This document will cover how to send proper emails to sponsors, companies, and for advertising.
QUICK NOTES:
- When writing an email to a sponsor/company, make sure you address them respectfully (ex. using Mr & Mrs/Ms).
- Make sure that you always end off the email using a professional ending tag (more about that below).
- PROOF READ EMAILS BEFORE SENDING
Sponsor Emailing:
- Find a sponsor that you think will be able to provide this team with anything useful.
- Refer to the latest sponsors spreadsheet to check which companies have already been contacted.
- Aim for STEM or education focused companies in the DMV area (but any company could work).
- Scour the company’s website for their contact information. Once you’ve found their contact information and can confirm this is a company worthy of being contacted, add their name, email, and phone number to the latest sponsors spreadsheet.
- Now, draft the email you want to send. Take the emailing template from here and paste it into Gmail. Replace parts of the email as you wish, and make sure that the email is personalized to the company you send it to.
- Make sure you CC [email protected]
- Double check that the email has the right contents, and do not have any special characters that aren’t supposed to be there. Make sure you replaced every part of the template that is supposed to be replaced.
- Triple check.
- Send the email if the current time is a reasonable time for people to be receiving emails. If you’re sending emails at 2am, schedule send them to be sent at a more reasonable time. Be ready to click the “Undo” button in the case your brain immediately remembers something you forgot to do.
- Find a new sponsor and repeat the cycle.
Advertising Emailing:
- Hopefully, the people to be emailed are already put onto a spreadsheet. Copy the email from the spreadsheet and put it into email. If people to be CC’ed are also mentioned in the spreadsheet, put them into email too.
- Address that you are emailing this person in the advertisement spreadsheet.
- Copy the template for the corresponding target (ex. using RoboCamps template for emailing an elementary school) and replace parts of the template to customize it based off of who’s sending the email and who’s receiving it.