM/DD/YY) in (location).
Our annual conference is an event that brings people together for mutual support, education and inspiration. We have grown over the years and at this, our (XXth) gathering, we are expecting attendance (number of people) from all over the (region/country/world).
As always, we are striving to bring as many people as possible. You know that many of our families and individuals cannot afford the expense. Our priority, indeed the reason for our existence as an organization, is to help them.
At the same time, we want to make the conference itself an absolutely memorable event. We are pleased that acclaimed keynote speaker and humorist, David Roche, is available and has agreed to come at a reduced rate. In addition, he will extend his time with us to include his popular storytelling classes.
Could you help us by sponsoring David? In appreciation for your contribution we will be delighted to feature your name and logo in our promotional materials, and will acknowledge your assistance at all appropriate opportunities. Representatives from your organization are more than welcome to be our guest for David's presentation so that we may thank you personally. A donation of ($____) will cover his fee, accommodations and travel expenses.Corporate firms and organizations usually organize annual conference or meeting to discuss the company strategy, problems and their solutions. Generally, these conferences are organized for all the employees. Sometimes, annual conference or an occasional conference is held for different companies of the similar industry. This conference is meant to share different issues and aspects of industry experienced by different organizations that have similar business. It helps all the employees of companies participating in the conference.
These types of conferences cannot happen without sponsorship by the corporate companies. It is also used as an opportunity to advertise the company products and services during the conference. It provides a big platform to display company's achievement throughout the year. Hence, conference sponsorship letters are necessary for successfully arranging the conference.
If you're been asked to write a Thank You Letter Sponsors Conference that you're involved with, you may be staring at a blank piece of paper wondering just what to write.
Here's an actual letter that was used to raise a substantial sum towards a refit of church equipment and was sent to local trusts and grant-making bodies.
It's important to keep your letter to just one page, with supporting information of no more than two pages. Include one photo if you wish and if it's relevant.
Don't resort to begging, but write an informative letter which helps the donor to understand what your projects aims and goals are.
Although this is an actual letter, names and information has been changed, for obvious reasons.
Dear Mr Bentley
I am writing to Bentley Charity Trust on behalf of Finedown Baptist Church, as your guidelines indicate that you offer support for churches.
Finedown is a rapidly growing town situated in central Flintshire. It has a thriving business centre, with some of the top financial companies in the country being based locally.
We have a thriving youth group for local young people. We have a 68 members and offer services in both the morning and evening.
The church building is used by a number of different local groups because of its good acoustics, this includes the Watley Moor singers and the Big Down band. We also host activities such as yoga, fitness club and local coffee mornings for the local community.
We refitted our entrance seven years ago. However, the entrance doors are now in need of substantial repair if we are to be able to continue using them and welcoming in the community. The estimated cost of this work is £9995.
We have already raised the sum of £7900 through our fundraising efforts but need a further £2095 to be able to carry out the necessary work.
As a Trust that is interested in supporting and preserving buildings which are of value to the local community, we would be most grateful if you could consider assisting us with this project.
Please feel free to call me on 1234 678910 if you would like any further information.
Yours faithfully,
Jen Carter
Chair of the Fundraising Committee
Do ensure that you print this on headed paper, if you have it.
It's important that it's signed by the person whose name is on the bottom of the letter, this is not the time to be in a hurry and "pp" the letter on someone elses behalf.
If you would like an acknowledgement that your application for funding has been received, add a stamped, self-addressed postcard or envelope.
Only send off letter to trusts that offer funding in your area and your type of project.
Once you've sent off your applications, be patient! Most of these boards only meet every two or three months, so it may be some time until you hear whether or not you've been successful.
If you are offered a grant, always write and say thank you. Write again once the project is up and running to let them know of your progress.