You will need to send out an email with the subject “Closing Notice” to all the potential sponsors that you have contacted. Include your name, contact information, a brief description of your project, and the type of business that sponsor the case study. A written closing note is also suggested so they know that you have sent this communication.
In your email, include a resource box at the end that discusses how the study will help them or how it could benefit them. Review your email to make sure that it includes all of the items mentioned above. If it does not, add them in a later email. For every sponsor that responds, you should follow up by sending them a direct message, whether it is via email or an email follow-up call.
You should follow up with a phone call to ask them about the research sample that they were referring to. Request that they send over the sample and explain that you will be adding it to your case study. When they do, prepare a follow-up e-mails in which you provide them with the results and ask them if they would like to discuss it further.
You should then add the sponsor to your case study and send them a document that explains your findings. Follow up with another email asking them about the follow-up study and the results that you received from it.
You should then do a hard copy follow-up survey where you send out two emails with a few minutes between each one. Ask the sponsors to provide their feedback on the case study and your research methodology. When they do, you should provide them with the recommendations that you received from their analysis of the case study.
You should then do a second round of follow-up calls that will include a half hour to an hour every week until you have reached your response rate. You should also make a full copy of the survey to give to the sponsors that have not responded yet.
Once you reach your response rate, you will need to take some time to get things organized. One good way to organize the materials is to create a spreadsheet that contains the names of the sponsors, the time they were contacted, and when they were sent the follow-up survey materials. You should then delete any names that are no longer associated with the study, including those that are not related to the study.
You should send the spreadsheet to the sponsoring organization and provide them with your research materials, as well as a timeline of when they should expect to receive the follow-up survey materials. Send this spreadsheet to the organization on a monthly basis, giving them a month to review and comment on the materials before sending them back to you.
You should then work on a cover letter for the case study. Include a short summary of your study along with a professional introduction of yourself and your research. Work on your marketing plan to show how your project is relevant to their sponsor.
After you have presented your case to the sponsor, they will likely send it back to you for further review. This is when you need to go through the materials again to double check the information and make sure that you are using the exact same research samples that you sent them earlier. The timeline given in the follow-up survey should also be included in the materials you send to the sponsor.
Continue to conduct follow-ups until you have all of the materials back to you. The last thing you want to do is continue to send out the same materials because it is unlikely that they will be interested in what you have to offer them in the case study.