Three Sample Letters And Scripts

Sponsorship, Donation, And Hosted Fundraisers

Not every team has a 501(c)(3), and that is okay. School based teams, homeschool groups, and after school programs still raise support every season. The key is asking the right way, for the right type of support, and making your key points and ask clear in the first paragraph, preferably the first 2 to 3 sentences. Busy people decide fast.

One more important note. Some businesses can only give money to a 501(c)(3). If you ever run into that, reach out to us. We can often help connect the business to SEAPERCH Foundation for a compliant donation route so your team can still receive support.

Sponsorship Request

Sponsorship is support in exchange for recognition.

Path A, Teams Without A 501(c)(3)

Sample Email Letter

Subject: Sponsorship Opportunity, Support Our Student Robotics Team

Hello [Name],

My name is [Your Name], and I am with [Team Name], a student robotics team at [School or Group Name] in [City]. We are seeking a sponsorship of $[Amount] to support our team this season. In return, we will recognize [Business Name] on [shirts, banner, social media, team materials] throughout the season.

SeaPerch is underwater robotics, teamwork, and real world problem solving. Students build an ROV, test it, improve it, and learn how to communicate like engineers. Your sponsorship helps cover [tools, parts, materials, practice expenses, registration, travel support].

Would you be open to sponsoring our team at one of our levels. I can email the sponsor sheet or stop by briefly to share what our students are building.

Thank you,

[Your Name]

[Team Name]

[Phone]

[Website or Social Link]

In Person Script

Hi, my name is [Your Name] and I am with [Team Name] at [School or Group]. We are looking for a sponsorship of $[Amount] to support our robotics season. We will recognize your business on [shirts, social media, signage], and your support helps students build real engineering skills. Would you be open to sponsoring, or should I email you our sponsor levels.

Phone Script

Hi, this is [Your Name] with [Team Name] at [School or Group]. We are seeking a sponsorship of $[Amount] to support our robotics season, and we provide sponsor recognition on [shirts, social media, signage]. Who is the best person to email our sponsorship information to.

Path B, If A Sponsor Requires A 501(c)(3)

Use this when a company wants sponsor style recognition but requires giving through a 501(c)(3).

Sample Email Letter

Subject: Sponsorship Through 501(c)(3), Support [Team Name]

Hello [Name],

My name is [Your Name], and I am with [Team Name] at [School or Group Name]. We are seeking a sponsorship of $[Amount] to support our student robotics season, and we can process that sponsorship through SEAPERCH Foundation, a 501(c)(3), if your company requires it. In return, we will recognize [Business Name] on [shirts, website, social media, event signage] throughout the season.

SeaPerch is underwater robotics, teamwork, and real world problem solving. Your support helps provide [tools, parts, materials, practice resources] so students can build, test, improve, and learn like engineers.

If you can share your preferred sponsorship process and any requirements for recognition or invoicing, we will coordinate with SEAPERCH Foundation to make this easy and compliant.

Thank you,

[Your Name]

[Team Name]

[Phone]

[Website or Social Link]

In Person Script, Path B

Hi, my name is [Your Name] with [Team Name] at [School or Group]. We are looking for a sponsorship of $[Amount], and if your company requires giving through a 501(c)(3), we can run the sponsorship through SEAPERCH Foundation. We will still recognize your business on [shirts, social media, signage]. Who is the best person to coordinate sponsorship details with.

Phone Script, Path B

Hi, this is [Your Name] with [Team Name] at [School or Group]. We are seeking a sponsorship of $[Amount], and if your company requires a 501(c)(3), we can process it through SEAPERCH Foundation. Is there someone I can email the sponsorship details and recognition options to.

Donation Request

Donation is a gift given because someone believes in the mission.

Path A, Teams Without A 501(c)(3)

Sample Email Letter

Subject: Donation Request, Support Student STEM Learning

Hello [Name],

My name is [Your Name], and I am with [Team Name] at [School or Group Name] in [City]. We are requesting a donation of [items] or support of [specific need] to help our students build and compete this season. Your help directly supports hands on learning and student growth.

SeaPerch teaches students to problem solve, test, improve, and work as a team. We are currently working toward [short goal] and your support would help provide [tools, materials, parts, supplies].

If you are open to helping, I would love to share a quick list of our top needs. Thank you for considering supporting students in our community.

Thank you,

[Your Name]

[Team Name]

[Phone]

[Website or Social Link]

In Person Script

Hi, my name is [Your Name] with [Team Name] at [School or Group]. We are requesting a donation of [items] or support for [specific need] to help students build and learn this season. Would you be open to donating, or should I email you our list of needs.

Phone Script

Hi, this is [Your Name] with [Team Name] at [School or Group]. We are requesting a donation of [items] or support for [specific need] to help students build and learn this season. Who is the best person to email our needs list to.

Path B, If A Donor Requires A 501(c)(3)

Use this when a company wants to give but can only donate to a 501(c)(3).

Sample Email Letter

Subject: Donation Through 501(c)(3), Support [Team Name]

Hello [Name],

My name is [Your Name], and I am with [Team Name] at [School or Group Name]. We are requesting a donation of $[Amount] or [in kind items] to support student robotics this season, and SEAPERCH Foundation, a 501(c)(3), can accept the donation if your organization requires it. Your support helps provide [tools, parts, materials, outreach resources] so students can learn by doing.

If this works for your process, please share the best next step and any paperwork requirements. We will coordinate with SEAPERCH Foundation to ensure the donation is handled properly and acknowledged.

Thank you,

[Your Name]

[Team Name]

[Phone]

[Website or Social Link]

In Person Script, Path B

Hi, my name is [Your Name] with [Team Name] at [School or Group]. We are requesting a donation of $[Amount] or [items]. If your company requires giving through a 501(c)(3), SEAPERCH Foundation can accept the donation and help route support appropriately. Who is the best person to email the donation details to.

Phone Script, Path B

Hi, this is [Your Name] with [Team Name] at [School or Group]. We are requesting a donation of $[Amount] or [items], and if your company requires a 501(c)(3), SEAPERCH Foundation can accept it. Is there someone I can email our donation request and your process requirements to.

Hosted Fundraiser Request

Hosted fundraiser is asking a business for permission to raise money at their location or through their customers.

Path A, Teams Without A 501(c)(3)

Sample Email Letter

Subject: Request To Host A Fundraiser At [Business Name]

Hello [Name],

My name is [Your Name], and I am with [Team Name] at [School or Group Name]. We are requesting permission to host a fundraiser at [Business Name] on [Date] from [Time] to [Time]. We will bring our own table, signage, and volunteers, and we will keep the area clean and organized.

This fundraiser will support student robotics by helping cover [specific needs]. If you would like, we can also display our ROV so your customers can see what students are building.

If you are open to it, I would love to confirm the best location on site, any rules you prefer, and how you would like us to promote the event. Thank you for supporting students in our community.

Gratefully,

[Your Name]

[Team Name]

[Phone]

[Website or Social Link]

In Person Script

Hi, my name is [Your Name] with [Team Name] at [School or Group]. We would love permission to host a fundraiser here on [Date] from [Time] to [Time]. We bring our own setup and volunteers, and we keep everything clean and organized. Would you be open to hosting us, and who should I coordinate details with.

Phone Script

Hi, this is [Your Name] with [Team Name] at [School or Group]. I am calling to request permission to host a fundraiser at your business on [Date] from [Time] to [Time]. We provide our own setup and volunteers, and we keep the area clean. Who is the best person to email to confirm details.

Path B, If A Hosted Fundraiser Requires A 501(c)(3)

Use this when a business is happy to host the fundraiser, but later says they can only issue a check or donation to a 501(c)(3). This is uncommon, but it does happen.

Sample Email Letter

Subject: Request To Host A Fundraiser At [Business Name]

Hello [Name],

My name is [Your Name], and I am with [Team Name] at [School or Group Name]. We are requesting permission to host a fundraiser at [Business Name] on [Date] from [Time] to [Time]. We will bring our own table, signage, and volunteers, and we will keep the area clean and organized.

This fundraiser will support student robotics by helping cover [tools, parts, materials, outreach supplies]. If space allows, we can also display our ROV so customers can see what students are building.

If your business has any specific requirements for hosted fundraisers, please let us know. If your company can only issue proceeds to a 501(c)(3), please tell us and we will connect you with SEAPERCH Foundation to help coordinate an approved and compliant way to support students.

Gratefully,

[Your Name]

[Team Name]

[Phone]

[Website or Social Link]

In Person Script

Hi, my name is [Your Name] with [Team Name]. We would love permission to host a fundraiser here on [Date]. We bring our own setup and volunteers and keep everything clean. If your business has any requirements, we can follow them. If your company can only issue proceeds to a 501(c)(3), please tell us and we will connect you with SEAPERCH Foundation to help coordinate that.

Phone Script

Hi, this is [Your Name] with [Team Name]. We are requesting permission to host a fundraiser at your business on [Date] from [Time] to [Time]. We provide our own setup and volunteers and keep the area clean. If your company requires proceeds to be issued to a 501(c)(3), please let us know and we can coordinate through SEAPERCH Foundation.

That’s A Wrap

If you only remember one thing, put your key points and your ask in the first paragraph, preferably the first 2 to 3 sentences. Busy people decide fast, so make it easy for them to say yes.

Use the right type of ask for the right type of support. Sponsorship is partnership and recognition. Donations are mission support. Hosted fundraisers are permission and collaboration.

If a business tells you they can only give through a 501(c)(3), do not panic. Reach out to SEAPERCH Foundation and we will try to help you find the cleanest path forward.

Now go send the email. Then go back to building your ROV, because that part is way more fun.