Once your letters are written, here is the most effective way to send them:
1
Batch your sending: Send 10–15 letters at a time, not all at once. This means you can manage the responses and follow-ups without being overwhelmed.
2
Keep a record: Note the date you sent each letter, the business name, the owner's name, and the ask. You will need this for follow-ups.
3
Set a follow-up date: For each letter, note a date 7–10 days later when you will follow up if you have not heard back.
4
Personalise each one: Even if you are sending 15 letters, each one should have the business name and owner's name filled in correctly.
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The follow-up — why it matters
Research consistently shows that most donations and sponsorships come after a follow-up, not from the initial letter. Many business owners mean to respond but get busy and forget.
A polite follow-up call or email 7–10 days after sending your letter is not pushy — it is professional. Here is a simple follow-up script:
"Hi, my name is [name] and I recently sent a letter to [business name] about sponsoring my expedition to [destination]. I just wanted to check whether you had a chance to read it and whether you had any questions. I completely understand if it is not something you are able to support right now — I just wanted to follow up personally."
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Handling rejections gracefully
Most businesses will say no — and that is completely normal. A 10–20% response rate from sponsorship letters is considered good.
When a business says no, thank them for their time and ask if they would be happy to be contacted again next year. Many businesses that say no once will say yes the following year — especially if they see you are still fundraising and making progress.
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The long game: Keep a record of every business you approach, their response, and the date. This becomes a valuable asset for future fundraising — yours and potentially for other students at your school.
✏️ Send your first batch of letters today
Send your first 5–10 letters today. Set a reminder in your phone for 7–10 days from now to follow up with any businesses that have not responded.
You are now running a proper sponsorship campaign. In the final lesson, you will put together your complete sponsorship strategy and discover what else Ways2Raise has to help you raise more.