Auction Email Sequence
Use these three short emails during busy shifts. Copy, personalize the business name and item, then send.
Blazing Paddles 2026
Use clear, direct asks
Keep messages short. Say what the event is, who it benefits, what you are asking for, and the deadline.
Keep it specificName the event, the ask, and the next step.
Do not over-explainShort messages are easier for businesses to answer.
When they say yesEmail the item, value, restrictions, and pickup details to info@roundrockfirefoundation.org.
First-touch outreach
Subject: Auction donation for Blazing Paddles Hi [Name], I’m helping with the Round Rock Fire Foundation’s Blazing Paddles Pickleball Tournament on October 10. We are collecting auction items to raise funds for programs that support Round Rock firefighters and their families. Would [Business] be willing to donate [specific item, gift card, service, or experience] for the auction? No pressure at all. If it is a fit, I can make pickup easy and send the details for recognition. Thank you, [Your Name]
Mid-cycle nudge
Subject: Quick nudge — auction item Hi [Name], I know things get busy, so I wanted to bump this once. We are still building auction packages for Blazing Paddles and would be grateful if [Business] can donate [specific item or gift card]. If yes, just reply with the best pickup contact and estimated value. If not this year, no worries. Thank you, [Your Name]
Final-call thank you
Subject: Final call — Blazing Paddles auction Hi [Name], We are wrapping up auction donations for Blazing Paddles. Thank you for considering a donation and for supporting the firefighter families served by the Round Rock Fire Foundation. If [Business] can still contribute [specific item or gift card], please reply today with the item, estimated value, and pickup details. Either way, I appreciate your time and support. Thank you, [Your Name]
Sponsor email
Subject: Blazing Paddles 2026 sponsorship
Hi [Name], I’m helping with the Round Rock Fire Foundation’s Blazing Paddles Pickleball Tournament on October 10 at Tejas Pickleball Club. We are inviting local businesses to sponsor the event, with proceeds supporting crisis relief, family support, and wellness programs for Round Rock firefighters and their families.
Would [Business] be open to reviewing the sponsorship options this week? I can send the flyer and sponsorship details.
Thank you,
[Your Name]
Warm contact sponsor ask
Hi [Name], I wanted to reach out personally because I’m helping with the Round Rock Fire Foundation’s Blazing Paddles Pickleball Tournament on October 10.
We are looking for local businesses to sponsor the event. I thought of [Business] because [short reason: local connection, community involvement, past support, or customer base].
Would you be willing to look at the sponsor options? If it is not the right fit, no problem. I appreciate you considering it.
Phone call script
Hi, my name is [Your Name]. I’m helping with the Round Rock Fire Foundation’s Blazing Paddles Pickleball Tournament on October 10 at Tejas Pickleball Club.
We are reaching out to local businesses about sponsorships and auction donations. Is there a good person I should send the information to?
If yes: Thank you. I’ll send a short email with the event flyer and the specific options. What email should I use?
If no: No problem. Thank you for your time.
Text message version
Hi [Name], this is [Your Name]. I’m helping with the Round Rock Fire Foundation’s Blazing Paddles Pickleball Tournament on Oct. 10. We are looking for local sponsors and auction donations. Would it be okay if I sent you the flyer and details?
Auction item ask
Hi [Name], I’m helping collect auction items for the Round Rock Fire Foundation’s Blazing Paddles Pickleball Tournament on October 10.
Would [Business] consider donating [specific item, gift card, service, or experience]? We are trying to build strong auction packages and will recognize auction donors through the event materials and thank-you follow-up.
If this is possible, I can coordinate pickup or provide any details you need.
Sponsor yes next steps
Thank you for agreeing to sponsor Blazing Paddles 2026. We appreciate the support.
To get everything set up, could you please send the best contact name, logo file, preferred business name for recognition, and the sponsorship level or amount confirmed?
We will also confirm payment instructions and any recognition deadlines so everything is included correctly.
Auction item yes next steps
Thank you for donating a auction item for Blazing Paddles 2026. Could you send the item description, estimated value, and the best pickup contact?
If pickup is needed, please let me know the best day and time window. We will make sure the donation is tracked and recognized with the event materials.
Follow-up message
Hi [Name], I’m following up on the Blazing Paddles sponsorship or auction request. We are organizing sponsor recognition and auction inventory now.
If this is something [Business] can support, I can send the details today or answer any questions.
If now is not a good time, no problem. Just let me know so I can update our list.
Polite decline response
Thank you for letting me know. I appreciate you taking the time to consider it.
I’ll update our committee list so we do not continue following up. We appreciate your time and hope to connect again another year.