application letter for grant funding

Grant Application Cover Letter

September 22, 2023

A Grant Application Cover Letter is a formal document that accompanies a grant application, typically addressed to a potential grantor or a funding organization. This letter serves as an introduction to the grant proposal, providing a concise overview of the project or program for which funding is sought.

It plays a critical role in making a first impression and convincing the grantor that the project is worth considering for funding.

The art of crafting a compelling grant application cover letter is integral in navigating the competitive terrain of grant procurement. This initial document serves as a pivotal interface between the applicant and the potential funding entity, reflecting the aspirations, the precision, and the authenticity of the proposed project.

A well-constructed cover letter can be instrumental in shaping favorable impressions, setting the stage for a thorough review of the accompanying application.

The essence of a grant application cover letter is to succinctly communicate the core objectives and anticipated impacts of the proposed endeavor. It acts as a gateway to the intricate details of the application, providing a glimpse into the innovation, relevance, and feasibility embedded within the project.

Given its paramount importance, it is crucial for applicants to meticulously align the content of the cover letter with the ethos and expectations of the funding organization.

In the dynamic landscape of grant procurement, the necessity for clarity, coherence, and congruence in articulating project outlines and objectives cannot be overstated.

The cover letter should resonate with the mission and values of the granting entity, elucidating the synergies between the proposed project and the overarching goals of the funder.

The intricate balance between conciseness and comprehensiveness in presenting the project’s scope and significance is vital in maintaining the interest and curiosity of the reviewers.

The strategic incorporation of pertinent information regarding the applicant’s background, expertise, and the contextual relevance of the project is crucial in establishing credibility and demonstrating commitment.

The inclusion of such elements not only substantiates the feasibility of the project but also reinforces the alignment between the applicant’s capabilities and the project’s demands. It serves to instill confidence in the reviewers about the applicant’s competence and the potential success of the proposed initiative.

Moreover, the articulation of the project’s goals, the anticipated outcomes, and the prospective benefits is essential in elucidating the transformative potential embedded within the proposal.

It provides an opportunity for applicants to showcase the uniqueness and the value proposition of their project, distinguishing it from the plethora of applications. The emphasis on the anticipated impacts and the broader implications of the project fosters a sense of relevance and urgency, compelling the reviewers to delve deeper into the application.

In this realm of incessant competition and evolving expectations, the role of meticulous research and nuanced understanding of the funding organization’s priorities is undeniable. The nuanced tailoring of the cover letter to resonate with the specific interests, values, and mission of the grantor is instrumental in establishing a connection and fostering alignment. The infusion of insights gleaned from thorough research enhances the authenticity and the contextual relevance of the cover letter, optimizing its potential to captivate and convince.

Furthermore, the meticulous attention to detail and adherence to the prescribed guidelines and format is essential in preserving the integrity and the professionalism of the application. The precision in language, the clarity in expression, and the coherence in structure are vital in conveying the seriousness and the sophistication inherent in the proposal. The avoidance of ambiguity, redundancy, and over-complexity is key in maintaining the fluidity and the accessibility of the content.

Understanding the Purpose

A grant application cover letter often serves as the first point of contact between the applicant and the granting institution. The purpose of this crucial document goes beyond merely introducing the project; it acts as a window, revealing the potential, viability, and relevance of the proposed endeavor, and its alignment with the funder’s objectives.

Understanding the purpose of a cover letter in the grant application process is pivotal. It’s the initial framework, setting the tone and providing a concise snapshot of the applicant’s proposal.

This document is vital for creating a strong first impression, reflecting the essence of the project and its potential impact. It lays the groundwork, inviting the grantor to explore the application further, beckoning them into the depths of the envisioned project, its aims, methodologies, and the anticipated outcomes.

Importance of a Cover Letter:

The value of a meticulously crafted cover letter cannot be understated in the world of grant applications. It’s the initial handshake, the first interaction that could make or break the journey of the proposed project. It’s not merely an informative piece but a persuasive document that strives to resonate with the reviewers, subtly conveying the symbiotic alignment between the project’s goals and the funding organization’s mission. It serves to entice, to pique interest, leading the way for the detailed exposition contained within the application.

Role in Creating a First Impression:

First impressions carry immense weight, dictating the subsequent interactions and shaping the perceptions of the reviewers. A well-articulated cover letter is instrumental in constructing a favorable and lasting impression.

It’s the preliminary canvas, painting a vivid picture of the project’s essence, its innovativeness, and its potential to effect meaningful change. The emphasis on clarity, conciseness, and relevance is paramount in ensuring the sustained interest and engagement of the reviewers, steering them towards a deeper exploration of the proposal.

Complementing the Grant Application:

The cover letter and the grant application share a symbiotic relationship, each enhancing the impact of the other. The cover letter serves as a gateway, a concise summary accentuating the pivotal aspects of the project, while the application delves into the intricate details, substantiating the claims and the projections made in the cover letter. This harmonious interplay is crucial in presenting a coherent, comprehensive, and compelling narrative, optimizing the chances of securing the coveted grant.

Setting the Tone:

The tone of the cover letter is a subtle yet powerful element, reflecting the applicant’s approach, attitude, and the level of professionalism. A balanced, respectful, and earnest tone is crucial in establishing rapport and credibility. The infusion of enthusiasm, conviction, and humility can significantly enhance the relatability and the authenticity of the document, fostering a sense of trust and resonance with the reviewers. The deliberate alignment of the tone with the ethos and the expectations of the funding organization is key in optimizing the impact and the persuasiveness of the cover letter.

Essential Components

The crafting of an effective grant application cover letter is akin to constructing a building; every component, every element has a role, ensuring the overall stability, coherence, and impact of the structure. The integral components of a cover letter work in unison to present a well-rounded picture of the project, its relevance, and the prospective benefits, compelling the reviewers to delve deeper into the details provided in the grant application.

A well-structured cover letter is a blend of pertinent information, clear articulation, and strategic emphasis. It consists of several critical elements, each contributing to the overall narrative and impact of the document.

These components, from address to signature, collectively serve to introduce, elucidate, and emphasize the project’s goals, methodologies, anticipated outcomes, and alignment with the funding organization’s mission and values. The meticulous attention to each element ensures the coherence, clarity, and persuasiveness of the cover letter, optimizing its potential to captivate and convince.

Address and Salutation:

The address and salutation set the tone for the interaction, reflecting the professionalism and the attention to detail inherent in the applicant. The accurate addressing of the funding organization and the appropriate salutation are foundational in establishing rapport and conveying respect. The meticulous verification of the organization’s name, the recipient’s title, and the preferred form of address is crucial in avoiding inaccuracies and ensuring a positive first impression.

Introduction:

The introduction serves as the entry point, the initial glimpse into the essence of the proposed project. It’s the succinct articulation of the project’s core objectives, its relevance, and its alignment with the funder’s goals. The strategic emphasis on clarity, conciseness, and relevance in the introduction is vital in capturing the interest of the reviewers and compelling them to explore further. The integration of a hook, a unique angle or insight, can significantly enhance the impact and the memorability of the introduction.

Project Description:

The project description is the heart of the cover letter, providing a concise yet comprehensive overview of the proposed endeavor. It delves into the specifics, elucidating the methodologies, the anticipated outcomes, and the broader implications of the project. The meticulous balancing of detail and brevity is crucial in maintaining the engagement of the reviewers, providing them with a clear understanding of the project’s scope, significance, and feasibility, while fostering a sense of curiosity and anticipation.

Project’s Objectives:

The articulation of the project’s objectives serves to clarify the envisioned outcomes and the intended impacts of the proposal. It’s the clear, coherent presentation of the goals, the transformative potential, and the alignment with the funding organization’s mission. The emphasis on specificity, measurability, attainability, relevance, and time-bound nature of the objectives is essential in conveying the viability and the value proposition of the project, instilling confidence in the reviewers about the prospects of success.

Budget Overview:

The budget overview provides a snapshot of the financial aspects of the project, offering insights into the allocation, utilization, and management of the funds. It’s the transparent, accountable presentation of the financial needs, the justifications, and the anticipated returns on investment. The strategic integration of a budget overview in the cover letter is instrumental in establishing credibility, demonstrating financial acumen, and reinforcing the feasibility and the sustainability of the project.

Closing Remarks and Signature:

The closing remarks and the signature are the final touches, the concluding interactions that re-emphasize the key points and express gratitude for the consideration. The infusion of sincerity, humility, and optimism in the closing remarks is vital in leaving a lasting, positive impression. The professional, respectful signature reflects the earnestness and the commitment of the applicant, serving as a subtle reminder of the authenticity and the integrity inherent in the proposal.

Tailoring the Content

Navigating the nuanced landscape of grant application cover letters necessitates more than just a clear understanding of the project and its components; it requires a meticulous approach to tailoring content. Customizing the narrative to align with the values, interests, and expectations of the granting organization is pivotal in creating resonance and establishing connection.

Tailoring the content of a grant application cover letter is akin to designing a key that perfectly fits a lock. It involves a comprehensive understanding of the funding organization’s mission, goals, and preferences, and aligning the cover letter’s narrative, tone, and emphasis accordingly. This customized approach enhances the relevance and the appeal of the document, optimizing its potential to engage, resonate, and convince. It transforms the cover letter into a dynamic, adaptive entity that speaks directly to the unique needs and aspirations of the grantor.

Understanding the Funder’s Mission:

To tailor content effectively, a profound understanding of the funder’s mission and values is indispensable. This knowledge serves as the foundation upon which the narrative is built, ensuring alignment and coherence with the grantor’s expectations and aspirations. A deep dive into the organization’s objectives, areas of interest, and previous funding initiatives provides insights into their preferences and priorities, enabling the crafting of a narrative that is attuned to their ethos.

Aligning Project Goals:

Once the funder’s mission is discerned, aligning the project’s goals with it is crucial. This involves highlighting the synergies between the proposed project and the grantor’s objectives, emphasizing the mutual benefits and the shared vision. Articulating the project’s objectives in a way that reflects the funder’s interests and values enhances the perceived relevance and value of the proposal, fostering a sense of partnership and shared purpose.

Demonstrating Impact:

The emphasis on the anticipated impacts and benefits of the project is integral in tailoring the content. Demonstrating the transformative potential of the proposal in terms that resonate with the funder’s goals creates a compelling narrative. The quantifiable presentation of the expected outcomes, their broader implications, and their alignment with the grantor’s mission reinforces the feasibility and the significance of the project, instilling confidence and interest in the reviewers.

Using Appropriate Language:

The language used in the cover letter is a subtle yet powerful element in tailoring the content. It reflects the understanding, the respect, and the alignment with the grantor’s culture and values. Adopting a tone and a vocabulary that resonate with the organization’s ethos enhances the relatability and the accessibility of the document. The infusion of terms, phrases, and references that are familiar and valued by the grantor contributes to the authenticity and the appeal of the narrative.

Addressing Specific Criteria:

Funding organizations often have specific criteria and expectations for grant applications. Addressing these explicitly and meticulously in the cover letter is essential in creating a tailored narrative. It demonstrates attentiveness, thoroughness, and alignment with the organization’s standards and requirements. Providing clear, concise responses to the outlined criteria enhances the clarity and the coherence of the document, optimizing its potential to meet the specific needs and expectations of the grantor.

Incorporating Feedback:

If available, incorporating feedback from previous interactions or applications with the funding organization is a strategic move in tailoring content. It reflects adaptability, responsiveness, and a commitment to continuous improvement. Addressing the areas of concern, emphasizing the enhancements made, and reiterating the alignment with the funder’s goals contribute to the credibility and the persuasiveness of the proposal, optimizing its chances of success.

Common Pitfalls and How to Avoid Them

Crafting a compelling grant application cover letter involves navigating around various potential pitfalls. These missteps can significantly hinder the impact and effectiveness of the document, thereby reducing the likelihood of securing the grant.

Identifying common pitfalls in writing grant application cover letters is crucial for avoiding them and enhancing the document’s effectiveness. These pitfalls often revolve around clarity, relevance, conciseness, and alignment with the grantor’s mission and expectations. By being cognizant of these pitfalls and implementing strategic measures, applicants can optimize the cover letter’s coherence, persuasiveness, and appeal, increasing the chances of a favorable reception.

Lack of Clarity:

One common pitfall is the lack of clarity and coherence in presenting the project’s goals, methodologies, and anticipated outcomes. How to Avoid: Prioritize clear, concise articulation of the project’s essence and its alignment with the funder’s mission. Use straightforward language and logical structuring to enhance understanding and engagement.

Neglecting the Funder’s Mission:

Another pitfall is neglecting to align the project’s objectives and impacts with the funder’s mission and values. How to Avoid: Conduct thorough research on the funding organization’s goals, preferences, and previous grants to tailor the content effectively, emphasizing mutual benefits and shared values.

Overloading with Details:

Overloading the cover letter with excessive details and technical jargon can overwhelm the reviewers and obscure the main points. How to Avoid: Maintain a balance between detail and brevity, focusing on the most pivotal aspects of the project. Use accessible language and provide succinct, relevant information to keep the reviewers engaged and informed.

Ignoring Specific Criteria:

Ignoring the specific criteria and guidelines provided by the funding organization can lead to non-compliance and reduced credibility. How to Avoid: Carefully review the application guidelines and address each criterion meticulously, demonstrating attentiveness and alignment with the organization’s standards and expectations.

Overlooking Proofreading:

Submitting a cover letter with errors and inconsistencies can convey a lack of professionalism and attention to detail. How to Avoid: Allocate ample time for proofreading and revisions. Seek feedback from peers or mentors and use editing tools to ensure accuracy, coherence, and polish.

Grant Application Cover Letter Example

Dear Madam Rosy,

I am reaching out on behalf of Girls Empower, a dedicated non-profit organization with a mission to foster learning and development opportunities for young girls from underserved communities.

We believe in the transformative power of education and empowerment to build a foundation for a more equitable, inclusive future. We are fervent advocates of nurturing potential, fostering resilience, and creating platforms for voices waiting to be heard.

We are writing to express our sincere interest in partnering with the Impact Makers Foundation, whose commitment to making a lasting difference aligns seamlessly with our core values and objectives. We humbly seek your support and consideration for a grant amount of $150,000 to launch our initiative titled “E mpowering Futures: Nurturing the Next Generation of Female Leaders.”

The “Empowering Futures” initiative aims to provide holistic education, mentorship, and skill development programs for 200 young girls aged 10-15 in Ohio, focusing on STEM education, leadership training, and personal development. We anticipate that the successful implementation of this project will result in enhanced academic performance, improved self-esteem, and the cultivation of leadership skills among the participants, ultimately contributing to the development of empowered, informed individuals capable of driving positive change in their communities.

We believe our initiative resonates with the mission of the Impact Makers Foundation to cultivate change and foster development in communities in need. The synergies between our goals create a mutual ground for collaboration, wherein we can collectively work towards the empowerment and upliftment of young girls, aiding them in transcending barriers and realizing their fullest potentials.

Our approach combines immersive learning experiences, mentorship programs, and interactive workshops. Each participant will be paired with a mentor to guide them through their journey, fostering a supportive, enriching environment. We anticipate the transformative impact of our program will not only be reflected in the improved academic and personal development of the participants but also in the positive ripple effects it will create within their communities.

The requested grant of $150,000 will be allocated judiciously to cover program development, educational materials, mentorship facilitation, and logistical expenses. We are committed to ensuring transparency, accountability, and optimal utilization of the funds to maximize the impact of the initiative.

We are excited about the prospect of collaborating with the Impact Makers Foundation to bring our shared vision to life. We believe that, together, we can ignite the spark of learning, leadership, and empowerment in the hearts of young girls, creating a wave of positive change that will echo through generations.

We extend our heartfelt gratitude for considering our application and are open to providing any additional information or clarifications required. We eagerly await the opportunity to discuss our proposal further and explore the possibilities of joining hands to make a lasting impact in the lives of the young girls who are the promise of our future.

Thank you for your time, consideration, and dedication to creating a world where every individual has the opportunity to thrive and make a difference.

Joy Martins

Executive Director

Girls Empower

Crafting an articulate and impactful grant application cover letter is truly an art form that combines clarity, coherence, precision, and a deep understanding of both the project at hand and the mission of the funding organization. From understanding the intrinsic purpose of the cover letter to meticulously tailoring the content and avoiding common pitfalls, each step in the process is crucial in constructing a compelling narrative that resonates with the grantors.

This comprehensive exploration has delved into the multifaceted approach required to master the art of writing grant application cover letters.

We’ve navigated through the essential components, the significance of tailoring the content, and the importance of avoiding typical missteps. The insights provided aim to empower individuals and organizations to create powerful, persuasive cover letters that align seamlessly with the values and objectives of funding bodies, thereby optimizing the chances of securing essential grant funding.

Remember, a well-crafted cover letter serves as the gateway to your project, reflecting its essence, its potential, and its alignment with the funder’s mission. It’s the strategic amalgamation of authenticity, alignment, clarity, and relevance that constructs a convincing, memorable narrative.

So, as you embark on your grant application journey, keep in mind the invaluable techniques and insights discussed, and approach the art of writing grant application cover letters with diligence, adaptability, and a profound sense of purpose.

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Sample Letters

Grant Proposal Cover Letter Samples

Designing an appealing and comprehensive proposal to market you and your project to specific individuals or private institutions or agencies is integral so that you may have sufficient funds to fully support your projects. One of the most important things that you need to consider in preparing your grant proposal is an effective cover letter. In this article, we will provide some beneficial tips that you should learn and apply while writing your cover letter introduction for grant application. Plus, we include various grant application letter samples that you can use. Please continue reading!

Grant Proposal Cover Letter

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[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Recipient’s Name]

[Recipient’s Title/Position]

[Organization Name]

[Organization Address]

Dear [Recipient’s Name],

I hope this letter finds you well. My name is [Your Name], and I am writing to you on behalf of [Your Organization/Project Name]. Our organization is dedicated to [Briefly describe the mission or purpose of your organization].

I am reaching out to inquire about the possibility of receiving funding support from [Recipient’s Organization/Grant Program]. We are currently seeking financial assistance to [Briefly describe the purpose or goals of your project or program]. This initiative aims to [Describe the impact or benefits of your project or program].

As you may know, [Explain why this project or program is important and how it aligns with the goals or priorities of the recipient’s organization or grant program]. With your support, we believe that we can make a significant difference in [Describe the intended beneficiaries or community that will benefit from your project or program].

I have attached a detailed proposal outlining the scope of our project or program, budget breakdown, and expected outcomes. Additionally, I am available to discuss any questions or provide further information at your convenience.

We understand that [Recipient’s Organization/Grant Program] receives numerous funding requests, and we are grateful for your time and consideration. We are confident that our project or program aligns with your organization’s mission and goals, and we hope to have the opportunity to partner with you in making a positive impact in our community.

Thank you for your attention to this matter. We look forward to the possibility of working together and creating lasting change.

[Your Title/Position]

[Your Organization Name]

Enclosure: Project Proposal

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[Your Organization’s Name]

[Your Organization’s Address]

[Date: March 21, 2024]

[Ms. Emily Parker]

[Grant Coordinator]

[Hope Foundation]

[123 Hope Street]

[Cityville, State, Zip Code]

Dear Ms. Parker,

I hope this letter finds you well. My name is Sarah Johnson, and I am writing to you on behalf of Community Care Foundation, a nonprofit organization dedicated to providing healthcare services to underserved communities in the greater metropolitan area.

I am reaching out to express our sincere interest in applying for funding from the Hope Foundation to support our “Health for All” initiative. The “Health for All” initiative aims to expand access to primary healthcare services for low-income families and individuals who lack adequate medical insurance coverage.

Our organization has identified a pressing need within our community, where many individuals struggle to afford basic healthcare services. Through the “Health for All” initiative, we plan to establish a mobile medical clinic that will travel to underserved neighborhoods, providing free medical consultations, screenings, and preventive care services.

Enclosed, you will find our complete grant proposal, which provides detailed information about our organization, the proposed “Health for All” initiative, budget breakdown, and expected outcomes. We have also included supporting documents, such as our organization’s financial statements and relevant certifications.

We understand that the Hope Foundation receives numerous grant applications, and we are grateful for the opportunity to submit our proposal for consideration. We are committed to transparency, accountability, and achieving measurable results, and we welcome any questions or feedback you may have.

Thank you for considering our request for funding. We are excited about the possibility of partnering with the Hope Foundation to create positive change in our community. We look forward to the opportunity to discuss our proposal further and explore how we can work together to make a difference.

Sarah Johnson Executive Director Community Care Foundation

Enclosure: Grant Proposal

I hope this letter finds you well. My name is [Your Name], and I am writing to you on behalf of [Your Organization’s Name]. Our organization is dedicated to [Briefly describe the mission or purpose of your organization].

I am pleased to submit our budget proposal for [Describe the purpose or project for which the budget is being proposed]. This proposal outlines the financial plan for [Briefly describe the scope and objectives of the project or program].

Enclosed, you will find a detailed breakdown of our proposed budget, including expenses for personnel, supplies, equipment, and any other relevant costs. We have carefully considered all aspects of the project to ensure that our budget is realistic and aligned with our goals.

We believe that the proposed budget is both comprehensive and cost-effective, and it reflects our commitment to maximizing the impact of our resources. We are confident that with your support, we can successfully implement [Describe the intended outcomes or benefits of the project or program].

Thank you for considering our budget proposal. We are excited about the possibility of partnering with [Organization Name] to bring this project to fruition and make a positive difference in our community. Should you have any questions or require further information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Enclosure: Budget Proposal

I hope this letter finds you well. My name is [Your Name], and I am writing to you on behalf of [Your Organization’s Name], a nonprofit organization dedicated to [Briefly describe the mission or purpose of your organization].

I am reaching out to request funding support from [Organization Name] to support our [Name of Project or Program]. Our project aims to [Briefly describe the goals and objectives of your project or program].

The [Name of Project or Program] addresses a critical need within our community, and we believe that with your support, we can make a meaningful impact and improve the lives of those we serve.

Enclosed, you will find our complete grant proposal, which provides detailed information about our organization, the proposed project or program, budget breakdown, and expected outcomes. We have also included supporting documents, such as our organization’s financial statements and relevant certifications.

We understand that [Organization Name] receives numerous grant requests, and we are grateful for the opportunity to submit our proposal for consideration. We are committed to transparency, accountability, and achieving measurable results, and we welcome any questions or feedback you may have.

Thank you for considering our request for funding. We are excited about the possibility of partnering with [Organization Name] to create positive change in our community. We look forward to the opportunity to discuss our proposal further and explore how we can work together to make a difference.

A well-crafted grant proposal cover letter can significantly enhance your application’s chances of success. It serves as the introduction to your proposal, setting the tone and summarizing the key points. Here are six essential parts to include in a successful grant proposal cover letter:

Introduction and Executive Summary : Start with a brief introduction of your organization and its mission. Quickly transition into an executive summary of the grant proposal, highlighting the main goals and the impact the grant would have. This section should grab the reader’s attention and make them want to learn more.
Statement of Need : Clearly and concisely articulate the need or problem your project aims to address. This section should demonstrate your understanding of the issue and why it is crucial to address it now. It sets the stage for the rest of the proposal by showing the funder the importance of your project.
Project Description : Provide a succinct overview of the project for which you’re seeking funding. Include information on what the project entails, its objectives, and the strategies you will use to achieve these objectives. Highlight how your project aligns with the funder’s priorities and goals.
Funding Request : Specify the amount of funding you are requesting and give a brief overview of how these funds will be used. It’s important to be clear and precise in this section to give the funder a clear understanding of your financial needs.
Organization’s Capability and Expertise : Highlight your organization’s strengths, past successes, and expertise in the area for which you are seeking funding. This section is your chance to convince the funder that your organization is capable of successfully implementing the project and managing the funds responsibly.
Closing and Call to Action : Conclude your cover letter with a strong closing statement that reiterates the impact the grant would have. Include a call to action, inviting the funder to review your sample proposal for more detailed information. Thank the funder for considering your request, and provide your contact information for follow-up questions or discussions.

Remember, the cover letter should not only convey the essential information about your grant proposal but also reflect your organization’s professionalism and passion for the project. It should be well-written, concise, and tailored to the specific funder, demonstrating why your project deserves their support.

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Writing a compelling cover letter for your grant proposal is a critical step in securing funding for your project. Here are eight tips to help you craft an effective cover letter:

Address the Right Person : Always address the cover letter to the specific individual handling grant applications, if possible. Personalizing the letter can make a difference, showing that you’ve taken the time to research who is responsible for reviewing your proposal.
Be Concise and Clear : Keep your cover letter succinct. Aim for no more than one page, focusing on the most important aspects of your proposal and how they align with the funder’s priorities. Clarity and brevity are key to making a strong impression.
Highlight Your Organization’s Strengths : Briefly introduce your organization and its mission at the beginning of the letter. Emphasize any unique qualities or successes that make your organization the right choice for the grant.
State the Problem and Your Solution : Clearly define the problem your project aims to address and how you intend to solve it. This demonstrates your understanding of the issue and your proactive approach to making a change.
Specify the Funding Request : Mention the amount of funding you are requesting and give a high-level overview of how the funds will be used. Be transparent and direct about your financial needs.
Show Alignment with the Funder’s Goals : Research the funder’s goals and priorities, and explicitly connect how your project aligns with them. This shows that your proposal is not only valuable but also a good fit for the funder’s objectives.
Include a Call to Action : End your letter with a polite call to action, encouraging the funder to read your full proposal for more detailed information. Express your willingness to provide further details or to meet in person to discuss the proposal.
Proofread and Professionalize : Before sending, thoroughly proofread your cover letter to eliminate any typos or grammatical errors. Use professional language and a formal letter format to convey seriousness and professionalism.

Your cover letter is an opportunity to make a strong first impression on the funder. By following these tips, you can create a compelling narrative that highlights the significance of your project and why it deserves funding, setting the stage for your detailed proposal to shine.

agency grant proposal cover letter sample

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When crafting a cover letter for your grant proposal , avoiding certain pitfalls can significantly increase your chances of making a positive impression. Here are key mistakes to steer clear of:

Generic Addresses : Avoid starting with “To whom it may concern.” Do your research to find out the name of the person or the title of the grant manager. Personalizing the letter shows attentiveness and respect.
Lack of Customization : Each grant proposal cover letter should be tailored to the specific grant and funding organization. Using a one-size-fits-all approach can make your application seem impersonal and lackluster.
Repeating the Proposal : While it’s important to summarize key points, the cover letter shouldn’t simply repeat what’s in the proposal. Instead, highlight the most compelling aspects of your project and its alignment with the funder’s goals.
Overlooking the Mission Match : Failing to explicitly connect your project with the funder’s mission and goals is a missed opportunity. Make it clear why your project is a good fit for their priorities.
Neglecting the Organization’s Strengths : Not showcasing your organization’s qualifications, expertise, or unique capabilities can weaken your proposal. Highlight your successes and strengths to build confidence in your project’s potential.
Being Vague about the Funding Request : Avoid ambiguity about how much funding you’re asking for and how it will be used. Be clear and specific about your financial needs to show you’ve thoughtfully planned your project.
Forgetting a Call to Action : Ending your letter without a clear next step can leave things hanging. Invite the reader to review your full proposal and offer to provide additional information or meet to discuss further.
Typos and Grammatical Errors : Errors in your cover letter can undermine the professionalism of your application. Proofread carefully and consider having someone else review your letter as well.
Omitting Contact Information : Make sure your contact information is easy to find and correct. Forgetting this crucial detail can make it difficult for funders to reach out for more information or to award funding.
Ignoring the Cover Letter : Lastly, not including a cover letter or treating it as an afterthought is a significant mistake. The cover letter is your chance to make a strong, personal appeal to the funding organization.

By avoiding these common mistakes, you can craft a more compelling and effective grant proposal cover letter, improving your chances of securing the funding your project needs.

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According to the book “ How to Write a Grant Proposal ,” a request for grant proposal cover letter is a written document of an introduction concerning a research project and a way of getting started on the right foot by introducing your work instead of launching into the request right away. By using an effective cover letter for a grant proposal, you can leverage it to create an excellent first impression, especially when you send your proposal to a foundation or a state program.

When you write a grant proposal cover letter , take note that you need to write simple and concise words and your tone should be positive, confident, and inviting. Keep your overall letter in one page only and it must have a 12-point text font with at least an inch of the margins. Below are important ways you can do while preparing the cover page for grant proposal sample :

For your heading, type the name of the institution or organization, the person you are addressing as well as the address of the person or the organization at the left side of your page. Then, type the formal opening statement by addressing the person you are writing the letter. Avoid using “To Whom It May Concern” because this shows that you are not prepared and have not done the basic and essential research to identify the gran t program contact person.

Before including the highlights of your project, you need to fulfill your potential funder’s interests and standard. That’s why you and your team must research the primary interests of your potential funder by reading and analyzing several literature, past projects work , resources and other information about the funder. Funders have a difficult time in making right decisions especially in offering grants.

So, when writing your grant application letter , your project should match the issue that is crucial to the funder or simply, your project must be targeted to create an innovative solution to the problem which greatly interests the grant maker.

Your project proposal should provide a detailed description of the highlights of your project. Describe the specific location and target population in your cover letter as you paint a thumbnail illustration of your part of the world, as well as the target audience that your project intends to serve. Aside from this, t he University of North Carolina Wilmington recommends that you should include the support goals and objectives inside your letter. Explain your purpose for your proposal submission.

You should be polite and humble when writing your grant application letter format . This is very ideal when you’re trying to ask for financial aid from several individuals or organizations. So, use simple, clear, and direct words. Avoid inserting complex terms and sentences.

William Faulkner once said: “Gratitude is a quality similar to electricity: It must be produced and discharged and used up in order to exist at all.” For the last paragraph of your grant proposal cover letter, show your deep gratitude by expressing your heartfelt thanks and appreciation to your potential funder who will provide financial assistance or support for your project scope. In this way, you will give a positive impression to your overall letter.

Write the complete details of the sample agreement or relationship as it clearly refers to the grant application. Specify the representative’s signature and organization letterhead. Include testimonies that prove the grant applicant’s appropriateness for the particular project or relationship. Mention specific achievements, valuable metrics, current objectives, and future goals.

The first step that you need to do in writing a grant proposal is perform a background research on your potential funder. Follow closely the specific guidelines of your funder. Coordinate with each other by explaining your interests and intentions concerning your project. Remember to edit and proofread your formal proposal.

Based on an article , grant funds are typically used to finance the investigation of a business theme, offer working capital for starting up a business or other purpose. Additionally, these funds can be utilized to supplement existing funds.

Grant reviewers look for the design and illustrations, target page, clarity and simplicity, potential problems and alternate solutions, and research project timeline in your proposal.

Therefore, we highly recommend that you follow the aforementioned tips in this article when you write your cover letter for your grant proposal. Your document needs to convince your potential funders that your project objectives are specific, measurable, attainable, realistic and time oriented (SMART), that your proposal’s logic model demonstrates a clear and effective process, that your project design addresses the needs of your target group, and many more significant aspects. To help you in writing your grant proposal letter writing , you can click and download our templates here!

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How to Write a Great Grant Proposal Cover Letter

Become a Certified Grant Writer

Although your grant proposal cover letter isn’t the most exciting part of the grant proposal, it’s still vital to get funding. T he cover letter is the first contact point a potential organization or funder will have with your nonprofit project.

It’s like going out on a date. Sure, looks aren’t everything. Nevertheless, if you utterly don’t care about how you dress, you’re making it harder for yourself.

And just like your looks, you want to make your grant application cover letter simple and focused on impressing a particular person. It’s the first contact with the executive or organization you wish to request funding. If you want them to read your grant proposal request, they’ll have to like the cover letter first.

More crucial steps will come later, presuming the funder reads your cover letter. Although you can search for sample cover letters, they are usually hard to find.

Research shows that about 35% of grant funders funded 50% or more of the received grant requests. So, your grant proposal cover letter needs to be a complete home run. Here’s how.

How to Write a Grant Proposal Cover Letter

How to writer a grant proposal cover letter

First of all, an average grant proposal letter shouldn’t be more than one page long. Cover letters are the pitch of your detailed grant proposal. Think of it as a summary of your book.

Before writing the first paragraph, you should open the letter with the contact’s name, title, address, and other related information. Although this might sound obvious, double-check that the contact information is correct. There are countless examples of rushed letters. You don’t want your project to crumble due to a misspelled executive director name.

Do your research before starting the cover letter. You can quickly find the correct information via a single call, email, or simply by doing some Internet scavenging.

Similarly, address the person with “Dear” and add a personal title such as Mr. or Mrs. Again, it’s cover letter 101, so it will feel even worse if you misspell the first step.

If this doesn’t seem like a big deal, look at it like this. Executives have a keen eye for sloppiness. Since they will skim any cover letter first rather than reading it to the last paragraph, you don’t want mistakes popping out.

The initial information tells the funder you didn’t go in headfirst, and proper addressing tells them you’re a potential candidate. If the letter lacks, you’ll be mistaken for a novice instead of a candidate worthy of doing business.

If you’re interested in learning more about the grant writing process, then take a look at our grant writing certification course.

Get Straight to the Point in Your Grant Proposal Cover Letter

Everybody knows why you’re writing a grant proposal cover letter; it’s in the name. Meaning, there’s no reason to sugarcoat it.

After you nail the introduction, it’s time to introduce yourself and your organization. In the first paragraph, format the content into two sentences maximum. Here, you’ll write who you are and your job title. That’s it.

Next, get right to the point. Describe why your organization or foundation needs the grant, what’s your mission, and most importantly, the budget you’re requesting. Maybe you’re working on a community project, or it’s a charity. Either way, make it brief.

While on the topic, you should create a proposal for grants of all sizes. Even if a smaller grant doesn’t suffice, having it can attract larger grants. There are about 900 federal grant programs . Don’t limit yourself.

Another great touch is to validate your project via research. If you have cold data that justifies your organization’s existence, rarely will anyone find a way to object.

If you’re not 100% sure how to format the paragraph, create a sample cover and share it with friends or co-workers. Write the section, read the grant request introduction, then ask two questions .

Can you tell me what the project is about? – Although the mission is clear to you as a writer, it might read astrophysical development documents to a fresh pair of eyes.
How did you feel when you read the requested funding? – This is to see how another person will react. Keep in mind that how your friend and the funder reacts can differ.

Methods, Strategies & Solutions

In the next paragraph, you should explain how you plan to use the grant to the grantor. By doing this, you’re effectively telling the funder that you have a plan in motion. You can also include a graphical modal for visual representation, depending on the format.

Some writers like to use a numbered sample. The format can work both when you’re explaining your goals and strategies:

The organization’s four main goals
The project’s five phases

Usually, you want to back up each number with further details. Although an excellent overview, simply including a couple of numbers in your letter won’t suffice. Find the balance between simplicity and complexity. Numbering provides a clear summary, while further details should give the letter a more professional tone.

An additional touch is to offer a timeline where you explain significant milestone and their due dates. You can also do that by using a brief bullet-point format. The timestamps can be months or quarters, depending on the project’s length.

Again, remember you’ll go into full detail in the grant proposal. Although defining strategies and methods isn’t crucial for the cover letter, add it if you can fit it on that one page.

Cover Letters & Necessary Data

After the mission details and budget proposals, it’s time to quickly cover organization info and structure. It can be tedious, but every grant proposal needs it, especially if you grab their attention.

Again, keep it short. Explain your corporate structure and related information in just a couple of sentences, including the founding date. Grant proposals require the data, and although you’re not writing a contract but a cover letter, you still need to present the essential information.

You should also explain how your project matches the funder’s and why the funder should give you the support and funding priority.

As always, double-check the information in your proposal letter, especially if you’re running a nonprofit organization. It’s somewhat easier to get grants for a nonprofit project, but funders are more likely to check the details. Although many think that foundation funding is the primary source for nonprofits, about 80% of income comes from other sources.

If the grant funder likes your cover letter, you want to make it easy for them to contact you about the grant proposal.

Always end all your cover letters with a positive closing line such as “Looking forward to your response.” The goal is for the letter to sound optimistic, grateful, but not needy.

Sign the letter and if your organization has an executive director, have them sign as well.

Common grant proposal cover letter elements

Cover Letter Tips & Mistakes to Avoid

For the final polish of your proposal, you can do things to give the letter a more personal and professional touch.

Ask for Feedback

Before pressing “send,” have co-workers read the sample of the proposal one more time. Good feedback is hard to find, and once you make contact, the fabled typos become irreversible. Don’t be gun shy to even reach out to your wider community for support.

Send the proposal sample page to anyone you can and collect their feedback. Naturally, you don’t want to spend half of your waking life collecting feedback. Still, a cover letter is just words on a paper without the reader understanding what you want, especially when they’re giving you money.

If still not convinced, it takes between 80 to 200 hours to write a grant proposal, and it can cost several thousand dollars if you’re hiring a grant writer . You don’t want a single page to ruin all the hard work.

Use Plain English

We all want to impress others. But using complex words can easily backfire and ruin your chance.

The point of a proposal letter isn’t to show your vocabulary but to state your case as straightforward as possible. If you’re unsure if you’re overdoing it, some helpful apps and websites will tell you if a sentence is too long or too complex.

Final Formatting

Ensure the dates match since you’ll have a date both in the cover letter and the main grant proposal. You don’t want to send a proposal where the grant proposal has April 5th while the cover letter has November 27th. This goes for other files you’ll send as well.

The cover letter should use single-space and leave space between addresses in the heading. Double-space means less room to write the limited information you need. This doesn’t mean you should delete the area between paragraphs. Give the letter room to breathe.

Although unnecessary, it can be a nice touch if you place your signature in live ink. Leave about three empty spaces the complimentary close and your name for the signature.

Send the Cover Letter in PDF

If you’re emailing the grant proposal letter, email the document in PDF. There’s a chance the foundation will offer to sign documents digitally. Additionally, unlike other text files, PDF is safe from malware. Meaning, a PDF will not only look competent but will also leave a good impression in the eyes of the more “tech-savvy” grant funders.

If you are new to grant writing and are looking to break-in, we recommend taking our Grant Writing Certification Course , where you will learn the fundamentals of being a grant writer, how to write proposals that win grants, and how to stand out as a grant writing candidate.

We offer a wide variety of programs and courses built on adaptive curriculum and led by leading industry experts.

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How to Start Grant Writing (+ Templates)

As a nonprofit, it’s a good idea to have a variety of revenue sources to fund your missions. One source can be grants. And if you’re looking for support for a specific project or position within your organization, you may have grant writing on the brain.

If you’re new to this process, you could have a lot of questions: How do I start grant writing? Is grant writing difficult? What does grant writing consist of?

Well, you’ve come to the right place! Below, we’ll cover everything you need to know about grant writing:

Key essentials about grant writing
Tips, tricks, and strategies
A grant application template to get you started

In no time, you’ll be well on your way to writing your first grant!

Looking for templates you can use for your grant application? Download our FREE Grant Application Template bundle, which includes:

A cover letter template
A grant proposal template

Fill in the form below to get your copy!

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What is grant writing.

Grant writing is the process of writing a grant. But, you might wonder, what is a grant? A grant is a funding opportunity that foundations, businesses, and individuals make available to nonprofits to support their missions. It’s like a cash award for a great idea!

Grant writing is about building the case for a potential funder to support your work. Writing a grant involves putting together a proposal that tells the grantmaker the details of your project idea, how much money you need to fund it, and the impact it will make in the community.

You might also need to write a cover letter, but not all grant applications require one. We’ll dive into that more later in this article, so stay tuned!

Different Types of Nonprofit Grant Writing

You may find yourself writing for different types of grants. Some support specific project types, causes, or neighborhoods. Others may take a broader funding focus and accept proposals for any activity supporting the “public good.”

As you’re researching grants to apply for, you’ll want to be familiar with the three main types of nonprofit grants:

Operating support or unrestricted funding : This kind of grant supports the day-to-day operations of your work. Unrestricted funding is the bread and butter of any nonprofit! If you snag this type of grant, it means the grantmaker trusts you to use the funding for whatever best supports your nonprofit rather than for specific line items or projects. These grant funds can be hard to find, since funders tend to like measuring impact through specific projects. But if you stumble across one, receiving it can make a huge difference to your nonprofit’s work!
Capital support : Think of capital support as brick and mortar funding! These grants help your nonprofit purchase, renovate, or build needed facilities. They’re often for larger amounts. Because of that, they can require some extra details. Mainly, you’ll need to show the grantmaker that they can trust you to use it well!
Program development grants or restricted funding : Have a specific project or staffing position to fund ? These grants are restricted to specific purposes, so are a great option for those needs. For example, you might write a grant to fund a new after-school art program. Based on the grantmaker’s restrictions, the grant might cover the costs of purchasing paint, paper, and other art supplies to use in the program, but not the rent for the space where you’re hosting it.

Why Is Applying for Grants Important? Is it Right for Me?

There are several reasons why grant writing is important. Grant writing can:

Diversify your sources of revenue : Having a variety of revenue sources helps prevent financial emergencies . If one stream dries up, other sources are there to support you. Grants can give your nonprofit something to fall back on should, say, your individual donor contributions decrease during an economic downturn.
Serve as a source of non-dues revenue : If you’re a membership organization, grant writing lets you secure funding outside of dues . You can use this funding to create better programming to recruit more members to your organization. Win, win!
Help carry out what may seem like big dreams, programs, or initiatives : Sometimes a sizable grant set aside for a specific purpose is the resource you need to finally see a big project through. This is especially true if you’re already running a tight ship with your day-to-day expenses and don’t have the wiggle room to expand. Continuing with the art program example, a grant could help you buy a new kiln to start a ceramics program or fund an artist-in-residence program.
Offer funding without a required payback period : Particularly for capital projects, grants can provide a solution to what you might otherwise have to finance through a loan. It definitely takes strain off your budget to avoid monthly loan payments!
Increase the visibility of your organization : A lot of times, grantmakers will share press releases on which nonprofits they fund. They may also share your work on their social media and other marketing channels. This added bonus to the funding helps you reach a wider audience.
Increase the credibility of your organization : Have you ever trusted a business or organization more because a peer recommended it? So many of us do—including grantmakers!. As you find success with your grant writing, you build your nonprofit’s credibility and it may become easier to secure additional funding in the future.

How do I know if applying for a grant is right for me?

While any nonprofit, big or small, can apply for a grant, it’s important to keep in mind that grants are best for long-term projects and goals. If you’re looking for immediate financial aid, a grant won’t be able to support you the way you need. This is because the application cycle can be long, and you don’t want to be waiting if you’re in a pinch!

Where can I look for nonprofit grants?

There are many places you can look for nonprofit grant writing opportunities. Here are a few to get you started:

Google Alerts : Set up a Google Alert to receive a notification whenever new opportunities come up for your selected keywords. For example, if you’re funding an after school art program, you might set up alerts for “art program funding opportunity,” “after school art grants,” or “art grants for children.”
Government-Based Grant Foundations : Your state, province, or country will usually have a database for grant writing opportunities. If you’re based in the United States, Grants.gov is a great place to start.
Search Engines : You can find a lot of opportunities with some simple search engine research. Use keywords like the same ones you’ve used to set up Google Alerts.
Your Existing Network : You may have current donors or members who serve on foundation boards or run their own philanthropic opportunities. Reach out to your supporters and ask them about grants they know of that could fit your nonprofit.
Board Members : Board members are another great resource. See if the companies they work for offer grant writing opportunities. They may also have connections at other foundations or to friends in their network who offer grants to nonprofits like yours!
Other Nonprofits : Need some ideas on who might fund you? Take a look at nonprofits similar to yours to see where they’re getting their funding.
GrantWatch : GrantWatch is an online database that keeps current information on available grant writing opportunities within 60 different categories. It makes it easy to search for grants that could be good for your nonprofit.
GuideStar : This online database provides information on nonprofits everywhere. It’s a great way to identify similar nonprofits to yours and see where they’re receiving their grants. You can also use it to identify foundations that provide grants and learn more about them and who they have funded in the past.
Philanthropy News Digest : This free online service posts requests for proposals and grant notices for US-based nonprofit and grantmaking organizations. You can sign up for its newsletter and alerts and easily view the most recent opportunities by category and application deadline.
Candid’s Regional Giving Dashboards : This online service offers overviews of regional funding opportunities across the United States. Not based in the US? Keep an eye on it, as it may expand to include global opportunities in the future as well.

Essential Elements of a Grant

Usually, the two core elements of a grant are the grant proposal and the grant cover letter . Below, we’ve covered the essential parts of each of these components.

Nonprofit Grant Writing Cover Letter

Depending on your grant application, the cover letter may not be necessary. However, if your grant writing involves a cover letter, it should typically be one page in length and written on your nonprofit’s official letterhead.

Your cover letter is an overview of your funding ask. It grabs your potential funder’s attention and makes them want to look into your project. Think of it like a friendly elevator pitch that lands you an interview to learn more!

Here’s what you’ll typically want to include in your cover letter:

Brief project description
Expected impact of the grant
Requested grant support amount
Outline of what is included in your attached proposal
Mention of past grants you’ve received
Your contact information
Signature of your Executive Director or Development Director

Nonprofit Grant Writing Proposal

If your cover letter is what gets your foot in the door for an interview, we can think of the grant proposal as what gets you the job!

Your grant proposal builds the case for why the grantmaker should fund your project. It provides essential, persuasive details that give heft to anything already mentioned in your cover letter. Some grant funders will provide you with their own template for your application. Others may simply ask for a proposal. Be ready for both!

What is included may vary slightly by funder, but typically a proposal involves:

Overview/Abstract
Statement of Need/Need Assessment
Project Description
Budget & Budget Allocation
Organizational Background
Supporting Documents

Don’t forget to grab your FREE copy of The Nonprofit Grant Writing Cover Letter and Proposal Templates here.

Tips and Strategies for Grant Writing

Whether you decide to use a template or decide to free-style it, there are some key tips and strategies you want to keep in mind. Grant writing can feel intimidating, so it’s important you go in with the right information. This way, you’ll have the confidence that you’ll be writing a strong application.

In this section, we’ll cover key pointers for each stage of grant writing, including:

How to prepare for grant writing
Grant writing strategy and planning
Writing your grant

How to Prepare for Grant Writing

Before you even start mapping out your grant application, there are a few steps to take to prepare. You’ll want to:

Understand the audience, purpose, and expectations of your grant proposal : Read as much as you can to learn who will be reading your grant application and what they’re looking for. Know the purpose of the grant funding and the expectations the grantmaker will have if you receive the award. This can even help you find the right person to address your cover letter to, making it a lot more personal than using “Dear Foundation” as your salutation!
Tailor your proposal for a specific objective : Even if you’re applying for unrestricted funds, aim to be detailed in your funding ask. Framing your grant writing around a specific objective builds the case for why you should get the funding and the type of impact it’ll have for your nonprofit.
Understand the application’s guidelines and rules and follow them to a tee : Grantmakers typically have many high-quality applications to review. It can be hard for them to narrow it down to a winner! Avoid simple mistakes that could move you from the “yes” pile to the “no” pile, like getting the time zone wrong for the deadline or forgetting to include supplemental materials. You want your hard work to have the best chance possible! Have questions about the grant application’s rules? Reach out to the grant officer for clarification. Asking questions isn’t a weakness! It shows the grantmaker you pay attention and care enough to submit the best application possible.
Be realistic : As you review a grant’s guidelines, rules, and purpose, ask yourself whether your project is truly the right fit for that grant. There’s no need to waste your time writing the grant or the grantmaker’s time reviewing the application if your project doesn’t align with the grant’s goals.

Grant Writing Strategy and Planning

Before writing your grant, know what you need to cover within it. Having these answers before you start writing will make sure you cover the core ideas needed in your grant application. And ultimately, this makes sure you give the funder all the information they need to be convinced to award you the funding!

As well, during this stage, you’ll want to strategize and plan accordingly to make sure you’ve given yourself enough time. Set out time to draft and refine your grant application before your submission is due.

As you get started, make sure you know your answers to the following:

What is YOUR grant application timeline? This is one of the first and most important questions to ask yourself. Know when grant application periods open and close. Consider whether you have one or multiple grants to write during that period. Then, create a timeline for yourself so you have ample time to prepare your application with minimal stress and to not miss a deadline!
Why are you asking for the grant? From the beginning to the end of your grant writing process, focus on this question and build it into your entire narrative. Basically, you want to clearly know your need and how to convey it.
What will the impact and benefits be? On top of communicating what your needs are, you should be able to clearly state how this grant will address them. Help your funder envision the future they will help you create!
What will be your plan of action once you get the grant? Be prepared to start your project as soon as you receive the grant. Having a timeline for when different events and activities will occur demonstrates that you have an actionable plan to use the grant in a timely and effective manner.
What is your financial budget and plan for the funding received? You should be prepared with a detailed budget for your project. Rather than asking for a lump sum of money, be able to explain the different pieces that go into creating that total. Using the after-school art program example, you’ll want to share how much funding will go toward paint, brushes, paper, staff time, marketing , and rent.

Writing Your Grant

As you actually start writing your grant, there are some tips that can help strengthen your application. To write a successful grant application:

Be specific : Show that you’ve put thought and care into your funding proposal by being specific. For example, rather than saying you want to fund art opportunities for children, share how you will create those opportunities. You will begin an after school art program for children ages 5 to 10 in New York City that will employ three local artists who specialize in painting, collaging, and ceramics.
Be concise : While you want to be specific, you also want to be concise. Don’t make the funder search for the most relevant information in your grant application. Make every sentence count.
Avoid redundancy and repetition : One way to tighten up your application is to review it for repetition. Have you already explained something clearly in an earlier part of your application? No need to say the same thing again! If you’re building on it in a way that’s crucial to your application, keep it short and simple by adding a phrase like “as stated earlier”.
Make a clear ask : Don’t be shy about making your ask! Clearly state your need. For example: We are asking for a $5,000 donation to support an after-school art program. You can also use bullet points to draw attention to your ask and make it easy to understand.
Lead with your core idea : Start with your clear objective for the grant proposal and then make sure everything else you write links back to that core idea. Think of it as you would the thesis for an essay.
Demonstrate your past successes : When relevant, feel free to brag on your organization’s past successes with grants a bit! Mention others you’ve received and how you’ve put them to use. This shows the grantmaker that in the past, others have seen promise in your projects or mission. It also shows you’ve been able to use that money to make a positive difference. Funders may be more likely to give to an organization that already has experience managing grant funds.

Start Grant Writing With Smart Preparation and Strategy

We hope you found this guide to grant writing helpful! Yes, getting started with grant writing can feel like a lot, but with some simple preparation and strategy, you can take the process step by step for a successful submission and award!

Want to keep up to date with other nonprofit tips? Make sure to check out other articles on our blog !

And if you’re looking for additional ways to diversify your nonprofit funding and sources of income, check out our resource How to Write the Perfect Donation Letter (+ Examples & Template) .

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Benchmarks & insights for growing revenue and constituents.

Learn How to Write a Persuasive Letter of Support for Grant

Acquiring funds for your research is an important milestone for every researcher. As the deadline for submitting the grant proposal approaches, there’s a sense of fear that engulfs you into thinking that your application is probably not the best one. While every element of your grant proposal is important to the reviewer, your letter of support for the grant has a potential to strengthen their belief in your research idea. A letter of support may probably not clinch the funding; however, it could make your grant proposal more competitive, especially when it is written by highly influential and renowned individuals or organizations.

What is a Letter of Support for Grant?

A letter of support is a document used to validate the credibility of your research through a third-party testimonial. This testimony should back up your claims of success as well as the promises to deliver results.

The letter implies that other organizations or funders think your proposal has merit. It signifies that your project has the potential of delivering proposed results. In addition, it provides a compelling and persuasive reason for a funder to support your grant proposal .

Who Should Write a Letter of Support for Grant?

Letters of support play a major role in determining whether or not your research project is worthy of funding . Therefore, it is important to identify the right people to write it.

A letter of support can be written by:

A partner organization
A major funder
Another foundation
A congressional representative
An outside business such as professional grant writing services
A key stakeholder

Furthermore, it could be from community leaders who believe in your project, or from people who will receive the services you propose of providing.

What is the Purpose of a Letter of Support for Grant?

A letter of support for grant helps in determining whether your project is worthy of funding.

The purpose of a letter of support is-

Firstly, to establish a level of credibility
Secondly, to demonstrate commitment to a research project
Thirdly, to show that the planned collaboration is genuine
Lastly, to address the applicant’s qualifications and abilities to complete the proposed research

Which are the Four Categories of Letter of Support for Grant?

Ideally, letter of support for grant are of two types:

Letters from knowledge partners who are supporting the research with monetary aid
Letters from a person who supports the research idea.However, depending on where the letters of support are sourced from, they are categorized as:
Community Leaders: Letters sourced from community leaders help in establishing the proposers’ credibility.
Collaborative Partners: Letters sourced from collaborative partners help in demonstrating that the proposed project will be beneficial to the service community.
Contributing Supporters: Letters written by contributing supporters demonstrate tangible resources being dedicated to the project.
Impacted Constituents: Letters written by impacted constituents help the funder in determining the benefits or repercussions of actions.

Differences Between “Letter of Support” and “Letter of Recommendation”

While confusion may arise from the fact that both letters of support and letters of recommendation provide key information for reviewers of the funding agency, there still are differences between the two.

Key Elements of a “Letter of Support” for Grant

The letter of support consists of three main sections: an opening statement or introduction that identifies the project, one or two main body section of the letter to indicate the relationship of the writer to the project seeking funding, and a closing statement to summarize with key points. However, there are some additional sections such as the header and the salutation. Here we discuss the key elements of a letter of support for grant in sequential order of their occurrence.

A Professional Introduction

The first thing one must do while creating a persuasive letter of support is introduce themselves. Writing an attention-grabbing introduction will encourage the reader to continue reading until the end. The simplest way to start your introduction section is to inform the reader—who you are and why they must care?

The Conclusion

Important points to consider while writing a letter of support for grant.

As letters of support can make a significant difference for applicant/s grant approval, it’s important to consider the following points while writing one.

It must not be longer than two pages in length.
Mention correct proposal details.
Provide any additional details or requirements about the project, if necessary.
Give a brief description about the role of the letter writer’s organization in the project.
Discuss expected outcomes from implementation.
Letter must follow a professional format with the original signature of the writer.
Most importantly, proofread before sending it out to the potential funder.

Example of “Letter of Support”

Janice Clark XYZ Company 1456 Trafalgar Square Hampstead, London, UK. Dear Dr. Clark, I am pleased to be writing a letter in support of the proposal (name of the project) being submitted to the (name of the program) Program by our (name of department) at (name of institution). We strongly support this grant application and the focus on (mention the purpose of the study). As an organization whose mission is to (state the mission of your organization in alignment to the purpose of the research), we know your true passion is fostering the brilliant minds of tomorrow. We admire your initiatives to fund projects that have greatly benefited the research community. We acknowledge the specific roles and responsibilities fulfilled by us in this partnership. (mention your roles and provisions to the funding point-wise). Sincerely, Clara Montero Senior Director PQR Ltd. Southampton, UK

As you know by now, letters of support can make or break the chances of your project receiving funds, it is important to make sure that these letters are crafted scrupulously. Make sure you follow these tips while gleaning your letter of support or writing one for another applicant. Let us know how this article helped you in formulating a letter of support for grant. You can also visit our Q&A forum for frequently asked questions related to different aspects of research writing and publishing answered by our team that comprises subject-matter experts, eminent researchers, and publication experts.

To write a formal letter of support for a funding application, keep the following in mind: 1. Begin by addressing the letter to the appropriate recipient and state your purpose clearly. 2. Provide specific reasons why the project or initiative is deserving of funding, highlighting its potential impact and benefits. 3. Conclude with a positive statement expressing your confidence in the applicant's abilities to effectively utilize the funds for the intended purpose. Remember to maintain a professional tone and adhere to any specific guidelines provided by the funding organization.

In a letter of support for a grant application, express your strong endorsement for the project or initiative, emphasizing its importance, relevance, and potential positive impact. Highlight the applicant's qualifications, track record, and commitment, while also emphasizing the alignment between their goals and the grant's objectives.

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15 Sample Letters of Request for Grant Funds

Securing grant funding is a vital process for many organizations, particularly nonprofits, educational institutions, and research bodies. Crafting a compelling request for grant funds requires a clear, professional, and persuasive approach.

It is crucial to succinctly convey the purpose of the grant, the significance of the project, and how the funding will be utilized to achieve specific goals. This article provides fifteen diverse sample letters, each designed to request grant funding under different circumstances.

Sample Letters of Request for Grant Funds

These samples serve as templates to guide individuals and organizations in articulating their needs and the potential impact of their projects to grant providers.

Sample 1: For Community Development Project

Dear [Grant Provider’s Name/Organization],

I am writing to request funding for a community development project spearheaded by [Your Organization’s Name]. Our project, titled [Project Name], aims to [briefly describe the project’s goal, such as improving local infrastructure, providing community services, etc.].

Your grant of [Requested Amount] will enable us to [specifically outline how the funds will be used and the expected impact].

Thank you for considering our request.

Sincerely, [Your Name, Your Position]

Sample 2: For Educational Program

To [Grant Provider’s Name/Organization],

Our school is initiating an innovative educational program designed to [describe the program’s objectives, such as enhancing STEM education, supporting underprivileged students, etc.]. We are seeking grant funding to support this endeavor.

A grant of [Requested Amount] will assist us in [outline specific uses of the grant, such as purchasing equipment, hiring staff, etc.].

We appreciate your support in advancing educational opportunities.

Kind regards, [Your Name, Your Position]

Sample 3: For Environmental Conservation Project

We at [Your Organization’s Name] are dedicated to environmental conservation. Our upcoming project, [Project Name], focuses on [briefly describe the project, such as habitat restoration, pollution reduction, etc.]. To successfully implement this project, we are in need of grant funding.

Your contribution of [Requested Amount] will be pivotal in [describe how the funds will contribute to the project’s success].

Thank you for considering our request for this vital cause.

Sample 4: For Health and Wellness Initiative

Our organization is launching a health and wellness initiative aimed at [describe the initiative’s aim, such as improving community health, providing mental health support, etc.]. We are seeking grant funds to effectively roll out this program.

A grant of [Requested Amount] will enable us to [detail how the grant will be used, such as organizing health camps, creating awareness materials, etc.].

We appreciate your support in promoting health and wellness.

Sample 5: For Arts and Culture Project

We are planning an arts and culture project titled [Project Name], which aims to [describe the project’s goals, such as preserving local art, promoting cultural activities, etc.]. To bring this project to fruition, we are in need of funding.

A grant of [Requested Amount] will help us in [specifically mention the uses of the grant, such as hosting events, setting up exhibitions, etc.].

Your support in promoting arts and culture is greatly valued.

Sample 6: For Research Project

Our team is conducting research on [briefly describe the research topic, such as a scientific study, social research, etc.]. This research is critical for [explain the significance of the research]. We are seeking grant funds to support our study.

A grant of [Requested Amount] will be used for [detail specific needs such as equipment, fieldwork expenses, etc.].

We appreciate your consideration of our research endeavor.

Sample 7: For Technology Upgrade

We are seeking grant funding for a technology upgrade project at [Your Organization’s Name]. This project is aimed at [describe the purpose, such as improving efficiency, expanding digital access, etc.].

Your grant of [Requested Amount] will enable us to [outline specific plans, such as purchasing new software, hardware, etc.].

Thank you for supporting our technological advancement.

Sample 8: For Youth Empowerment Program

[Your Organization’s Name] is committed to empowering the youth in our community. We are requesting grant funding for our program, [Program Name], which focuses on [describe program objectives, such as skill development, mentoring, etc.].

A grant of [Requested Amount] will assist us in [detail how the grant will be utilized, such as organizing workshops, providing resources, etc.].

We are grateful for your consideration in empowering future generations.

Sample 9: For Community Health Initiative

We are launching a community health initiative aimed at [describe the initiative, such as tackling a specific health issue, improving health literacy, etc.]. To make this initiative successful, we need grant support.

A grant of [Requested Amount] will be crucial for [specifically mention the use of funds, such as medical supplies, training volunteers, etc.].

Thank you for considering our request to improve community health.

Sample 10: For Disaster Relief Efforts

In light of the recent [mention specific disaster], our organization is actively involved in relief efforts. We are in urgent need of grant funding to support these efforts effectively.

Your grant of [Requested Amount] will enable us to provide [specific assistance such as shelter, food, medical aid, etc.] to the affected individuals.

Your support in this critical time is immensely appreciated.

Sample 11: For Animal Welfare Project

Our animal welfare project, [Project Name], aims to [describe the project’s goals, such as rescue and rehabilitation, awareness campaigns, etc.]. We are seeking grant funds to carry out this project effectively.

A grant of [Requested Amount] will help us in [outline specific plans, such as setting up shelters, organizing adoption drives, etc.].

Thank you for considering our request to support animal welfare.

Sample 12: For Historical Preservation

We are dedicated to preserving our region’s historical landmarks. Our project [Project Name] requires funding to continue our preservation efforts.

Your grant of [Requested Amount] will assist in [detail the specific uses, such as restoration work, educational programs, etc.].

We appreciate your support in preserving our historical heritage.

Sample 13: For Agricultural Development

Our agricultural development project is designed to [describe objectives, such as improving sustainable farming, supporting local farmers, etc.]. We are in need of grant funding to bring these goals to fruition.

A grant of [Requested Amount] will be used for [specific needs like equipment purchase, training programs, etc.].

Thank you for considering our request to advance agricultural development.

Sample 14: For Substance Abuse Prevention Program

We are seeking grant funding for our substance abuse prevention program, which focuses on [briefly describe the program’s aim]. This program is crucial in [explain the program’s impact, such as reducing substance abuse, providing support, etc.].

A grant of [Requested Amount] will help us in [outline the use of funds, such as community outreach, treatment facilities, etc.].

Your support in this vital program is greatly appreciated.

Sample 15: For Women’s Empowerment Initiative

Our initiative for women’s empowerment aims to [describe the initiative’s objectives, such as supporting women in business, education for girls, etc.]. To achieve these goals, we are requesting grant funds.

A grant of [Requested Amount] will be instrumental in [detail the specific plans, such as workshops, mentoring programs, etc.].

We are grateful for your consideration in supporting women’s empowerment.

Information
Writing a funding application

This page includes general guidelines for writing funding applications , how to write a letter of application and how to complete an application form .

There is also a glossary at the end to help you to untangle some of the jargon funders use.

You will be much more likely to write successful applications if you plan your activities well before you apply for funding, and if you choose the right funder to apply for. Use our information on Planning a funding application to help you with these before you start writing applications.

General guidelines for writing funding applications

Always keep your project plan in mind . Don’t get carried away and commit yourself to a project you won’t be able to run even if it sounds better in the application.
Write in plain English . Use short sentences and avoid acronyms and jargon. There is no need to use formal or flowery language. Remember that you are describing your work to someone who has never met you or seen what you do. See our information on How to write clearly for some more tips.
Be specific about what you plan to do. For example, rather than saying “we will run sports activities for children”, say “we will run weekly football sessions and weekly hockey sessions for 8-11 year olds over a six month period. Each session will be 2 hours long and will be attended by 15 children.”
Focus your application on the funder’s priorities. For example, imagine your group runs a dance project for local people: if you are applying to a funder that prioritises projects which help people keep fit and healthy, focus on the fact that dance is good exercise. If you are applying to a funder that prioritises projects which promote arts and music activities, focus on the art and music element of the dancing.
Provide evidence that your work is needed. See our information section on Useful research for fundraising for some links to sources of evidence and people who can help with research.
Include all the information the funder has asked for and any additional information or documents they require. Missing things out might mean your application gets rejected automatically.
Take extra care to meet the deadline. Late applications will not be considered, even if they are fantastic!
Make your budget as specific as possible. Get quotes for everything you will need to pay for, so that it is accurate.
Do not include any non-specific items in your budget , such as “contingency costs” or “miscellaneous”.
Do not apply to more than one funder for the same costs at the same time. If you are successful in both applications you will end up having to turn down one of the funders. This could damage your chances of getting funding from them in future. The only exception to this is applications to very small trusts. It sometimes makes sense to write to several trusts for funding for the same costs, as each one may only be able to make a small contribution towards these costs.

Writing a letter of application

If a funder has a standard application form , use it. If not, you will need to write a letter.

There is a sample letter below. If you are writing letters to local businesses to ask for donations, you will also find our information on Fundraising from Local Businesses useful.

Focus your letter on the aims and criteria of the organisation you are applying to, and how your project or activities fit into these. Do not send standard letters. Your letter should be:

On headed paper.
Addressed personally to the named contact for the funding body.
Short and to the point. Keep your letter to two sides of A4. Focus on providing relevant information about your group, what you want to do, and why it fits into the priorities of the funder.
Written in plain language. Do not use jargon or abbreviations.
Signed by a member of your group who can be contacted for further information.

Some funders will tell you what to include in your letter. If they don’t, use the following list as a guide. Have a look at Planning a funding application for more help with preparing this information.

Your project title if you have one.
A summary of the project, and how much money you are applying for.
An introduction to your group including your aims, key achievements to date, support from other bodies.
A clear description of the project or activities you are planning.
Why the project is important and how it will benefit its users.
A summary of how you will monitor and evaluate the project. See our information sheets on Reporting to a Funder and Monitoring and Evaluation for more tips on how to do this.

Finish the letter with an offer for them to contact you for more information.

You should attach the following documents to your letter:

Project budget, including all the costs of the project, which bits you are asking them for funding for, and where the rest of the money will come from.
Bank details for your organisation.
A governing document (e.g. constitution / trust deed / memorandum and article of association).
Your most recent accounts.

We have information on Budgets for community groups , Constitutions and several information sheets on looking after your group’s money and getting your accounts independently examined .

Sample application letter

Below is an example of a letter of application to a funder. Remember, your letter must be specific to your project and specific to the requirements of the funder you are writing to. This is just to give you some ideas about how to structure it.

Your name and role Your organisation’s name Address Date

Recipient’s name Job title Organisation Address

Dear Jane Bloggs

KidsClub Application for AN Other Fund

We would like to make an application for £1000 from the AN Other Fund. We are a group of local people in Anytown, and we have recently set up a community group running free sports activities for children in the area.

We were mainly inspired to start the club because some of our children often get into trouble at school, and don’t find it very easy to make friends. We have 16 parents involved, plus 6 other local volunteers. Over the last four months we have run weekly activity sessions in the park, which have been attended by over 40 local children.

We formally adopted our constitution on 10th July 2012. This is enclosed. Our aims are:

Provide a safe, fun environment where all local children aged 7-11 are welcome.
Encourage children to take part in physical activity and develop healthy habits and lifestyles.
Provide a fun focus for parents and children to play together and forge relationships with other local families.
Provide particular support for families whose children struggle with school, or have difficulty making friends, by linking children up with individual one-to-one volunteers who support them to access the sessions and build friendships with other children.

We have begun our activities in the summer months. By borrowing equipment from a local primary school, and running our sessions in the park, we have kept our costs very low.

Our weekly sessions have become very important to those involved. One parent said “Taking part in KidsClub means that my son has had a chance to make friends. He is sometimes bullied at school, and finds it hard to socialise. KidsClub has made him much happier and this has helped his confidence and he is now even enjoying school more.”

We want to provide a continuous experience for the families involved, and get more people involved. For this reason we would like to run indoor activities from November 2012 – April 2013.

We are applying to AN Other fund for £1000 to cover the costs of hiring a sports hall for weekly activities, plus three swimming sessions and one Christmas ice skating session.

We will provide feedback forms after every activity.

We are also requesting money to pay for printing leaflets, to publicise the project to more families. Our bank details are: Anytown Bank Account Name: Anytown Kids Club Sort Code 010101 Account number 09010901

We have enclosed a copy of our constitution, and a bank statement. Please see below a budget for our project, showing how we intend to spend the money we have asked for.

We do not yet have annual accounts, as we have not been running for long enough. We will get our accounts externally examined at the end of the year. Since setting up our bank account in August, we have received £47 in donations from supporters. We have spent £36 on equipment hire, refreshments and publicity. We have been able to access a free meeting room at a primary school. Our current bank balance is £11.

Please don’t hesitate to get in touch if you would like any more information. Thank you for your consideration.

Yours sincerely,

Your full name (Chair)

Completing an application form

When you complete an application form follow these basic guidelines:

Take care to read each question carefully and make sure your answers include specific information that is relevant to the question. Use the jargon buster at the end of this sheet to help you understand the questions.
Give yourself enough time to do a bit of extra research to ensure you can answer all the questions fully.
Be clear, precise, and positive about your group and your proposed project.
Keep in mind the funder’s guidelines and criteria when you are answering the questions.
Do not include any attachments that aren’t specifically requested by the funder.
If the form is online, write your answers in a Word document or similar, so that you can save them as you go along and share them with other people in your group.
Ask somebody else to check your form thoroughly before you send it off.
Keep a copy of your completed form.

What to do if you are successful

If you are offered a grant, the funder will often request further information or paperwork before they give you the money. Send this to them as soon as possible, and make sure you meet any deadlines they set for you. Failure to do so could mean you don’t get the grant after all.

Read through the terms and conditions of the grant carefully. What items have they agreed to fund? Do they specify any other conditions of how the money is to be spent or handled? What kind of monitoring information do they want? How do they want it presented?

Make sure you have a system for monitoring, and start this as soon as your project or activities begin. If the funder asks you for a report, make sure you send it to them in good time, including all the information they have requested. Even if you are not asked for information, it is worth writing to funders to let them know how your project is going, and highlighting any particular successes.

Jargon busting

Beneficiaries : people who will benefit from your project.

Capital costs : items or equipment you need to buy, build or repair. These might include items for your group to use, such as bicycles or computers, or repairing or renovating a building.

Evaluation : everything you do to consider how your project is going.

You can do it on an ongoing basis – for example, by having a discussion at a committee meeting about how things are going. You can also do it at the end of the project, by looking back and thinking about what went well and what you would improve next time.

It is important to remember what you were aiming to do at the beginning of the project when you are doing an evaluation, so that you can check to see whether you are doing what you set out to do. You can use information you gather as you are running your project, (monitoring), to help you to do your evaluation. This is why the two are often referred to together as monitoring and evaluation. Together they mean gathering information about how your project is going, and then looking at it and assessing what is going well and what could be improved.

Evidence : facts and proof that back up your claims. When applying for funding, evidence will be needed that the people your project is for are facing particular needs or problems which you project will help overcome. When reporting to a funder who has given you a grant, you may need to provide evidence that you have done what you said you would do. This could include survey responses, registers of attendance, photographs and receipts.

Indicators : the things you will measure to find out whether you are achieving your outcomes and outputs. For example, an indicator of whether you are achieving the output above might be “the number of children attending cookery sessions”. An indicator of whether you are achieving the outcome above might be “responses to children’s quiz about healthy eating”.

Match funding : funding from more than one source for the same project. Some funders will require this.

For example, they might say “We will give you half the cost of your project, but only if you can raise the other half from another funder”.

Monitoring : the methods you use to find out how your project is going. They might include taking a register of participants or doing a survey of your members.

Outcomes : the benefits that happen as a result of your work. They are the reasons for doing your project.

For example, if you are running a children’s cooking project, an outcome could be: “local children have a better understanding of healthy eating and nutrition”.

Outputs : what you actually do to achieve your outcomes.

So, in the example above, an output could be “running ten cookery classes for twenty local children”. When funders ask what your outputs will be, they are asking what you are actually, specifically, going to do.

Qualitative data : information about what people think/feel/experience etc., about your project.

Quantitative data : information that you gather through your monitoring about things you can count, such as the number of people attending.

Revenue costs : things you need to pay for that are not physical objects or buildings. They include salary costs, refreshments, volunteer expenses, venue hire and publicity.

Updated November 2015

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All Resource Centre information is available for free because we know small community groups have small budgets. However, we are a small charity, so if you are in a position to make a donation, it will help us to keep running this service into the future.

Getting a group started
Managing funds for short-lived crisis-response groups
Organising a public meeting
Legal structures for community groups and not-for-profit organisations
Charity Registration
Constitutions
Bank accounts for community groups
Entity Tax Residency Self-certification form
Your group's money
Is your AGM coming up?
Support for Chairs
Support for Secretaries
Support for Tenants' and Residents' Associations
Support for treasurers
Support with publicity and printing
Support for Resource Centre Member Groups
Awards for All (National Lottery)
Builder Depot Charitable Donations Programme
Chalk Cliff Trust
East Brighton Trust Fund
Enjoolata Community Grants
Gatwick Airport Community Trust
Hall and Woodhouse Community Chest
Healthy Neighbourhood Fund
Lions Clubs
National Lottery Grants for Heritage
National Lottery Reaching Communities England
Patcham Community Fund
Pebble Trust
Postcode Society Trust
Rampion Community Benefit Fund
Rotary Club of Brighton
Allen Lane Foundation
B&H Buses Community Support Fund
BBC Children In Need Core Grants
BBC Children in Need Project Grants
Brighton & Hove City Council Communities Fund: Resilience Fund
Brighton & Hove Communities Fund: BME Engagement Fund
Brighton & Hove City Council Communities Fund: Engagement Fund
Civic Power Community Grants
Clarity Environmental
Community Organisations Cost of Living Fund (National Lottery)
Lush Charity Pot
Sanctuary Housing Community Investment Fund
Sussex Community Foundation
The Homity Trust
The Southern Cooperative: Goods donations
Trust House Charitable Foundation Small Grants
Yapp Charitable Trust
Brighton & Hove Legacy Fund
Brighton Soup
Hilden Charitable Fund
Hilden Grants for Children's Summer Activities
Sport England Small Grants Programme
Sussex Gardens Trust
Sussex Police and Crime Commissioner Safer In Sussex Community Fund
Useful research for fundraising
Budgets for community groups
Fundraising from local businesses
Fundraising ideas
Monitoring and Evaluation
Planning a funding application
Fundraising from trusts
Event planning checklist
Hiring equipment from the Resource Centre
Licensing and regulations for events and fundraising activities
Organising online activities and events
Public liability and employer's liability
Running a crèche
Writing a news release
Reporting to a funder
Designing and using surveys
Examination of accounts
Free accounts systems to download
Independent examinations of accounts at the Resource Centre
Support with raising money
Charity reporting and accounts
Financial rules
How much money do we have?
Managing money at an event
Quick tasks for treasurers during the Covid-19 pandemic
Treasurer's role
AGM Checklist
Chairing a meeting
Health and safety for community groups
How to improve your chairing skills
Hybrid meetings (in person and online)
Involving people in your group
Making your activities and events accessible
Taking Minutes
The Secretary's role
Video and telephone meeting tools
Responsibilities of registered charities
Responsibilities of the Management Committee
Roles of Officers
Equality and diversity policies for small groups
Risk assessment
Safeguarding
Using the Disclosure and Barring Service (DBS)
Data protection for community groups
Facebook for community groups
Video-making tips for community groups
Covid-19 Risk Assessments
Resource Centre policies and procedures
Taking photos at community events
Sample risk assessments
Support with producing newsletters
Days out in Sussex for community groups
Local media contacts
Organising a letter-writing campaign
Organising a petition
Planning and running a campaign
State your case: how to write a campaign briefing
Beginner's Guide to Printing
A community group's guide to radio and TV interviews
Planning a neighbourhood newsletter
What will you put in your neighbourhood newsletter?
How to make your neighbourhood newsletter look good
How to write clearly in your neighbourhood newsletter

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How to Write a Letter of Inquiry for Grant Funding

Reviewed by:

November 5, 2021

Last Updated:

December 4, 2023

We all agree that we need to put our best foot forward when applying for grants. In some cases, that first step might be writing a letter of inquiry.

A letter of inquiry, also known as an LOI, is often a requirement when seeking funding for your nonprofit. In this article, we will:

Explain what a letter of inquiry is
Share insights on how to stand out with your LOI
Provide a step-by-step guide for writing an LOI
Share impactful LOI templates for your next submission

By the end, you’ll know how to write a letter of inquiry for seeking grants to help secure more funding for your organization.

If you want to get started faster, use our LOI template .

The template was made in Canva, an easy-to-use creative design tool. You can jump right in, change colors, add your logo, and adjust the copy so it fits your brand.

Grant Proposal Template for Nonprofits (+5 Tips Included)

What Is a Letter of Inquiry to a Foundation?

An LOI is a short document requested by funders to help them determine if you are a good fit for their funding opportunity.

In essence, a letter of inquiry is the first impression a funder will get of your organization. It gives them a personalized inside look at your programming, your causes, and your mission .

Many foundations and funders require a two-page LOI before accepting a full application so they can save time for everyone.

Even though it may seem like an extra step in an already cumbersome process, the LOI is actually something to be grateful for. Here’s why:

If your nonprofit is not a good fit, it saves you time from having to develop an entire proposal.
It also allows the funder to save time in reviewing and only inviting strong candidates aligned with their mission to apply.

So what does a letter of inquiry consist of?

An LOI typically includes a brief description of the proposed project, its goals, and the expected impact . It should help funders understand the alignment between your mission and theirs, laying the foundation for an effective partnership.

If you can show alignment in your letter of inquiry, the funding organization may ask you to submit a complete program proposal . And in some cases, they may even provide funding based on your LOI alone.

Although a letter of inquiry for grant funding is shorter than a complete application, it is equally important.

What Is the Typical Format of a Letter of Inquiry?

A letter of inquiry format outlines the specifics of your organization and the program you are seeking funding for.

In some instances, the funder may tell you exactly what they want to see in your letter, section by section. If that is the case, you should follow the funder’s prescriptions.

For example, the Anschutz Family Foundation clearly outlines its LOI expectations for grant seekers who might be interested in reaching out for support or collaboration.

In other cases, you may need to figure out how to write a letter of inquiry for seeking grants with no additional context provided.

We’ll provide several examples you can use as a framework later in this article, but for now, here’s a quick overview of the typical format of a letter of inquiry:

The Introduction : In a standard LOI, there should be an introductory paragraph with the basic information the funder needs to know:

Your organization’s name
The program you are requesting funding for
And how much you are requesting.

The Body Paragraphs : The body paragraphs are comprised of the in-depth ‘nitty-gritty’ of your organization and your programming. Within these body paragraphs, you should explain:

The need for your program
What problem you are addressing
And for whom (your target population).

You will also need to explain how your program will solve or address the problem you have identified, including:

Your proposed measurable objectives
And the activities you will undertake to achieve those objectives.

‍ Conclusion : Lastly, the LOI will include a summary paragraph to close out. You should conclude your letter of inquiry by expressing your appreciation for their consideration and indicate your eagerness for further correspondence. Make sure to end the letter with where and when they can reach you.

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How to Write a Letter of Inquiry That Stands Out: 3 Steps

A letter of inquiry is your first impression with a funder—figuring out how to catch their attention is key.

You can create a letter of inquiry that stands out from the competition with these three steps:

Plan Ahead to Make a Lasting Impression

Planning is the backbone of a well-structured and impactful LOI.

By dedicating sufficient time to research and understand your potential funder’s purpose, you can tailor your letter to convey your alignment with their goals .

Also, adequate planning allows you to organize your thoughts to ensure clarity and coherence in the letter's content. It is a good idea to put together a logic model of your program so that you can outline all of the elements succinctly and effectively.

Planning ahead allows you to create a letter of inquiry that stands out and makes a lasting impression on the funder.

Customize Your LOIs to Win Over Funders

You have a project that meets all of the grant criteria. You know your organization inside and out and are proud and excited about the work you are doing. All of that is important, but the funder wants to know how you fit their needs and goals .

When writing your letter of inquiry, keep the funder at the front of your mind. You’ll have other opportunities to do a deep dive into your nonprofit in your subsequent proposal. However, you only get one shot to articulate your understanding of their mission and how you can help them achieve their goals.

Pro Tip: Instrumentl’s foundation profiles can give you insight into a funder’s giving priorities, areas of focus, and more!

Quantify Your Impact With Data and Compelling Narratives

At the end of the day, funders are most interested in how your project will make a tangible difference in the real world.

An effective letter of inquiry is not just a request for financial support—it should demonstrate how the funder’s investment will lead to meaningful and lasting change .

By focusing on impact in your LOI, you encourage funders to think critically about the outcomes and difference their funding would make.

Make sure to quantify your impact with data and paint a vivid picture of the positive change your project can achieve. Moreover, emphasizing impact showcases your organization's accountability and commitment to making a difference.

Be certain your letter is written well and that you are following any of the posted guidelines for reaching out to the funder. You want to ensure that your letter structure and presentation are professional and appropriate so any formatting or syntax errors do not detract from your message.

Examples of a Letter of Inquiry Introduction

Starting off strong in your letter of inquiry is key to capturing the attention of the funder. Below, we have included examples of both bad and good LOI introductions for you to learn from.

Bad Example of a Letter of Inquiry Intro:

“ Hi, I am the founder of [XYZ Nonprofit Organization] and would like to submit my interest in your funding opportunity. [XYZ Nonprofit Organization] is dedicated to [mission and vision]. Our projects have included [list of projects] resulting in [outcomes]. We would like to apply for your funding to continue our good work.”

Why this is a poor example:

It doesn’t address the funder/reviewer by name
The author doesn’t include their name (feels impersonal)
It focuses too much on the nonprofit and not on the funding opportunity/ the ask
It doesn't explain the specific proposed project/program the funding would be used for

Good Example of a Letter of Inquiry Intro:

“ Dear [Name of Individual at foundation in charge of grants]: My name is Jane Doe and I am the Job Title of the XYZ Nonprofit Organization. We are a 501(c)3 organization located in This City, This State. I am writing to request funding from [Foundation Name] for our proposal to [brief program description] in the amount of $[X].”

Why this is a good example:

The reader is addressed by name
The author includes their name and role
The nonprofit’s specific program is described immediately and briefly
The “ask” is clear and explicit

Sample Letters of Inquiry

Finally, we are going to share a sample letter of inquiry template you can use as a starting ground for your own organization. Sample Letter of Inquiry 1 is the overall letter of inquiry template, and Sample Letter of Inquiry 2 shows you how you might use it.

Inquiry About a Funding Request for Community Program

Inquiry about stem program funding.

For more grant writing and LOI samples to learn from, check out this list of 21 grant writing examples . We also have additional LOI templates for you to use as a starting point!

Mistakes to Avoid Making in Your Letter of Inquiry

Now that you know how to write a letter of inquiry that stands out to funders, avoid these common mistakes.

Avoid Assumptions : Firstly, don't assume the funder's priorities or requirements. Research each funding organization's guidelines and interests (you can leverage their publicly available 990 forms for this.). Secondly, don't assume the funder knows about your organization; introduce it.
Customize Your LOI : Don't send generic or cookie-cutter LOIs to multiple funders. Customize each LOI to align with the funder's values and mission. Show how your programming syncs with their goals.
Be Concise : Don't include every detail, achievement, or idea in your LOI. Focus on essential messages; save detailed information for the full grant proposal.

Don’t Make Assumptions

One of the biggest pitfalls to avoid when writing a letter of inquiry is making assumptions about the funder’s priorities, preferences, or requirements .

Each funding organization is unique, with different guidelines, interests, and evaluation criteria. Making assumptions about what the funder wants without thorough research can lead to a mismatch between your LOI and the funder's expectations.

Thankfully, you can look up funders on Instrumentl to easily uncover their giving priorities, funding areas, giving trends, and more!

Another fatal mistake would be to assume the funder already knows about your organization. That could certainly be the case, but when you are introducing your organization and programming in a solicitation for funding, you should consider that whoever is reading your letter knows nothing about your organization and is not an expert in the subject matter of your programs.

Don’t Send Cookie Cutter LOIs

One of the common mistakes that applicants often make is sending generic or cookie-cutter LOIs to multiple funders without customization .

Seeking funding can feel repetitive and weighty, and the need to add a personal touch to the process can exacerbate that feeling. However, you don’t want to send the same generic LOI to different funders, and here is why: funders want to connect with their grantees and ensure that the program they give money to reinforces their mission.

That’s why it is important to reflect the funder’s values in your LOI and showcase just how well your programming is in sync with their dollars. We write more about matching grant applications to funder interests here .

Resist the Urge to Include Everything You Have

Finally, don’t make the mistake of including every detail, achievement, or idea related to your organization or project in your letter of inquiry .

While it's natural to want to showcase the breadth of your work, an overwhelming amount of information can dilute your key messages and distract the reader from the most important aspects of your proposal.

Remember, you’ll have the time and space to go into more detail in your full grant proposal .

Wrapping Things Up: How to Write a Letter of Inquiry

In this article, we covered how to write a letter of inquiry for grant funding. When you write and send a letter of inquiry, you have an opportunity to make your nonprofit stand out in a pool of potential grant applicants.

Use the information and tips we have provided as you write your letter of inquiry. You learned what a LOI is, how it is typically laid out, tips for writing a LOI, and examples of completed letters of inquiry to use as a framework.

If you’re looking for more grant writing training, check out our free grant writing workshops here .

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Four common grant proposal documents (free samples included)

Melissa Pulis (she/her)
July 13, 2023

Person typing on a laptop with document icons coming out of a folder.

Nonprofit work means paperwork. While Candid is working to reduce that burden broadly, here is one specific way we are trying to help: by providing sample grant proposal documents .

There are four major documents that you may need to create if your nonprofit is looking for funding. Each has a different purpose and elements you’ll need to make your case to funders.

In this blog, we share the major types of grant proposal documents, their components, and free sample resources to show you what a successful version of each one looks like.

Letters of inquiry (LOI)

If you’re new to fundraising and grant writing, you may have not heard the term letter of inquiry , or LOI. Honestly, when you do, it’s good news.

A letter of inquiry or LOI is something a funder may ask for in lieu of a full grant proposal. Instead of a giant stack of papers, you just need to write a few pages to create a LOI that will get the funder excited to support your cause or project.

Sometimes, this can be the first step in a funder’s broader grant proposal process. In this case, you may be asked to complete a LOI to show whether you meet the grant criteria, so time is not wasted on a full proposal. Other times, it serves as the entire proposal.

Here’s what a letter of inquiry should include:

An introduction that summarizes the letter.
A brief description of your organization and why this particular project is important.
A statement of need that convinces the reader your project meets the specific needs of those you serve.
A methodology that explains how you’ll do it.
Other funding sources that are being approached.
Finally, a summary of what was just said and a brief thank you to the funder for considering your organization.

The biggest challenge is you only get a couple pages to make your case. In our LOI sample documents , you will see examples of how you can summarize projects in a compelling and concise way.

Cover letters

This is the most important part of your grant proposal: the cover letter . Think of a cover letter as a compelling introduction to the contents of your full proposal. It’s your first chance to connect your project with the funder’s philanthropic mission.

At minimum, your cover letter should include:

An introduction to your project.
The dollar amount of funding you need.
How your project and organization will further the foundation’s mission.
A list that outlines the proposal’s contents.
Contact details in case the funder wants additional information.
A signature from your organization’s executive director.

Additionally, if your organization has branded letterhead, consider using it for added polish.

In our sample documents, you’ll find three different examples of cover letters that include these aspects.

Proposal budgets

Proposal budgets may seem a bit dull, but many funders say it’s the first part of a grant proposal that they read. Your budget should show your credibility and impact with numbers.

A proposal budget should include:

Grants and other funding contributions.
Earned income from events, products, and fees.
Direct costs, like staff time, consultants, supplies, equipment, and evaluation (such as conducting surveys or collecting feedback).
Indirect costs—or the invisible costs, like rent, utilities, office supplies, marketing, and administrative staff.

Make sure your budget adds up (it’s a big red flag when it doesn’t). Not only should the math be correct, but it should also match the request for funding you’re making in the proposal.

To see this in practice, review our proposal budget sample documents.

Full grant proposals

Here’s the big one. Writing a full grant proposal can be a little intimidating.

Before you begin, make sure to read and re-read the instructions from the funder. You don’t want to miss some simple but important proposal requirements, like using a specific font.

Here are the key elements of a proposal:

Executive summary. This is where you’ll give a snapshot of the problem, your solution for addressing it, why your organization can help, and the amount of funding you’ll need to do so.
Needs statement. Next is a needs statement that shows why your project is needed and aligned with funders’ focus areas.
Project description. In this section, you’ll share your project’s goals and objectives, detailed activities, and information about your organization.
Proposal budget. Finally, a budget that shows in numbers how you’ll address the problem.

Reading examples of full grant proposal documents can be a helpful way to get started. You can also check out our free live and on-demand trainings .

Need more help? Our team of online librarians is here to provide resources and support. You can reach out to them by emailing [email protected] or via chat during business hours.

Tips & Training
International
Candid’s tools
Fundraising, giving, and donations
Nonprofit and charity work

About the author

Melissa is an experienced information professional who leads Candid’s Online Librarian program and oversees content creation for Candid Learning’s Knowledge Base Articles. She is passionate about librarianship, providing equitable access to information, and teaching people how to navigate online resources.

In addition to her experience leading the Online Librarian program, Melissa has extensive nonprofit experience having worked in development for both small and large Cleveland-area nonprofits and as a grants manager for a private foundation. Melissa has a Master of Library and Information Science from Kent State University.

Adelene Hampton says:

Thank you. I want to improve education, mathematically in the state of Louisiana. Your cupport has been most helpful and appreciated.

Gary Van Dyke says:

need grant for medical expenses

Geoffrey says:

Insightful well arranged tips on proposal writing. Want to learn more and examples

Jesus Loera says:

Good evening friends, I am Jesus Loera. Lately I have become interested in grant writing but haven't a clue where to start. I am a life long resident of Brownsville Texas. We are stuffed up against the Mexican border. Not extremely prosperous, sad to say. I work for a Community College in need of funding, I am a member of a Unitarian Church with only 6 members and I recently joined the local Freemasons. All these organizations in desperate need of finical help. I am willing to help as much as possible, but in need of some coaching.

Kate, Digital Communications Manager, Candid says:

Candid does not suggest specific funders or approach them on your behalf. But we can point you to resources that should help you in your funding search. You can check out our Knowledge Base for information on getting grants and finding donors .

Christian Wilson says:

We need additional funding in the amount of $20,000 to feed 700 people during the weekend when there are no services provided. The local funders have been tapped out and tell us that they cannot assist us. Can you advise me of other alternative funding that might be available so that we can continue to feed these families?

Leslie England says:

Greetings! We are a 501c3 trying to get a grant to buy a building for a homeless shelter in our area. We have no idea how to find grants or apply for them. Where do you begin?

Jean niyungeko Fessi says:

the information is so helpful, thanks for being resourceful.

Bruce says:

I also maintain both a paper and electronic file of key documents usually required like IRS letter, BOD list, 1page overview of organization including Mission statement, most recent 990, annual budget including income and expenses. All this helps especially with online applications!

Lorent Damaseke Mvula says:

Thanks for the knowledge and skills I have learned on grant proposals, this really sharpens my knowledge.

RMM- ED says:

Thank you for posting this!

This is super helpful, thank you!

Cindy Dashnaw Jackson says:

This is an incredible resource and a generous action, Melissa. I hope many nonprofits see this article!

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Grant Writer Cover Letter Example

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Start your Grant Writer cover letter by addressing the specific person or committee who will be reviewing your application, if possible. Then, introduce yourself and briefly mention your current role or professional status. Immediately follow this with a concise statement of your interest in the grant opportunity and how your experience aligns with the grant's objectives. For instance, you could say, "As a professional grant writer with a proven track record in securing funding for non-profit organizations, I am excited about the opportunity to apply for [specific grant] which aligns perfectly with my expertise in [specific area]." This approach immediately establishes your credentials and shows your enthusiasm for the opportunity.

The best way for Grant Writers to end a cover letter is by expressing gratitude and eagerness for the opportunity. This can be done by thanking the reader for considering their proposal and expressing hope for further discussion. For instance, "Thank you for considering our proposal. We look forward to the possibility of further discussing how we can contribute to your mission." It's also important to include contact information for easy follow-up. Lastly, a professional closing like "Sincerely" or "Best regards" followed by the writer's name and title should be used. This ending leaves a positive impression, shows respect for the reader's time, and demonstrates the writer's enthusiasm about the potential partnership.

In a cover letter, Grant Writers should include the following: 1. Introduction: This should include a brief introduction of the organization, its mission, and the purpose of the grant request. It's important to make a strong first impression that engages the reader. 2. Summary of the Proposal: This should be a concise summary of the project or program for which funding is being sought. It should include the total cost of the project, the amount being requested from the grantor, and a brief explanation of how the funds will be used. 3. Relevance to the Grantor: Explain why your project or program aligns with the grantor's mission or funding priorities. This shows that you've done your research and understand the grantor's goals. 4. Impact: Highlight the potential impact of the project or program. This could include the number of people served, the benefits to the community, or other measurable outcomes. 5. Closing: In the closing, express gratitude for the grantor's consideration and provide contact information for follow-up questions or discussions. 6. Attachments: Mention any attachments that accompany the cover letter, such as the full grant proposal, a budget, or letters of support. Remember, the cover letter is your chance to make a compelling case for your grant proposal. It should be professional, concise, and persuasive, demonstrating your organization's credibility and the value of your proposed project or program.

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Writing a Letter of Support for Grants: Examples and Frameworks | Grantboost

Asking for a grant can be a daunting process. You know that the competition is fierce, and the Grantor’s organization is looking for the best and brightest. You need a team behind you that is as dedicated and committed to your cause as you are. That’s where letters of support come in.

What Is A Letter of Support?

Who normally writes a letter of support, how long should a letter of support be.

Letter of Support Frameworks

Problem, Solution, and Impact Framework

Personal connection framework.

Evidence Based Framwork
Letter of Support for Grants Templates

Examples of Letters of Supports for Grants

Writing Letters of Support for Grants w/ AI

A letter of support (not to be confused with a Letter of Inquiry ) is a document that advocates for a project, program, or organization and is typically written by an individual or organization outside of the project or organization itself. It is used to supplement a grant proposal and provides additional evidence to support the proposal’s objectives, methods, and potential impact. The letter of support should emphasize the writer’s personal connection to the project and highlight the project’s importance and potential benefits. The letter should be persuasive, clearly written, and provide examples of how the project can make a difference in people’s lives.

Letters of support are a powerful tool in your grant application arsenal. They provide evidence that your project has the backing of respected professionals, organizations, and individuals. They demonstrate that your proposal is not just your own opinion, but that it is supported by the wider community. Most importantly, they show that you have a plan that others are bought into as well.

A letter of support is usually written by an individual or organization outside of the project or organization seeking funding. This can include community leaders, elected officials, experts in the field, or organizations with a similar mission or interest. The writer of the letter should have a personal connection to the project and be able to speak to its importance and potential impact.

It is important to choose a writer who is well-respected and influential in the community, as their support can add credibility to the project and increase the chances of funding. Additionally, the writer should have a clear understanding of the project’s goals, methods, and expected outcomes, as they might be asked to provide specific examples of how the project has made a difference in the community.

In some cases, the grant organization may provide guidelines for who can write a letter of support and what should be included. It is important to carefully review these guidelines and ensure that the writer is able to meet the requirements outlined by the grant organization.

When it comes to the length of a letter of support, there isn’t a strict rule. As a general guideline, it should be no longer than one page, two at the absolute max. The most important thing is to make sure that your letter is concise and to the point. A letter that is too long may be overwhelming and lose the attention of the reader. On the other hand, a letter that is too short may not provide enough detail to convince the grant organization of the merits of your project. This should give you enough space to provide all the necessary details while keeping the letter short and sweet.

Frameworks You Can Use When Writing a Letter of Support

Advocates can follow different frameworks when writing a letter of support. One popular framework is the “Problem, Solution, and Impact” model. In this framework, the letter first introduces the problem that the project is addressing, then outlines the solution proposed by the project, and finally discusses the expected impact of the project. This framework is useful because it presents a clear narrative that connects the problem with the solution and the expected outcome.

Another framework is the “Personal Connection” model, which emphasizes the personal connection between the writer of the letter and the project or organization. This framework can be particularly effective when the writer has a personal relationship with the project or organization, as it can add a sense of authenticity and credibility to the letter.

A third framework is the “Evidence-Based” model, which focuses on providing evidence to support the project’s goals and expected outcomes. This framework typically includes data and statistics that demonstrate the need for the project and the expected impact it will have.

Regardless of the framework chosen, it’s important to keep the focus on the project and its goals. The letter should be written in a clear and concise manner, with a persuasive tone that highlights the project’s importance and potential impact.

The problem, solution, and impact model is a framework that can be used when writing a letter of support for a grant opportunity. This model is particularly effective in highlighting the need for the proposed project, the unique solution being offered, and the potential impact of the project on the community or field.

The components that make up this framwork are:

Problem: The first component of the framework is to clearly identify the problem or need that the project is addressing. This can include data and statistics to support the argument that the problem is significant and widespread. The writer should also explain why the problem is important and how it affects the community or field.

Solution: The second component of the framework is to explain the unique solution that the project is offering. This can include a description of the methods, techniques, or strategies that will be used to address the problem. The writer should also explain why this solution is effective and how it differs from other approaches that have been tried in the past.

Impact: The third and final component of the framework is to discuss the potential impact of the project on the community or field. This can include both short-term and long-term impacts, as well as any specific outcomes or goals that the project aims to achieve. The writer should also explain why the proposed project is likely to be successful and how it will make a difference in people’s lives.

By using the problem, solution, and impact model, the writer can provide a clear and compelling case for why the project is needed, how it will work, and what the potential benefits will be.

Ready to try the Problem, Solution and Impact Model for your letter of support? Check out our template and start crafting your compelling letter today.

The personal connection model is a framework for writing a letter of support that emphasizes the writer’s personal connection to the project or organization. This framework can be particularly effective when the writer has a strong relationship with the project or organization, as it can add a sense of authenticity and credibility to the letter.

The personal connection model typically includes several key components:

Introduction: The letter starts with an introduction that establishes the writer’s relationship to the project or organization. This can include how the writer first became involved with the project, why they believe in the project’s goals, and any personal experiences that have influenced their support.

Personal anecdotes: The letter includes a short personal anecdote or story that illustrate the writer’s connection to the project or organization. These anecdotes can be powerful in demonstrating the importance and impact of the project, as they provide concrete examples of how the project has made a difference in people’s lives.

Emotional appeal: The letter makes an emotional appeal to the reader by highlighting the writer’s passion and commitment to the project or organization. This can include expressing gratitude for the opportunity to be involved with the project and conveying a sense of urgency about the need for funding.

Call to action: The letter concludes with a call to action that encourages the grant organization to fund the project. This can include a clear statement of the project’s goals and expected outcomes, and an invitation to the reader to contact the writer for more information.

When using the personal connection model, it’s important to strike a balance between personal anecdotes and a persuasive tone that highlights the project’s importance and potential impact. The letter should be written in a clear and concise manner, with a focus on how the project will benefit the community or achieve its goals. By emphasizing the writer’s personal connection to the project, the personal connection model can be an effective way to persuade grant organizations to fund important projects.

Click here to access our Personal Connection Model template and start writing your letter of support faster, today.

Evidence Based Framework

The evidence-based model is another framework that can be used when writing a letter of support for grants. This model focuses on presenting evidence to support the need for the proposed project and the effectiveness of the proposed solution. Here are the components that make up a successful evidence-based letter of support:

Background: The first component of the framework is to provide background information on the issue or problem being addressed by the proposed project. This can include data, statistics, and research studies that support the argument that the issue is significant and widespread.

Evidence: The second component of the framework is to provide evidence to support the effectiveness of the proposed solution. This can include studies, research articles, or other types of evidence that demonstrate the potential impact of the proposed project.

Expertise: The third component of the framework is to highlight the expertise of the individuals or organizations involved in the proposed project. This can include descriptions of the qualifications and experience of the project team, as well as any relevant partnerships or collaborations that have been established. Outcomes: The final component of the framework is to describe the specific outcomes or goals that the proposed project aims to achieve. This can include both short-term and long-term outcomes, as well as any specific metrics that will be used to measure success.

By using the evidence-based model, the writer can provide a compelling case for the need for the proposed project and the effectiveness of the proposed solution. This framework can be especially effective when used in combination with other types of evidence, such as personal anecdotes and expert testimonials, to support the argument. Additionally, it is important to ensure that the language used in the letter is clear, concise, and easy to understand, as well as tailored to the specific audience and purpose of the grant application.

Ready to try the Evidence Based Model for your letter of support? Click here to access our template and start crafting a strong, evidence-based argument to support your grant application!

Letters of Support For Grants Templates

If you’re struggling with writing your own letter of support, we encourage you to try some of the templates we’ve provided below. By using them as a guide, you can craft a compelling letters of support that will strengthen any grant application and increase the chances of securing funding.

Problem, Solution, and Impact Template

Dear [Funder’s Name], I am writing in support of [Name of the organization] and their proposed [Name of the project/program]. As someone who is passionate about [Relevant issue], I believe this project has the potential to make a real impact in our community. The problem we are facing is [Brief description of the issue or problem], which has had a negative impact on our community by [Impact of the problem]. This is a pressing issue that demands immediate attention and action. Fortunately, [Name of the organization] has developed an innovative and effective solution to this problem. By [Briefly describe the proposed solution], we can address this issue and make a real impact in our community. The potential impact of this project is significant. [Statistics or data that support the impact of the proposed solution]. If we can successfully implement this project, we can [Positive outcomes that will result from the project]. I strongly believe that [Name of the project/program] is the right solution for our community. [Name of the organization] has a proven track record of success and has the experience and expertise to execute this project with excellence. Thank you for considering this proposal. Your support will make a meaningful difference in the lives of our community members. Sincerely, [Your Name]

Personal Connection Template

Dear [Funder’s Name], I am writing to express my enthusiastic support for [Name of the organization] and their proposed [Name of the project/program]. As someone who has experienced the [Relevant issue], I can personally attest to the urgent need for this project in our community. The team at [Name of the organization] understands the challenges that individuals like me face every day. They have been a trusted resource and source of support for me, and I am grateful for their work. The [Name of the project/program] has the potential to make a real difference in the lives of people like me. By [Briefly describe the proposed solution], this project will provide critical support to those in our community who are most in need. I believe that [Name of the organization] is uniquely positioned to execute this project with excellence. Their expertise, compassion, and dedication to this issue are unparalleled. I am proud to support [Name of the organization] and their efforts to make our community a better place. I hope that you will join me in supporting this important project. Thank you for your consideration. Sincerely, [Your Name]

Evidence-based Template

Dear [Grantor Name], I am writing this letter in support of [Organization Name] and their proposed project [Project Name]. As [Your Position] of [Your Organization Name], I have had the privilege of working alongside the [Organization Name] team and can attest to their expertise in [Field/Area of Work]. The need for [Project Name] is significant and widespread in the [Community/Population] we serve. [Insert statistics or data that supports this claim]. The proposed solution put forth by [Organization Name] has the potential to make a real impact in [Community/Population] and address the issue at its root cause. In support of the proposed solution, I would like to highlight [Insert evidence, such as studies or research articles, that demonstrate the effectiveness of the proposed solution]. Additionally, the expertise of the [Organization Name] team is unparalleled in the [Field/Area of Work]. They have a proven track record of success in [Insert examples of previous projects or initiatives that demonstrate expertise]. The specific outcomes and goals of the proposed project include [Insert short-term and long-term outcomes that the project aims to achieve], with a specific focus on [Insert metrics that will be used to measure success]. I wholeheartedly endorse the proposed project [Project Name] by [Organization Name] and believe that it has the potential to make a lasting impact in the [Community/Population] we serve. Thank you for your consideration. Sincerely, [Your Name]

Letter of Support Example: Personal Connection Framework :

Dear John Doe, I am writing to express my enthusiastic support for the Women’s Health Initiative and their proposed Breast Cancer Survivor Support Program. As a breast cancer survivor myself, I can personally attest to the urgent need for this program in our community. The team at the Women’s Health Initiative understands the challenges that individuals like me face every day. They have been a trusted resource and source of support for me, providing critical emotional and physical support during my journey. The Breast Cancer Survivor Support Program has the potential to make a real difference in the lives of survivors in our community. By providing access to counseling, support groups, and educational resources, this program will help women navigate the challenges that come with a breast cancer diagnosis and treatment. I believe that the Women’s Health Initiative is uniquely positioned to execute this program with excellence. Their expertise, compassion, and dedication to women’s health are unparalleled. I am proud to support the Women’s Health Initiative and their efforts to make our community a better place. I hope that you will join me in supporting this important program. Thank you for your consideration. Sincerely, Jane Doe ”

Letter of Support Example: Evidence Based Framework :

Dear John, I am writing to express my strong support for the proposed Literacy for All program, which I believe will have a significant impact on improving the literacy rates in our community. The need for this program is evident from the alarming statistics that indicate that nearly 50% of the adult population in our community lacks basic literacy skills. The Literacy for All program is based on a wealth of research that demonstrates the importance of early childhood literacy interventions, particularly for children from low-income families. Studies have shown that children who are not reading proficiently by third grade are more likely to struggle academically, drop out of school, and face a range of social and economic challenges later in life. The proposed program includes evidence-based strategies such as providing high-quality literacy instruction, offering family literacy programs, and providing access to books and other resources. It is designed to reach children and families in the most vulnerable communities in our area, where the need is greatest. The Literacy for All program has the potential to transform the lives of thousands of children in our community. By improving literacy skills at an early age, we can help set these children on a path toward success in school and in life. I urge you to support this vital program and invest in the future of our community. Thank you for your consideration. Sincerely, Ezenwa ”

Writing Letters of Support w/ AI

At Grantboost, we’re excited to announce the upcoming release of our cutting-edge Proposal generator to the beta stage. It’s a game changer in the world of grant writing, and we’re confident that it will revolutionize the way you write letters of support. With its intuitive design and powerful AI technology, you’ll be able to generate compelling, persuasive letters in minutes. We’re offering it for free to our beta users, so you can see for yourself just how effective it is. This is just the beginning of what Grantboost has in store for the grant writing community, and we can’t wait to see how our technology will help you secure the funding you need to make a difference.

Boost Your Success: Try Free

Junee Community Network

Writing a ‘Letter of Support’ for a Grant Application

This is the second of a two-part series — This article will explain how to actually write a ‘Letter of Support’ for another organisation to include with their grant application.

The first article in the series, “Requesting a ‘Letter of Support’ for a Grant Application” explains how to ask other Community Groups, Businesses and other Partners, for a ‘Letter of Support’ for a project to show to grant providers that other groups will also benefit from your project receiving funding.

Why you might be asked to write a ‘Letter of Support’

Many grant and funding providers now try and get the ‘biggest bang for their buck’ so they look for projects that can assist or benefit many different groups, various demographics and not just a single entity.

By having multiple entities express support for a particular project shows the grant provider that more than one group in the community may benefit from the funding of the project. It also shows that the applicant and the actual project does actually have support of a larger number of people.

Some Letters of Support may also be used to show that a landlords’ permission has been sought and obtained; or that local council or other relevant authorities have also been advised of a project and their permission or support is granted. Often these ‘permission approvals’ need to be completed on a specific form supplied by the Grant Provider.

What to include in a Letter of Support

Always write a Letter of Support on your organisation’s formal letterhead… NEVER write it as an email!!! and especially do NOT write it as a direct reply to the original email request.

Full LEGAL name of your organisation This seems obvious, but many organisations abbreviate their “name” and they shouldn’t. If your legal name, as listed on your Certificate of Incorporation, is “Dragon Breeders and Trainers of Fairyland Inc” then list it as such and NOT just a shortened version (eg “Dragon Breeders of Fairyland”) that you may use in day to day discussions
Organisation’s Logo Ensure you have a high-quality version of the logo and that you are using the proper version
ABN and/or Incorporation Number If you have both, list both. If you only have an Incorporation Number, list that. It allows others to easily look your group up with ASIC and verify your group’s status
Website Address (or Facebook Page URL) ALWAYS list your website in your letterhead — this is where others can find out more about your organisation. Ideally you’ll have your own domain and website, but an active Facebook page that is publicly visible can suffice in many circumstances.
Postal Address List the association’s PO Box if you have one, otherwise it should be the address registered with Fair Trading (usually your Public Officer’s address)
Primary Telephone Number List the phone number you normally give out for the organisation (often the Secretary’s mobile if you don’t have a dedicated number)
Primary Email Address List the main email address for the organisation eg [email protected]. As with the website having your own domain is better, but if you don’t then a gmail.com address with your organisation name can suffice eg [email protected]

Date, Addressed to, and Subject

Insert the date at the top of the letter… I use a long format like April 10, 2020 so there can be no confusion (It’s so annoying trying to translate 10/04/2020 — if that’s written by an American that date converts to October 4th. Virtually anywhere else that is 10th of April.)

Next address the Letter of Support as per the directions received from organisation submitting the grant.

Usually it will be addressed to the President or Secretary of the organisation submitting the grant application. Occasionally, it may need to be addressed directly to Grant Provider (but you would still normally supply the letter to the applicant for them to include in their application). In rare circumstances it may be as simple as addressing it as “To whom it may concern” — but ONLY do this as a last resort!

After the address include a single line referencing the reason for the Letter, using the supplied Project Name – basically a “Re: Grant Application for new Dragon Breeding Cages”

I tend to list the project name rather than the specific grant name (this way it can easily be resubmitted to another funding channel if the first grant is unsuccessful) — UNLESS you’ve specifically been asked to reference the actual grant eg “re: Westros Development Fund Round 23 — Dragon Breeding Cages”

[Letterhead above] October 31, 2020 Mr Mushu Ghidorah Dragon Breeders and Trainers of Fairyland Inc 151 Kirkham Road Camelot NSW 2011 RE: Grant Application for new Dragon Breeding Cages

Note that I put the address on a single line… and I didn’t worry about a Dear John (or Dear Mr Smith) — if space is tight and you’re trying to keep the Letter on a single page, these can be simple ways of getting a few extra lines back.

Alternatively if you are trying space the Letter out a little, add the Dear line and spilt the address over two lines (with Suburb, State and Postcode on the second line).

Introduction about your organisation

The first paragraph should be a very brief introduction to your organisation — It should be NO MORE than 30-50 words long and only contain two or three sentences.

It should simply establish your organisation’s credibility and relevance to the project. It does not need to explain every aspect of your organisation — that’s what your website is for!

The Society of WereWolf Protection was founded in 626AD to protect the misunderstood changelings, commonly referred to as Werewolves. Since this time we have seen the werewolf population steady grow over the generations, but we have much work still ahead of us to see werewolves fully accepted amongst regular society.

Why you support the project

This is the most important part of the Letter of Support!

The next couple of paragraphs should explain why your organisation supports this particular project .

It maybe that your organisation can utilise the cages when Dragon Breeding Season is not happening, or you see a need for more dragons to be bred each year so they can help protect your castle’s treasure room, so having more dragons born each year would help your organisation.

We fully support the Dragon Breeders project of building new Dragon Breeding cages in the aeries of Camelot Castle. During the spring months, which is breeding season for werewolves, we welcome your offer to allow us access to these nests so our pack mothers have a warm and safe place to raise their cubs during those early, formative months.

If your organisation is contributing in any way towards the project, be sure to mention that — If you are providing in kind support (a discount on goods supplied, or volunteering time and labour to assist with the project) or if you are providing a co-contribution towards the project (ie your organisation has provided $5,000 cash towards the project) mention this.

Grant providers are looking at getting the best value out of the funding they provide — so the more community groups, local residents and others can directly benefit from a single project, the better — so if your organisation will benefit from the proposed project getting funded, clearly explain how and why it will benefit your own group .

Wish the grant applicant well

At the end of the Letter, usually as the second last paragraph you may wish the grant application all the best with their application to highlight the fact you understand that the grant applicant is actually seeking external funding for their project. If space is tight on the page, this paragraph can be dropped, or reduced to a single line of “We wish you well with your funding application”.

On behalf of the Society for Werewolf Protection, we wish Dragon Breeders and Trainers of Fairyland all the best with your application for funding to purchase new breeding cages and we look forward to seeing your dragon population grow in the coming decades.

Direct contact details

If the author of the letter can’t be contacted directly using the details in the Letterhead, or are only available during certain times, then include a single sentence listing the best method to be contacted and suitable times (remembering that processing of the grant application and any follow up regarding it may not occur for up to six months after the you’ve written the letter).

An example could be

“Should further information be required, I may be contacted directly on 0400 666 666. I am usually available between 8am and 1pm most week days.

Signature and Title

The final segment of the letter should include a complementary close, your signature and your title/position within the organisation.

If the letter is addressed to “Dear Sir/Madam” or “To whom it may concern” then use “Yours faithfully,” as your complementary close.

If it was addressed to a personal name eg “Dear Mr Smith” or “Dear James” then you should use “Yours sincerely,” Australians (along with Britain and most Commonwealth countries) usually put the Yours first, but you’ll often see Americans place the Yours after the faithfully or sincerely eg “Faithfully yours,” — neither style is wrong but putting the Yours first reads better to Australians.

Next, you need to sign the letter.

Ideally you should have a ‘real signature’ — either scanned in as an image from a real signature or drawn using a mouse, touchpad or stylus on a computer or tablet.

Mac users can create a graphic version of their signature from inside Preview (an app for reading and basic editing of PDFs and images that is included with Mac OS). It is accessed from the Tools Menu → Annotate → Signature.

If scanning a physical copy from paper, be sure to;

Use a black pen with at least 1mm tip but no more than 2mm (eg a ‘ sharpie ‘ is ideal)
Make the signature at least 2.5cm (1-inch) tall
Use a light blue or light green sheet of paper, if you have access to it; otherwise use an ‘ultra-white’ sheet
Crop the scanned signature so there is minimal white space around it
Using a good graphic application create an ‘Alpha-background’ or ‘Transparency’ around the outside of the signature AND in the spaces inside the characters (This is why we recommended the light blue or green paper — so you can see which areas have been made transparent)
Save the edited signature as a .PDF or .PNG WITH a Transparent background

You can now insert the signature into your document and if you have the transparent background, it can even be overlapped on top of printed name and title, just like a physical letter.

Alternatively, it is becoming more common these days to just use a font that resembles cursive handwriting to create a signature for electronic documents.

There are a number of ‘handwriting script’ fonts included with Windows and Microsoft Office that could substitute for a signature, including Bradley Hand ITC , Brush Script MT , Lucida Handwriting , Freestyle Script , Mistral , Palace Script MT , Rage Italic , and Vivaldi . Mac users will have the same fonts available if they have installed Microsoft Office or there are similar fonts included with Mac OS.

Pick one and stay with it for all your future ‘signatures’

After your signature, list your name and then on the next line list the title (or position) you hold with your organisation, followed by a comma and your organisation’s name.

Yours faithfully, [signature] Mieczysław Stilinski President, Society for Werewolf Protection Inc

Document Format

Remember not everyone uses Microsoft Word and even different versions of Word can display the layout differently on a different computer. Likewise, fonts you used may not be available on someone else’s system.

The Letter of Support should be a minimum of half a page long (including letterhead) but ideally no longer than a single page . There are always exceptions to this rule, but 95% of the time a single page is sufficient and any longer can actually have a negative effect.

Some tips for helping make the letter fit on a single page;

Re-word paragraphs to make them shorter — This is the BEST option
Remove ‘blank lines’ from in between paragraphs and set the Spacing Before or After Paragraph to 8 or 9pts (never go below 5pts)
Reduce line spacing to 0.9 lines (never go lower)
Reduce the font size (but never go below 11pt for your main body text)
Change page margins (don’t go below 1.2cm, or ½-inch)
If your ‘ corporate identity standards ‘ lets you, reduce your letterhead — if your logo is more than 3cm tall, can it be reduced???

Keep Copies!

ALWAYS keep a copy of the Letter of Support … both as the original wordpressing document (eg Microsoft Word, Apple Pages or Google Doc) and as the PDF you sent.

Usually, it would need to be presented at your next Committee Meeting and minuted as “Outbound Correspondence” as it was written on organisational letterhead and written on behalf of the organisation.

You can also refer back to it later if you need to write another ‘Letter of Support’ for someone else — you can then simply copy and paste relevant segments into the new letter.

Occasionally the organisation that requested the Letter may come back to you for an updated version (often just with a new date or perhaps addressed to a different funding provider) so they can submit the same project to another grant so you can then quickly and easily supply the new version. BTW: Most grant providers and assessors will usually accept a Letter of Support (and other documentation) that is six, or even 12-months, old — but read the individual grant guidelines!

Don’t be afraid to say “NO!” to a request for a Letter of Support!

Hopefully, you won’t need to say “No” to a request for a Letter of Support, but occasionally you may need to politely decline such a request.

The project in question may not align with your own organisational goals; or you may just feel you can’t provide a quality letter for this particular project.

Sometimes, you may not have the time to write the Letter of Support before the deadline — you might be writing your own application for the same grant but for a very different project, or the appropriate authorised person who would need to sign the letter on behalf your organisation (eg the President) is on leave and won’t be back until after the deadline.

As mentioned, politely decline , and if possible, give a quick explanation why you can’t supply a Letter of Support. Just be up front and honest as to why you can’t/won’t supply a Letter of Support and if it is just this project that you can’t supply a Letter, or if it is a general policy.

Example of a Letter of Support

By Nicholas Pyers

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Ramona Community Foundation opens grant application period

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Ramona Community Foundation has announced that the application period is open for grant funding to enhance the quality of life in the community.

“We want to fund organizations that serve the most vulnerable of our neighbors,” said Robert Krysak, chairman of the foundation’s board. “With the cost of living in California ever increasing, we aim to address both emerging and ongoing needs in our community.”

In the 202425 cycle, the Ramona Community Foundation (RCF) invites nonprofit organizations to submit project proposals specifically for Ramona that demonstrate the power to build a more vibrant community, Krysak said. Proposals must be submitted online by no later than 5 p.m. on Thursday, May 30. The grant application can be accessed online at SDFoundation.org/apply.

The goal of the grant cycle is to support programs that make Ramona a great place to live, work and play. Desirable projects will inspire community pride and revitalization and increase the quality of life of the broader community.

Preference will be given to projects that clearly address Ramona-specific issues and needs. To be eligible for a grant, organizations must have tax-exempt status and provide services in the community of Ramona. Only proposals in the range of $1,500 to $10,000 will be accepted.

These projects should be practical, achievable within a 12-month time frame and have prospects for long-term sustainability. Funding may be used to expand existing programs, replicate programs tested in other communities or launch new efforts. RCF will fund programs managed by nonprofit organizations, schools or government agencies.

In its 12 years of grantmaking, RCF has granted more than $440,000 to over 100 nonprofit programs. The foundation is an affiliate of San Diego Foundation

For more information about the Ramona Community Foundation, to apply for a grant or to become a member, visit the RCF website or contact Trudy Armstrong at [email protected] .

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COMMENTS

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