Initial Renewal Outreach
Subject: Renew your [TEAM NAME] sponsorship for [SEASON YEAR] Hi [CONTACT FIRST NAME], Thank you again for supporting [ORGANIZATION NAME] last [SEASON YEAR]. Partners like [COMPANY NAME] help us cover equipment, travel, and program costs that keep [SPORT] accessible for our student-athletes. We would love to have you back for [SEASON YEAR]. Your [LAST YEAR TIER — e.g., Silver Partner] included [BRIEF BENEFIT REMINDER — e.g., banner placement and program ad], and we have the same tier available again this season. Attached is our updated sponsorship menu with package options. If you would like to renew at the same level or discuss an upgrade, reply to this email or call me at [PHONE]. We appreciate your continued support of our program. Best regards, [YOUR NAME] [Sponsorship Chair / Booster Club] [ORGANIZATION NAME] [EMAIL] · [PHONE]
Follow-Up Email
Subject: Following up — [COMPANY NAME] & [TEAM NAME] [SEASON YEAR] Hi [CONTACT FIRST NAME], I wanted to follow up on my note from [DATE OF FIRST EMAIL] about renewing your sponsorship with [ORGANIZATION NAME] for [SEASON YEAR]. We are finalizing our partner roster before [KEY DATE — e.g., first home game / program print deadline], and I wanted to make sure [COMPANY NAME] had a chance to reserve [TIER NAME] if you are interested. Happy to answer questions or adjust a package to fit your goals this year. No pressure if timing is not right — just let me know either way so we can plan accordingly. Thank you, [YOUR NAME] [EMAIL] · [PHONE]
Click Copy email on either template, paste into your mail client or SponsorStream HQ outreach tool, and replace every bracketed placeholder before sending.
How to Customize
- Reference the sponsor's actual tier and benefits from last season
- Attach your current price-sheet PDF or link to your package menu
- Include a concrete deadline tied to program print or season start
- Send from a booster club address, not a personal Gmail, when possible
- Log replies on the company record so treasurers see renewal status
Frequently Asked Questions
When should we send renewal emails?
Start six to eight weeks before your season or fiscal year begins. Businesses need lead time for marketing budgets. A follow-up two weeks later catches busy owners who missed the first note.
Should renewals mention last year's package?
Yes — remind them what they supported and what their partnership included. Personalization increases renewal rates compared to generic 'please sponsor again' messages.
Can I send these from SponsorStream HQ?
Yes. Filter last season's sponsors in the CRM, personalize templates, and track responses on each company timeline instead of BCC-ing from a personal inbox.
What if a sponsor does not respond?
Send one polite follow-up, then log the outcome on the company record. Some businesses rotate budgets annually — a clear timeline helps next year's chair know who to call.