RUNNING A PTA – Approach a business
HOW TO Approach a business
Partnerships with companies can yield great rewards for PTAs. From volunteer hours to
C
sponsorship and prizes, here’s how to reach out If you’re raising funds for a
ontacting companies can sometimes feel intimidating. So start by looking at any existing connections. Does
anyone from your PTA or the school community have a link to a business you might benefi t from?
Find out who’s who It’s essential to contact the right
person – someone who can make decisions. Once you have a name, phone or email them directly. Or introduce your PTA with a letter, and follow up with a call. Create a spreadsheet. List the
names of each company you have approached along with the contact name, their role, the dates of any correspondence and the state of play.
A good fi t Consider what the company does
and how that works with your projects. Are you seeking raffl e prizes or more specialised equipment for the school? If the company doesn’t produce a physical product, could they offer sponsorship, for example, of an event or school sports team, or can they provide volunteer hours? When you make your approach,
be prepared with a list of options of varying scale and value. If your fi rst suggestion is rejected, try asking for something else.
Give and take In your correspondence,
be clear about what you can give back to the business. Can you offer banners or posters at events, a presence on your website or mentions in newsletters and social media?
DOWNLOAD
a letter template from
pta.co.uk/running- a-pta/community- engagement/how-to- write-letters-to- businesses/
project, emphasise how the company is an excellent fi t for the change you hope to create. Describe the impact it will have on the children.
Firm friends Keep your business partners updated
with the results of your project or the success of an event they sponsored. It’s great to thank them by letter or email, but even better in person. Invite them to an event for a personal thank you. It’s easier to maintain a relationship than to establish it in the fi rst place.
How to write letters
● Effective communication is a real skill. Aim to recruit someone with professional fundraising or writing experience and be sure to use good spelling and grammar.
● Use headed paper with your PTA’s charity registration number and logo. Include relevant images from previous events or those demonstrating how you have worked with other business partners. Provide a link to your PTA website or Facebook page.
● Be clear about what you want, what you can offer and how the recipient can contact you. Include an email and a phone number, and mention if you plan to make a follow-up call.
● Work on your tone of voice. While you don’t want to be too formal, you’ll need to be polite and approachable. Look at how your potential business partner communicates and try to follow their style.
pta.co.uk SUMMER 2023 25
WORDS: DANIEL ETHERINGTON IMAGES: DELPIXART, SVETAZI/
ISTOCKPHOTO.COM
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