John Smith (Quality Manager),
Potential Sponsor Letter / e-mail: Example
Thank you for your interest in our company. The purpose of this letter is to summarize
understanding of our meeting and our action plan.
Qualification Components:
1
2
3
my
4
5
6
We discussed the following:
(1) Your primary critical issue is increased defects which has added $600,000 this year to production costs.
(2) Reasons your defects are increasing:
 the inability to identify the root cause of the defects
 lack of process controls
 lack of adherence to your quality management system
(3) Capabilities you said you needed:
 that when parts or products are rejected, your quality personnel could apply effective data collection, defect analysis, and problem
solving tools to identify the root cause and to implement corrective actions
 when manufacturing a part or product, all your machine operators could eliminate variances by knowing exactly what to do and how
to do it
 when processing an order, all personnel involved would follow required work instruction and procedures.
You said if you had these capabilities, you would be able to reduce then number of existing defects and help reduce and address future
defects, allowing you to recapture $560,000 of production costs.
Our next steps
(4) You agreed to move forward with our company (5) and said if we succeed in proving we can give you these capabilities, you will introduce
me to Eric Jones, your VP Operation. You mentioned Eric is not happy with the increased production costs and its impact on profits.
(6) I would like to propose that we arrange a meeting with another Quality Manager who has implemented QMS tools and practices with our
help. I am confident you will like what you see and introduce our company to the rest of your organization. I’ll call you Monday to discuss it
further.
Sincerely,
Steve Parsons
Potential Sponsor Letter / e-mail: Template
Name-of-Sponsor,
Thank you for your interest in your-company-name. The purpose of this letter (email) is to summarize my understanding of our meeting
and our action plan.
We discussed the following:
Your primary critical business issue is describe-the-sponsor’s-pain.
The reasons you are having this critical business issue are:
 Describe-Reason-A
 Describe-Reason-B
 Describe-Reason-C
The capabilities you said you needed to resolve this situation are:
 Describe-Capability-A
 Describe-Capability-B
 Describe-Capability-C
Our next steps
You agreed to move forward with our company and said if we succeed in proving we can give you these capabilities, you will introduce
me to power-sponsor’s-name-and-title. You mentioned he/she is not happy with the impact that your critical business issue is having
upon his/her ability to describe-the-power-sponsor’s-pain-or-goal.
I would like to propose that describe-proof-step.
I am confident you will like what you see and introduce our company to the rest of your organization. I’ll call you on date to discuss it
further.
Sincerely,
Salesperson’s-name
Qualification Components:
1 Pain
2 Reasons for the Pain
3 Buying Vision
4 Organizational Impact
5 Agreement to Explore
6 Evaluation Plan Set-up
well spent for
Potential Power Sponsor Letter / e-mail: Example
Jim (VP Finance),
Thank you for meeting with Steve Jones and me earlier today. I believe it was time
both TGI and our company.
We discussed the following:
(1) Your primary critical issue is declining profits due to the revenue shortfall. You said you were about $8 million below plan.
(2) Reasons for declining profits:
□ Missing new account revenue targets
□ Rising operational costs
□ Increasing credit write-offs
(3) Capabilities you said you needed:
□ when visiting your web-site, your customers could place and confirm orders via the internet, get questions answered through a
FAQ menu, be notified of promotions, and be prompted to submit referrals
□ for customers to be able to click on a FAQ web menu to get their answers and only require a CSR for extraordinary situations
□ prior to accepting an order, your web-site could alert your customer to outstanding credit issues needing to be resolved with the
ability to speak to someone in your accounting department
(4) You said if you had these capabilities, Steve could meet his revenue targets, Donna Moore could reduce operating expenses, your
Controller could reduce the average age of his receivables and you would be able to increase profits by at least $4.5 M.
Our next steps
(5) When I told you I was confident our company could help you integrate an e-Commerce application with your existing internal
accounting and inventory system, you agreed to commit the resources needed to evaluate our ability to do so.
(6) Based on my knowledge to date, I am attaching a suggested evaluation plan for your further exploration of our company. Look it over
with Steve, and I will call you on February 7, to get your thoughts.
Sincerely, Bill Hart
Attachment: Draft Evaluation Plan
Potential Power Sponsor Letter / e-mail: Template
Name-of-Power-Sponsor,
Thank you for meeting with Name-of-Sponsor and me earlier today. I believe it was time well spent for both organizations.
We discussed the following:
Your primary critical business issue is describe-the-power-sponsor’s-pain.
The reasons you are having this critical business issue are:
 Describe-Reason-A
 Describe-Reason-B
 Describe-Reason-C
The capabilities you said you needed to resolve this situation are:
 Describe-Capability-A
 Describe-Capability-B
 Describe-Capability-C
You said if you had these capabilities that describe-how-others-impacted-will-reach-their-goals.
Our next steps
When I told you I was confident that our organization can help you describe-goal-of-power-sponsor, you agreed to take a serious look at
our ability to do so. Based on my knowledge to date, I am suggesting an evaluation plan for your further exploration of our organization’s
capabilities. Look over the plan with _______________ Name-of-Sponsor and I will call you on date to get your thoughts.
Sincerely,
Salesperson’s-name
Attachment: Draft Evaluation Plan
Potential Vision Reengineering Sponsor Letter / e-mail: Template
Name-of-Sponsor,
Thank you for your interest in your-company-name. The purpose of this letter (email) is to summarize my understanding of our meeting
and our action plan.
We discussed the following:
The capabilities you said you needed:
 Describe-Capability-A
 Describe-Capability-B
 Describe-Capability-C
You said if you have these capabilities you would be able to address your primary critical business issue of describe-the-sponsor’s-pain.
The reasons you are having this critical business issue are:
 Describe-Reason-A
 Describe-Reason-B
 Describe-Reason-C
Our next steps
You mentioned your current situation impacts others including power-sponsor’s-name-and-title-and-others. At the close of our
conversation, you suggested you would schedule a meeting with them so we can discuss the organizational impact of this issue. At that
meeting we can mutually agree upon next steps. As we discussed, I will be required to provide proof that we can give you these
capabilities and you will require that same proof from all other potential vendors. I am available for our next meeting this on date-rangeand-time-range . I will call you on date to schedule the appointment, it should take about number minutes.
Sincerely,
Salesperson’s-name