Letter Declining an Offer of Sponsorship

Just because a sponsorship offer is made does not mean it will be accepted, but a letter declining an offer of sponsorship should always be polite and professional. These letters may include details of why the offer cannot be accepted or may simply turn down the offer without further explanation. If a current offer is being declined but there is the possibility of negotiation in the future then this should be made clear.

Letter Declining Sponsorship: Tone

A letter declining an offer of sponsorship should always keep a professional tone. This often means employing vocabulary of regret, but at the same time capturing a firmness that the offer will not be accepted. In general, a letter declining an offer of sponsorship can be brief and to the point with no need for excess information or "padding". While suca letter declining a sponsorship offer often necessarily means disappointing those who have made the offer, there is no need for such letters to take an excessively emotional or even friendly tone.

Letter Declining Sponsorship: Content

Content can either be simple and brief or more detailed. A brief letter should simply thank the person or organisation for the offer but decline it. A more detailed letter may include reasons for why the offer has been declined. If the current offer is being declined but negotiation remains open then this should be made clear. If the current offer is being declined and there is no room for negotiation, but the person or organisation remains open to future offers, then this should be made clear as well. Rarely is it appropriate to include content which advises a potential sponsor that their offers will never, under any circumstances, be accepted.

Letter Declining Sponsorship: Format

The letter should be typed and printed your business letterhead. The name, job title and mailing address of the writer as well as the prospective sponsor should be included. A formal salutation, closing and space for the writer's signature should also be included. Delivery of such a letter through the post or by courier is acceptable.

Sample of a Letter Declining an Offer of Sponsorship

Mr. Martin Smythe
Job Title
Organisation
Organisation Mailing Address

Date

Ms. Heather Wynne
Job Title
Organisation
Organisation Mailing Address

Dear Ms. Wynne,

It is with regret that I must decline [Organisation]'s offer to sponsor [Event].

While the offer was extremely generous, [Organisation] operates a no sponsorship policy when it comes to children's events. As the [Event] is strictly for children aged 13 and under therefore, we cannot accept any sponsorship for it. Should this policy change in the future I will be sure to let you know.

If you would like to collaborate with [Organisation] further, please visit our website at [Website Address] for a full listing of future events. We consider sponsorship offers for all adult events and would be interested in the possibility of furthering a relationship with [Organisation]. Should you require any further information about our events or sponsorship policies please do not hesitate to contact me on [Telephone Number or Email Address].

Yours sincerely,

________________
Martin Smythe
Job Title