Thank You Letter Format

Marketing Responsibility Of Participants: As a participant in the Suwannee River Youth Livestock Show and Sale you are required to write thank you letters to show sponsors, contest sponsors, and market animal buyers.

Your Letters AT THE MINIMUM MUST include 3 paragraphs with at least 9 sentences, using the following format:

► Paragraph 1: Introduce yourself (name, age, school, club/chapter, what other shows you participate in, etc.);

► Paragraph 2: tell what the project is (steer, swine, horse, rabbit, etc.) and  describe what you learned from the project (do not just say “I learned responsibility” or “I learned time management,” but explain how you learned it  and why it is important);

► Paragraph 3: Express your appreciation and –

  • tell how you intend to use these funds or
  • tell how much you appreciate them and their sponsorship or
  • Invite them to the fair and using salesmanship ask them to buy your market animal.

Buyer’s Invitation Letter: If you want to be successful and get the best price for your animal, you must market yourself and your animal.  You need to find a buyer before the fair who is interested in your animal and you.  You simply cannot show up at the fair auction and expect buyers to want your animal.  You have spent a lot of time and energy raising and caring for your animal, now you need to spend a lot of time finding the right people to buy your animal.  It is your responsibility to help get new and returning buyers to come to the livestock sales.  The buyer’s letter is an excellent way to market your project steer or swine animal.

Required Show and Contest Sponsors: Think of a sponsor thank-you letters as a self-marketing tool and a critical component of your project. Your relationship with the sponsor does not end once the fair has banked their cash and purchased trophies.  It is the start of an ongoing exchange. An important part will be keeping your sponsor informed of how well their money is being spent and how much you appreciate them.  The start and finish of this is, of course, saying thank you. 

► Your animal will not be checked into the fair until a sponsor letter (using the above letter format of 3 paragraphs and 9 sentences) is submitted. No Cards or Envelopes.

Required Buyer’s Thank You Letter: Probably one of the most important tasks you will have is sending thank you letters. Remember — this person or business did NOT have to do this for you! If they purchased your market animal let them know you are grateful. Put yourself in their place: If you were the one who donated some hard-earned money, you would want someone to thank you!