Writer's Block

[asysin2leads]

Ok, I am looking to send out a letter to the local sports teams/clubs re: their T&I pictures. I must have gone through about 20 writes and re-writes and I just can't get the verbage down. I'm usually pretty good at these type of things, but for some reason, I have writer's block. What do your letters say to the organizations? I need some inspiration. Muchas gracias.

[DDCSD]

I start mine with "Hello..."

;)

I'm curious to see what people have to say on this. I've only done individual teams so far, and all of those have been through word of mouth so I haven't had to send anything out.

[asysin2leads]

Thanks Dereck. I'll keep that in mind. Funny guy!

[Rubi Jane]

I don't have specific verbiage because mine changes based on the organization. I can share my process and hopefully it will free you from your block.

First off know your competition. Know who's shooting for what organization, how they organize/execute the photo day, what products & pricing they offer both for parents and organization, and the products they deliver. The more you know about your competition the better you'll be able to position yourself and how you are different/better. If you have that info the letter becomes easy.

I don't flood a potential organization with a big intro letter, I first try to contact them via phone, or if I have to, by email. I go straight for the president of the organization and inquire as to when I should submit a proposal for T&I photos. I also ask for their criteria, including budget, along with general information like number of teams/players, photo location, preferred timing for photos etc, who to submit to etc.

If they say they are contracted for "x" years I mark it in my calendar for future. Occasionally you get they are happy with their current photographer and don't want to change. I don't waste my time with them. I move one and work with those who are open to a proposal.

Armed knowing they are open to proposals, what their criteria is and what the budget is (likely what the current shooter is charging) I can write a concise proposal that meets their exact needs and goes to the "make it happen" person.

I follow up with a phone call (or at least an email) to discuss the proposal and answer any questions they might have. Hopefully I can satisfy their needs on budget and get the gig.

[DDCSD]

Good info Lindsey!


How do you pitch your services though? What kind of proposal do you submit?

[Karl Johnston]

Format it like a business letter and follow the format :) fill in the boxes and away you go...a custom letterhead in your mailing letter is always a good thing, too, so the receiver knows who you are and where you can be reached.

Keep it sweet and simple, state the following:
-introductions, usually 2 lines max
-purpose of letter; dont expand on details until the first contact has been made..then follow up with the continuing letters based on how they format their response.
-contact info for more details

[dmwierz]

I need some inspiration.

Regarding inspiration, the person you need to inspire is the recipient of your letter, not you. Don't forget this is a SALES letter, so it needs to contain something that highlights what's in it for the organization. Typically, this boils down to the fact that you're either going to be cheaper (or the flip side of this, make the organization more money) or you're gonna be better (higher quality, more creative, faster service, more images of each kid, etc - in other words, how you are planning on differentiating yourself from your competition) than what they currently have. It's that simple. Your words need to quickly demonstrate whichever option you choose to highlight.

I agree with the above comment that it needs to be short, simple and to the point. As your proposal is probably unsolicited, the recipient more than likely won't take the time to read a long, verbose letter. The one and only objective of this letter is to get you a face-to-face meeting with the decision maker(s).

You didn't say what level these "local sports teams/clubs" are at. Are these youth leagues, adult rec leagues or pro's?

Also, under the category "a picture is worth a thousand words", I'd include a couple sample prints showing the quality of what you are capable of providing. Notice I said samples - not a link to your Web site. Make it easy for the reader of the letter to see your work.

Feel free to post whatever you come up with, and standby for all kinds of comments ;)

Muchas gracias. Oh, and in case you run into anyone who actually speaks Spanish, it's muchOS gracias ;)

[asysin2leads]

Oh, and in case you run into anyone who actually speaks Spanish, it's muchOS gracias ;)

I actually know what that means. Nice try, though.:D

[asysin2leads]

I don't have specific verbiage because mine changes based on the organization. I can share my process and hopefully it will free you from your block.

First off know your competition. Know who's shooting for what organization, how they organize/execute the photo day, what products & pricing they offer both for parents and organization, and the products they deliver. The more you know about your competition the better you'll be able to position yourself and how you are different/better. If you have that info the letter becomes easy.

I don't flood a potential organization with a big intro letter, I first try to contact them via phone, or if I have to, by email. I go straight for the president of the organization and inquire as to when I should submit a proposal for T&I photos. I also ask for their criteria, including budget, along with general information like number of teams/players, photo location, preferred timing for photos etc, who to submit to etc.

If they say they are contracted for "x" years I mark it in my calendar for future. Occasionally you get they are happy with their current photographer and don't want to change. I don't waste my time with them. I move one and work with those who are open to a proposal.

Armed knowing they are open to proposals, what their criteria is and what the budget is (likely what the current shooter is charging) I can write a concise proposal that meets their exact needs and goes to the "make it happen" person.

I follow up with a phone call (or at least an email) to discuss the proposal and answer any questions they might have. Hopefully I can satisfy their needs on budget and get the gig.

Lindsey,
Thanks for the response. I have been observant of their current photogs for the past couple of years. As a consumer, I am not satisfied with their products. As a photographer, I'm confused about their process. Not confused as in ignorance, but confused as to why in the heck they would do it that way. I know there's more than one way to skin a cat, but when the average consumer is scratching their head, too, it's probably not the proper way. The one group is part of a national company who will pretty much hire anyone w/ a camera and their quality reflects this. For instance, last year's season had the kids standing about 3 feet from the trees. The sun was at the back of the player and they "photog" didn't use flash. Not even the pop-up one. Everything came out dark. All 3 of the photogs didn't use flash. I mean, come on!

Format it like a business letter and follow the format :) fill in the boxes and away you go...a custom letterhead in your mailing letter is always a good thing, too, so the receiver knows who you are and where you can be reached.

Keep it sweet and simple, state the following:
-introductions, usually 2 lines max
-purpose of letter; dont expand on details until the first contact has been made..then follow up with the continuing letters based on how they format their response.
-contact info for more details

I plan on keeping it simple. I am a good BS'er, but I know that people want things clear and concise.

Regarding inspiration, the person you need to inspire is the recipient of your letter, not you. Don't forget this is a SALES letter, so it needs to contain something that highlights what's in it for the organization. Typically, this boils down to the fact that you're either going to be cheaper (or the flip side of this, make the organization more money) or you're gonna be better (higher quality, more creative, faster service, more images of each kid, etc - in other words, how you are planning on differentiating yourself from your competition) than what they currently have. It's that simple. Your words need to quickly demonstrate whichever option you choose to highlight.

I agree with the above comment that it needs to be short, simple and to the point. As your proposal is probably unsolicited, the recipient more than likely won't take the time to read a long, verbose letter. The one and only objective of this letter is to get you a face-to-face meeting with the decision maker(s).

You didn't say what level these "local sports teams/clubs" are at. Are these youth leagues, adult rec leagues or pro's?

Also, under the category "a picture is worth a thousand words", I'd include a couple sample prints showing the quality of what you are capable of providing. Notice I said samples - not a link to your Web site. Make it easy for the reader of the letter to see your work.

Feel free to post whatever you come up with, and standby for all kinds of comments ;)

Dennis,
Yes, they are youth and select older kid (high school) leagues. I will focus on those primarily, but there are a few adult rec leagues in the area who don't even have T&I shots done. I have done a few T&I shots, but not for an entire league. They were for teams who didn't have all the players present during initial T&I.

[Rubi Jane]

I have been observant of their current photogs for the past couple of years. As a consumer, I am not satisfied with their products. As a photographer, I'm confused about their process. Not confused as in ignorance, but confused as to why in the heck they would do it that way. I know there's more than one way to skin a cat, but when the average consumer is scratching their head, too, it's probably not the proper way. The one group is part of a national company who will pretty much hire anyone w/ a camera and their quality reflects this. For instance, last year's season had the kids standing about 3 feet from the trees. The sun was at the back of the player and they "photog" didn't use flash. Not even the pop-up one. Everything came out dark. All 3 of the photogs didn't use flash. I mean, come on!

You know your points of differentiation on quality & process, and as a customer you should know their pricing. Does the organization purchase memory mates or combo prints for each player, do they get a percentage of profits? Rather than sending a letter or email as an initial contact why not call the head of the organization and get the missing info so you form a game plan before you get to meet with the decision maker.

I find the phone is so underused for introductions since the advent of email, and yet a 5 minute call can get you so far ahead.

Since the current photogs lack technical prowess I'd definitely make your positioning on making the players, teams & organization look so much better and include samples of other T&I shoots.

[dmwierz]

I actually know what that means. Nice try, though.:D

Yeah, OK. :oops:

[asysin2leads]

You know your points of differentiation on quality & process, and as a customer you should know their pricing. Does the organization purchase memory mates or combo prints for each player, do they get a percentage of profits? Rather than sending a letter or email as an initial contact why not call the head of the organization and get the missing info so you form a game plan before you get to meet with the decision maker.

I find the phone is so underused for introductions since the advent of email, and yet a 5 minute call can get you so far ahead.

Since the current photogs lack technical prowess I'd definitely make your positioning on making the players, teams & organization look so much better and include samples of other T&I shoots.

I am actually doing some research prior to sending anything out. I forgot to clarify that. I don't have everything I would like to have, but a bit of information. All of the leagues give the sponsors a 5x7 print. Some even give a nice wood plaque. I know of a local company who has been doing trophies since the dawn of time. They were actually friends w/ my grandma and it's been in the family the whole time. Anyway, I can get with them and get nice plaques for a little cheaper than most other places. Personally, I think the sponsor plaque is a nice touch. Also, each head coach gets a wood plaque, too.

Only a few give a % back to the organization. I know there is some mixed feelings about that here on POTN, but I think it's a nice gesture. The majority of these leagues work on meager funding.

The one league director and my wife played soccer all through youth and up to high school. She had mentioned the amount of complaints last year to my wife. She didn't, and still doesn't, know that I am a photographer. She is the one I'm going to start with. I will have a face-to-face with her. I know they have fall soccer booked, but not spring soccer. They are using the same group for their T&I as last year.

Thanks to everyone for the good advice. Keep it coming.