Producer Handbook: Partner Organization Letter Template

PARTNER ORGANIZATION LETTER TEMPLATE

We suggest you first contact potential partner organizations in person or by phone to determine their initial interest in your project. Follow up your call with a letter. Below is a sample letter you may wish to customize and use or develop your own.

Dear NAME:
We are delighted that the [NAME OF ORGANIZATION] is considering partnering with [PROJECT NAME], our national [PBS] documentary about [DESCRIPTION]. To extend the impact of the [DATE OF BROADCAST], we are spearheading a national outreach campaign to extend the film’s impact. Together, we will further build public awareness of issues and resources [TOPIC]. As a key partner in our effort, we will:
• Keep you updated on the project development;
• Provide you outreach (video clips, essays, helpful tools) and   promotional materials as they become available either in print or online, as well as one copy of a promotional video for use at meetings and conferences;
• List your organization as a partner on print and Web materials; and
• Include a hotlink to your Web site from the [PROJECT NAME] site. We are asking the [NAME OF ORGZANIZATION] to:
• Communicate information to your network and those you work with to promote the program;
• Encourage members to work with our [LOCAL PBS OR COMMUNITY PARTNER] in various cities to organize [ACTIVITY];
• Encourage those you work with to tape the program off the air and use it to spark discussion around [TOPIC], perhaps as part of your organization’s existing educational efforts (off-air record rights allow for taping the program and using the tape for up to one year from the date of broadcast);
• Consider including [PROJECT NAME] in your conference(s);
• Encourage use of resources on the [PROJECT NAME] Web site;
• Link the [PROJECT NAME] Web site to your site. CUSTOMIZE AS NEEDED: We have pulled together a rich array of resources that will be available to stations and partners to help use PROJECT NAME as a catalyst for [ACTION DESIRED]. We invite you to visit our extensive Web site—[PROJECT URL]—designed to connect users with [DESCRIPTION OF SITE CONTENT]. We look forward to working with you. If you have any questions on the project, feel free to contact us:
[CONTACT INFORMATION]
Sincerely,