cover letter travel grant

Sample Request Letter for Travel Grant: Free & Customizable

In this guide, I’ll share a step-by-step process to write an effective request letter for a travel grant, incorporating tips from my personal experience to help you enhance your application.

Key Takeaways: Understand the Purpose : Know the goal of your travel grant letter and what the funding organization is looking for. Personalize Your Letter : Customize your letter for each grant application, showing how your travel aligns with the grantor’s objectives. Be Clear and Concise : Present your information clearly and concisely, focusing on the impact and benefits of your travel. Provide Supporting Details : Include details about your travel plans, budget, and the significance of the grant to your goals. Proofread and Review : Ensure your letter is error-free and polished before submission.

Step 1: Research the Funding Organization

Before you begin writing, it’s crucial to understand the funding organization’s goals and priorities. This knowledge will allow you to tailor your letter to align with their mission.

• Visit the organization’s website : Understand their mission, values, and previous grant recipients.
• Align your goals : Identify how your travel objectives complement the funder’s mission.

Step 2: Start With a Strong Introduction

Your introduction should grab the reader’s attention and provide a snapshot of your travel purpose.

• Introduce yourself : Briefly mention your background and relevant accomplishments.
• State the purpose : Clearly articulate the reason for your travel and the grant request.

Step 3: Detail Your Travel Plan

This section should provide a clear and detailed overview of your travel plan, highlighting its importance and relevance.

• Destination and duration : Specify where you’re going and how long your travel will be.
• Objectives : Outline the main goals of your travel and what you plan to achieve.
• Relevance : Explain how your travel aligns with the funder’s objectives.

Step 4: Discuss the Impact

Emphasize the potential impact of your travel, both on your personal/professional development and on broader goals aligned with the funding organization.

• Personal impact : Describe how the travel will contribute to your growth or career.
• Broader impact : Illustrate how your travel will benefit a larger community or align with shared goals.

Step 5: Provide Budget Details

Transparency is key when discussing your budget. Provide a clear breakdown of the expected costs and how the grant will support these expenses.

• Itemized budget : List all travel-related expenses, including transportation, accommodation, and any other costs.
• Justification : Explain why each cost is necessary and how it supports your travel objectives.

Step 6: Conclude With a Strong Closing

End your letter on a persuasive note, summarizing the key points and expressing gratitude for the consideration.

• Recap : Briefly summarize the main points of your letter.
• Thank you : Express appreciation for the reader’s time and consideration.

Personal Tips From Experience:

• Tailor Your Message : Never use a one-size-fits-all approach. Customize each letter for the specific grant and organization.
• Be Passionate but Professional : Show enthusiasm for your travel but maintain a professional tone.
• Follow Up : After submitting your letter, a polite follow-up can demonstrate your commitment and interest.

Template for a Travel Grant Request Letter

[Your Name] [Your Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Organization’s Name] [Organization’s Address] [City, State, Zip Code]

Dear [Recipient’s Name],

I am writing to request a travel grant for [specific purpose of travel] that aligns with [organization’s mission/goal]. As a [your position/profession], I have dedicated myself to [briefly state your relevant experience or background related to the travel].

My travel plan includes [briefly outline your travel plan], which is essential for [state the purpose and its relevance to the organization’s goals]. The estimated budget for this travel is [mention the budget], which will cover [list the main expenses].

This opportunity is significant to me because [explain the personal and broader impact of the travel]. Your support would be instrumental in achieving [mention the expected outcomes of the travel].

I am excited about the possibility of [briefly recap the travel’s purpose and its alignment with the organization’s objectives]. Thank you very much for considering my request. I look forward to the opportunity to further discuss how this travel grant can mutually advance our goals.

Sincerely, [Your Name]

Frequently Asked Questions (FAQs)

Q: how do i ensure my request letter for a travel grant stands out to the committee .

Answer: In my experience, personalizing the letter with a compelling narrative that connects my research or participation with the event’s theme made a significant impact. I made sure to highlight how the travel grant would not only benefit my professional development but also contribute to the broader academic community.

Q: What essential details should I include in my travel grant request letter? 

Answer : When I wrote my request letter, I focused on clearly stating the purpose of my travel, the relevance of the event to my work, and a detailed budget breakdown. This transparency and specificity seemed to resonate well with the grant committee, showcasing my organizational skills and genuine need for support.

Q: How can I demonstrate the importance of attending the event in my travel grant request letter?

Answer : In my letter, I emphasized the unique opportunities the event offered for networking, learning, and presenting my work, which were not available locally. By illustrating how these experiences were crucial for my career advancement, I made a strong case for the grant’s significance.

Q: What tone should I use when writing a request letter for a travel grant?

Answer : I found that a professional yet personable tone worked best. I expressed my enthusiasm and commitment while maintaining a respectful and formal approach, which I believe helped establish a connection with the reviewers.

Q: Can I mention other sources of funding in my travel grant request letter?

Answer : Absolutely, in my letter, I mentioned other funding sources I had secured or applied for, demonstrating my proactive efforts in funding my travel. This showed the committee that I was resourceful and committed to attending the event, potentially increasing my chances of receiving the grant.

Q: How do I follow up after submitting my travel grant request letter?

Answer : I made sure to send a polite follow-up email two weeks after submission, reiterating my interest and offering additional information if needed. This kept my application on their radar and demonstrated my eagerness and professionalism

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Written Samples

15 sample cover letters for grant proposal.

Are you struggling to craft a compelling cover letter for your grant proposal?

Look no further!

Sample Cover Letters for Grant Proposal

In this article, we have compiled fifteen sample cover letters showcasing the best practices and strategies to make your grant application stand out.

Whether you are a seasoned professional or a first-time grant seeker, these examples will provide you with valuable insights and inspiration to create a winning cover letter.

Sample Cover Letter One

Subject: Grant Proposal for the Community Youth Empowerment Program

Dear Grant Review Committee,

On behalf of the Community Youth Center, I am submitting a grant proposal for our Youth Empowerment Program. Our organization has been dedicated to providing essential services and support to underprivileged youth in our community for over a decade. The Youth Empowerment Program aims to equip young individuals with the skills, knowledge, and resources they need to succeed personally and professionally.

The proposed program will include mentorship, educational workshops, and leadership development activities. By investing in our youth, we believe we can positively impact their lives and the community as a whole. Your support will be crucial in helping us achieve our goals and make a lasting difference.

Thank you for considering our grant proposal. We look forward to the opportunity to discuss our program in further detail and answer any questions you may have.

[Your Name]

Executive Director,

Community Youth Center

Sample Cover Letter Two

Subject: Grant Proposal for the Sustainable Agriculture Initiative

Dear Grant Selection Committee,

I am writing to submit a grant proposal on behalf of Green Farms, a non-profit organization committed to promoting sustainable agriculture practices. Our mission is to educate farmers and the public about the benefits of eco-friendly farming techniques and to support the adoption of these practices in our region.

The Sustainable Agriculture Initiative aims to provide training, resources, and technical assistance to farmers who wish to transition to sustainable farming methods. By doing so, we can reduce the environmental impact of agriculture, improve soil health, and ensure the long-term viability of our food systems.

We believe that our initiative aligns with your organization’s goals of promoting environmental sustainability and supporting local communities. Your grant would be instrumental in helping us expand our reach and impact.

Please find attached our detailed grant proposal, which outlines our objectives, strategies, and budget. We would be grateful for the opportunity to further discuss our initiative with you.

Founder and Director,

Green Farms

Sample Cover Letter Three

Subject: Grant Proposal for the Senior Care Outreach Program

Dear Grant Committee,

I am pleased to submit a grant proposal on behalf of Silver Linings, a non-profit organization dedicated to improving the lives of seniors in our community. Our organization has been providing essential services and support to older adults for over fifteen years, and we have witnessed firsthand the challenges they face in accessing quality care and resources.

The Senior Care Outreach Program aims to bridge the gap between seniors and the services they need by providing personalized assistance, transportation, and social support. By ensuring that seniors have access to the care and resources they require, we can improve their quality of life and help them maintain their independence.

We believe that our program aligns with your organization’s mission of supporting vulnerable populations and promoting community well-being. Your grant would be crucial in helping us expand our services and reach more seniors in need.

Please find attached our comprehensive grant proposal, which outlines our objectives, strategies, and expected outcomes. We would welcome the opportunity to discuss our program with you in greater detail.

Silver Linings

Sample Cover Letter Four

Subject: Grant Proposal for the Arts Education Initiative

Dear Grant Review Panel,

On behalf of the Creative Minds Foundation, I am submitting a grant proposal for our Arts Education Initiative. Our organization has been committed to promoting arts education and fostering creativity in our community for over a decade. We believe that exposure to the arts is essential for the holistic development of children and youth.

The Arts Education Initiative aims to provide high-quality arts programs and resources to underserved schools and communities. By partnering with local artists and educators, we can offer a wide range of arts experiences, including music, dance, theater, and visual arts.

We believe that our initiative aligns with your organization’s goals of supporting arts education and promoting cultural enrichment. Your grant would be instrumental in helping us expand our reach and impact more students and communities.

Creative Minds Foundation

Sample Cover Letter Five

Subject: Grant Proposal for the Women’s Entrepreneurship Program

I am writing to submit a grant proposal on behalf of Empower Her, a non-profit organization dedicated to supporting and empowering women entrepreneurs. Our mission is to provide women with the resources, training, and mentorship they need to start and grow successful businesses.

The Women’s Entrepreneurship Program aims to offer a comprehensive suite of services, including business planning workshops, financial literacy training, and access to funding opportunities. By investing in women entrepreneurs, we believe we can create a ripple effect of positive change in our communities and beyond.

We believe that our program aligns with your organization’s goals of promoting gender equality and supporting economic empowerment. Your grant would be crucial in helping us expand our services and reach more women entrepreneurs.

Please find attached our detailed grant proposal, which outlines our objectives, strategies, and expected outcomes. We would welcome the opportunity to discuss our program with you in greater detail.

Empower Her

Sample Cover Letter Six

Subject: Grant Proposal for the Mental Health Support Initiative

On behalf of Mindful Matters, a non-profit organization dedicated to promoting mental health awareness and support, I am pleased to submit a grant proposal for our Mental Health Support Initiative. Our organization has been providing essential mental health services and resources to our community for over a decade.

The Mental Health Support Initiative aims to expand our existing programs and services to reach more individuals in need. By offering free counseling sessions, support groups, and educational workshops, we can help break down the stigma surrounding mental health and ensure that everyone has access to the support they need.

We believe that our initiative aligns with your organization’s mission of promoting community well-being and supporting vulnerable populations. Your grant would be instrumental in helping us expand our reach and impact more lives.

Please find attached our comprehensive grant proposal, which outlines our objectives, strategies, and expected outcomes. We would welcome the opportunity to discuss our initiative with you in greater detail.

Mindful Matters

Sample Cover Letter Seven

Subject: Grant Proposal for the Environmental Education Program

I am writing to submit a grant proposal on behalf of Green Futures, a non-profit organization committed to promoting environmental education and sustainability. Our mission is to educate and empower the next generation of environmental stewards.

The Environmental Education Program aims to provide engaging and interactive learning experiences for students in grades K-12. By partnering with schools and community organizations, we can offer hands-on workshops, field trips, and service-learning opportunities that help students develop a deeper understanding and appreciation for the natural world.

We believe that our program aligns with your organization’s goals of promoting environmental awareness and stewardship. Your grant would be crucial in helping us expand our reach and impact more students and communities.

Please find attached our detailed grant proposal, which outlines our objectives, strategies, and budget. We would be grateful for the opportunity to further discuss our program with you.

Green Futures

Sample Cover Letter Eight

Subject: Grant Proposal for the Community Health Outreach Initiative

On behalf of Healthy Horizons, a non-profit organization dedicated to promoting community health and wellness, I am pleased to submit a grant proposal for our Community Health Outreach Initiative. Our organization has been providing essential health services and resources to underserved communities for over fifteen years.

The Community Health Outreach Initiative aims to expand our existing programs and services to reach more individuals and families in need. By offering free health screenings, vaccinations, and educational workshops, we can help improve health outcomes and reduce health disparities in our community.

We believe that our initiative aligns with your organization’s mission of promoting health equity and supporting vulnerable populations. Your grant would be instrumental in helping us expand our reach and impact more lives.

Healthy Horizons

Sample Cover Letter Nine

Subject: Grant Proposal for the Youth Leadership Development Program

I am writing to submit a grant proposal on behalf of Future Leaders, a non-profit organization committed to empowering and developing young leaders. Our mission is to provide youth with the skills, knowledge, and opportunities they need to become effective leaders in their communities and beyond.

The Youth Leadership Development Program aims to offer a comprehensive suite of services, including leadership workshops, mentorship, and community service projects. By investing in our youth, we believe we can create a pipeline of future leaders who are equipped to tackle the challenges of tomorrow.

We believe that our program aligns with your organization’s goals of promoting youth development and civic engagement. Your grant would be crucial in helping us expand our services and reach more young people.

Future Leaders

Sample Cover Letter Ten

Subject: Grant Proposal for the Homeless Outreach and Support Program

On behalf of Hope House, a non-profit organization dedicated to serving the homeless population in our community, I am pleased to submit a grant proposal for our Homeless Outreach and Support Program. Our organization has been providing essential services and support to individuals experiencing homelessness for over a decade.

The Homeless Outreach and Support Program aims to expand our existing services to provide more comprehensive support to those in need. By offering shelter, food, medical care, and case management services, we can help individuals experiencing homelessness regain stability and independence.

We believe that our program aligns with your organization’s mission of supporting vulnerable populations and promoting social justice. Your grant would be instrumental in helping us expand our reach and impact more lives.

Sample Cover Letter Eleven

Subject: Grant Proposal for the Refugee Resettlement Support Program

I am writing to submit a grant proposal on behalf of New Beginnings, a non-profit organization committed to supporting refugees and asylum seekers in their resettlement process. Our mission is to provide refugees with the resources, support, and guidance they need to rebuild their lives in a new country.

The Refugee Resettlement Support Program aims to offer a comprehensive suite of services, including language classes, job training, and cultural orientation. By investing in the success of refugees, we believe we can create a more inclusive and welcoming community for all.

We believe that our program aligns with your organization’s goals of promoting social inclusion and supporting marginalized communities. Your grant would be crucial in helping us expand our services and reach more refugees in need.

New Beginnings

Sample Cover Letter Twelve

Subject: Grant Proposal for the Disaster Relief and Recovery Program

On behalf of Helping Hands, a non-profit organization dedicated to providing disaster relief and recovery assistance, I am pleased to submit a grant proposal for our Disaster Relief and Recovery Program. Our organization has been responding to natural disasters and supporting affected communities for over fifteen years.

The Disaster Relief and Recovery Program aims to expand our existing services to provide more comprehensive support to communities in the aftermath of a disaster. By offering emergency shelter, food, medical care, and long-term recovery assistance, we can help communities rebuild and recover more quickly and effectively.

We believe that our program aligns with your organization’s mission of supporting communities in crisis and promoting resilience. Your grant would be instrumental in helping us expand our reach and impact more lives.

Helping Hands

Sample Cover Letter Thirteen

Subject: Grant Proposal for the Early Childhood Education Initiative

I am writing to submit a grant proposal on behalf of Bright Futures, a non-profit organization committed to promoting early childhood education and development. Our mission is to provide high-quality early learning experiences to children from underserved communities.

The Early Childhood Education Initiative aims to expand our existing programs and services to reach more children and families in need. By offering free or low-cost preschool, parenting workshops, and family support services, we can help ensure that all children have the opportunity to reach their full potential.

We believe that our initiative aligns with your organization’s goals of promoting educational equity and supporting early childhood development. Your grant would be crucial in helping us expand our reach and impact more young lives.

Bright Futures

Sample Cover Letter Fourteen

Subject: Grant Proposal for the Veterans Support Services Program

On behalf of Heroes Haven, a non-profit organization dedicated to serving the veteran community, I am pleased to submit a grant proposal for our Veterans Support Services Program. Our organization has been providing essential services and support to veterans and their families for over a decade.

The Veterans Support Services Program aims to expand our existing programs and services to provide more comprehensive support to veterans in need. By offering mental health counseling, job training, and housing assistance, we can help veterans successfully transition back to civilian life and thrive in their communities.

We believe that our program aligns with your organization’s mission of supporting veterans and promoting their well-being. Your grant would be instrumental in helping us expand our reach and impact more lives.

Heroes Haven

Sample Cover Letter Fifteen

Subject: Grant Proposal for the Rural Development Initiative

I am writing to submit a grant proposal on behalf of Thriving Communities, a non-profit organization committed to promoting sustainable development in rural areas. Our mission is to empower rural communities to build resilient and prosperous futures.

The Rural Development Initiative aims to offer a comprehensive suite of services, including economic development support, agricultural training, and community capacity building. By investing in the potential of rural communities, we believe we can create a more equitable and sustainable future for all.

We believe that our initiative aligns with your organization’s goals of promoting social and economic justice in underserved areas. Your grant would be crucial in helping us expand our services and reach more rural communities in need.

Thriving Communities

These fifteen sample cover letters demonstrate the diverse range of non-profit organizations and initiatives that seek grant funding to make a positive impact in their communities.

By tailoring your cover letter to the specific grant opportunity and highlighting the alignment between your program and the funder’s goals, you can increase your chances of securing the support you need to bring your vision to life.

Remember, a compelling cover letter is just the first step in the grant-seeking process, but it can make all the difference in capturing the attention and interest of potential funders.

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Writing a Winning Travel Grant Application

As PhD students and early career researchers, many of us don’t have the means to attend many conferences. Sometimes, the only affordable way to travel to a conference or another laboratory is to gain funding through a travel grant. I’ve been lucky enough to receive five travel grants during my PhD, and they have been so beneficial. In this post, I am going to go through some of my tips and tricks to give yourself the best chance of winning a travel grant.

Why get travel funding?

There are many benefits to attending conferences. These include the opportunity to present your work, network with peers, initiate conversations around postdoctoral opportunities, and develop collaborations. Presenting, whether it’s a poster presentation or an oral presentation , it’s so useful to develop confidence and to get feedback on your work from experts in the field.

As you’re probably aware, attending conferences is not cheap once you factor in conference registration, flights, and accommodation. Especially for an Australian like myself, most international conferences are a 15 hour flight away – this is not cheap! Travel funding is your entry to these conferences. As an added bonus, when the conference is not in session, you have the opportunity to explore a new city or country, try new food, and see the sights.

Identify grants to apply for (and get in early!)

First, you need to identify the conference(s) you want to attend. You can ask your supervisors and other students in your lab for ideas. Once you know this, start thinking about travel funding soon after. Often travel grants will only have one round a year or will close well in advance.

I have a general list I keep updated of grants to apply for. These can be really wide-ranging. My university offers a range of travel grants for PhD students, so I make sure I know when the deadlines are so I can start working on them early. Other places you can look for include:

• The actual conference (sometimes conferences have young investigator grants)
• Charities or research funds related to your research
• Alternative sources (e.g. businesses) – for example, Hello Bio offers a monthly $500 travel grant

Making your case

The requirements for each travel grant are different. Make sure you understand them, and reach out to the organisers to clear up any problems or ask any questions. Plan out what you need: for example, do you need a letter of recommendation from a supervisor or other contact? Ask for these as early as possible, and give reminders.

One of the other major factors in a travel grant application is your conference abstract submission. Having an accepted abstract is going to put you ahead of the pack. However, it isn’t a total barrier if you don’t have one. Last year, I wanted to apply for a prestigious travel grant, but it only had one funding round per year, which did not line up with abstract submissions for my chosen conference. However, I was able to provide the abstract I planned to submit, and was able to demonstrate my success in having previous abstracts accepted as evidence.

When writing travel grant applications, I like to think about how I can make my application most attractive to the committee. Is there something else you can do, along with the conference, to really maximise your learning and development opportunities? Some of the things I have added-on to a conference include:

• Attending a short training course at a nearby university after the conference
• Going to two conferences in the same week
• Visiting another lab

I have had success by finding researchers from my area in the city I am going to, and then emailing them to see if I can visit them for a day. It’s been great to see other lab set-ups, meet other students and receive feedback on my work.

And finally, think about why you want to attend your event, and what you hope to get out of it. Make sure you demonstrate this in your application:

• Are there specific people you want to meet?
• Do you want to collaborate with different groups?
• Do you want to talk to people about postdoctoral positions?

Having a clear idea of your objectives can help to convince funders that you should receive a grant.

Budget well

Many travel grants will ask you to develop and show a detailed budget for your trip. My tip is to provide evidence of costs in the form of quote or screenshots. You can ask your university institute’s travel provider for flights and accommodation quotes, and be sure to include the cost of conference registration in your budget. Think about what else you might need, such as land transport, visas, incidental expenses, and make a well-researched estimate of their costs.

Travelling is incredibly valuable during your PhD. Applying for travel grants can allow you to travel more easily and regularly, and is also really good practice for applying for research grants and fellowships as you come to the end of your PhD and move into postdoctoral positions.

_______________

Kate Secombe is a PhD candidate in the Cancer Treatment Toxicities Group at the University of Adelaide, Australia. Her research focuses on reducing gastrointestinal side-effects of cancer treatments, with a particular focus on the role of the gut microbiome.

Outside of her research, Kate teaches Human Biology and Physiology to a broad range of both on-campus and online undergraduate students. She also regularly blogs at pooisnottaboo.com .

You can follow Kate on Twitter at @kate_secombe or find out more at https://researchers.adelaide.edu.au/profile/kate.s...

Apply for our monthly $500 travel grant

Every month we award a travel grant of $500 to a PhD or postdoc to help them attend a scientific conference. There are no complicated rules or terms and conditions – you just need to be a postgraduate or postdoctoral researcher attending a relevant conference, and be able to tell us why you think you deserve it.

Find out more and apply now!

If you enjoyed reading this article, why not check out the other resources available on our blog. In particular, we're passionate about supporting early career life scientists and PhD students - with affordable reagents and biochemicals, travel grants, and resources to help with both personal and professional development. We know how tough it is - so we hope you find these helpful! ______________

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Success Rates Across Different Grant Funders 📊 Which should you pursue? Access report .

How to Write a Cover Letter for Your Grant Proposal

Customer Success Manager at Instrumentl

Reviewed by:

November 20, 2023

Table of Contents

If you’re applying for a grant, the funder will often ask you to submit a cover letter with your grant proposal.

I know, this can be frustrating. You’re already dedicating time to writing a successful grant proposal . Why do you also have to write a cover letter? 

Although it may seem like extra work, it’s actually a critical step to get right. If you don’t nail it, the funder may pass over your application entirely.

To avoid this, we’re going deep into how to write effective cover letters for grants. In this article, we’ll unpack:

• What cover letters for grant proposals are
• Why it is an important piece of your grant application
• And the six parts of a successful cover letter
• Templates to get you started
• Pitfalls to avoid

Let’s dive in!

What are Cover Letters for Grant Proposals?

A cover letter for a grant proposal is a document that goes along with your completed proposal. It is your opportunity to demonstrate that you understand the priorities and interests of the funder and how your work aligns with their goals.

An effective cover letter will communicate why your organization and your program deserve to be funded . It should pique the funder’s interest, getting them to read your full proposal. 

Pro Tip : Cover letters are typically only requested by foundations and corporations . In the case of government grants , they don’t ask for cover letters because they have very specific proposal layouts and requirements.

Only submit a cover letter if the funder requests one. Many funders now utilize online application systems which do not require a cover letter, so make sure you understand the requirements of the specific funder.

Overall, the cover letter provides a taste of your organization and request. It should entice the funder and demonstrate why you are a good fit.

Insights Straight To Your Inbox

Why are cover letters important for nonprofits.

If you see the cover letter as just a nother checkbox you need to complete before submittign your application, think again. Here are 4 reasons why you need to think hard about writing a grant proposal cover letter that captures the attention of funders.

First Impressions Matter: Setting the Tone for Your Proposal

The cover letter is the first point of contact that your nonprofit has with a potential funder, and you want to make a good impression ! 

A professional, concise, well-written cover letter sets the tone with the funder for the rest of your proposal. It’s also a chance for you to capture the reader’s attention and get them excited about your proposal.

Building a Connection With Potential Funders

Your cover letter is your opportunity to get the funder engaged .

The cover letter gives you a chance to share your “elevator pitch” with the funder. If a funder walks away from your cover letter feeling excited about your project, you’re leagues ahead of the competition that submitted a dry, cookie cutter cover letter.

Highlighting Key Points From Your Grant Proposal

A grant proposal’s cover letter isn’t all that different from a potential job’s cover letter.

Highlight the key points that will help you stand out above other applicants . Don’t be afraid to brag a little bit! Tell the funder why your proposal or project is unique and impactful. 

But remember—a cover letter is not an executive summary .

Demonstrating Organizational Maturity and Professionalism

Your cover letter is an opportunity to demonstrate your organization’s maturity and professionalism . Make it known that you receive and manage a large grant portfolio of grants every year, and that you have experience in maintaining grant compliance .

In doing so, you are showing the funder that they can trust you with their award.

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6 Parts of a Successful Grant Proposal Cover Letter

Below are general formatting tips for your grant’s cover letter:

• Your cover letter should be written on company letterhead.
• The date on the cover letter should match the date of your proposal or application.
• The letter should be contained to one page, consisting of 3-4 paragraphs.
• Find the appropriate contact person at the funding organization so you can address your letter to a specific person.
• The address of the funder should be placed at the top of the letter. Format the address as: contact name, title, funder name, address.
• Use a formal introduction in the salutation, such as “Dear Mr/Mrs.”
• The letter should be signed by an appropriate official from your organization, such as the Executive Director.
• Include the word “ENCLOSURE” or “ATTACHMENT” at the bottom to indicate that the letter is part of a larger packet.

In addition to these basic formatting tips, there are 6 basic parts that you should be sure to include in your grant proposal cover letters.

Introduction: Who You Are

Be sure to introduce your organization at the beginning of your cover letter. 

This provides readers with a background understanding of your nonprofit and its purpose. You want to include things such as the name of your organization, your mission and values , and how long you have been in existence.  

About Your Organization: What You Do

In this section, you want to concisely explain what your organization does—include relevant programs and projects. 

This will show that your organization’s work aligns with their mission and giving priorities.

Need Statement: The Problem You're Addressing

Clearly state the problem that your program or project intends to address. 

This demonstrates to the reader that you are filling a gap that exists in your community. You should include data to support your statements when possible so that the funder knows the need is real.

Project Overview: Your Plan

While space is limited in a cover letter, it is important to share outline a well-thought-out project plan. Showing funders how you plan to utilize their funds will help your proposal stand out.

Funding Request: What You Need

The whole purpose of submitting a grant proposal is to secure funds for a program or project. 

Don’t dance around it. Call out exactly how much money you need for your initiative so that the funder knows up front whether or not your request is in alignment with their giving priorities. 

Pro tip: Often, nonprofits don’t ask for enough funding. To not leave anything on the table, Instrumentl users can quickly uncover how much to ask for in a grant by using our insights on funders.

Closing: Why They Should Support You

You want to end your cover letter by telling the funder why they should support you. Whether it is because your missions are aligned, your project is super unique (ideally, both!), you want to clearly state these reasons in your cover letter. 

Consider closing the letter with an invitation for a site visit or program observation, if appropriate. Be sure to include the contact information for whoever can answer application questions. And end with a confident statement such as “I look forward to speaking with you more about this program.”

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3 Sample Cover Letters for Grant Proposals

In this section, we have written original sample grant proposal cover letters. Following each example, we break down the good and bad parts of each letter.

1. Following Up After Meeting With The Funder

Grant proposal cover letter example one breakdown.

Here’s why we like this cover letter:

• Referencing those prior conversations will remind the funder that you’ve already done some leg work in terms of outreach and research into the foundation.
• This letter includes erveral of the key parts of a successful cover letter, such as the introduction, information about the organization, funding request, project information, and a confident closing. 

The letter is also signed by the executive director and provides her contact information. However, there could be a bit more emotion incorporated into this letter to help the funder form a connection with the organization and the project .

2. Breaking The Ice With A New Funder

Grant proposal cover letter example two breakdown.

Our second grant proposal cover letter example also covers many of the key components: organizational info, funding request, project information, and a closing. 

We really like how the closing in this letter includes an invitation for the funder to tour the facility and see the work in action—this is such a good idea!

This letter is lacking a statement of need , however. Although it clearly shows alignment between the nonprofit’s work and the funder’s mission, there’s no information about why there is a need in this community for support for people suffering from PTSD . Again, some data points would go a long way here in making this a more compelling case for support.

Also note that this letter does not reference any prior conversations with the funder. This is a good template to use if you are applying to a funder for the first time.

3. Renewing Funding From A Previous Funder

Grant proposal cover letter example three breakdown.

Our final example demonstrates how you would write to a funder that has previously funded your organization.

The nonprofit explains how a prior grant from this foundation helped their program; we LOVE that they included data about how many youth were served from the prior grant. This helps the funder really understand the impact of their donation, which will give them confidence in choosing to fund this organization again. 

This letter also does a great job of showing the nonprofit’s alignment with the funder’s mission and work . Again, this instills confidence in the funder that they’re making a good investment with their money.

Mistakes to Avoid When Writing a Grant Proposal Cover Letter

So, we’ve reviewed what a grant proposal cover letter is, why it is important, and what the key parts are that should be included in the letter. 

You’re probably feeling like you’re almost ready to start writing your own cover letters—but hold on. Before you dive in, let’s review some common pitfalls in cover letter writing and how you can avoid making these mistakes.  

Overloading the Cover Letter with Jargon

One of the biggest mistakes you can make when you’re writing a grant proposal cover letter is filling it with industry-specific jargon .  

Don’t try to impress the funder with all the fancy terminology of your industry. Not all funders will understand this lingo, and it could end up confusing them instead of helping to make the case for your project.  

Ignoring Specific Funder Guidelines and Requests

This is a critical mistake that many grant applicants make. Don’t ignore the funder’s guidelines !

Every funder will have different requests—whether they want you to hand-deliver 10 copies of your single-sided application or request a signature from your Board Chair, it’s imperative that you follow these guidelines.  

This relates to the cover letter as well! If a funder specifically says to not include a cover letter, listen to them!

Being Vague or Generic in Your Statements

Another common pitfall that nonprofits fall into is being overly generic and vague in their cover letters . 

To demonstrate why your nonprofit is a good fit for the funding opportunity, share specifics about your organization, background, mission, and goals.  

Another piece of advice—don’t use the generic “To whom it may concern” or “Dear Human Resources” salutation. Find a specific contact to direct your proposal to so that you can personalize the letter.

Instrumentl is a great resource for finding funder details, providing clear insights into who some of the key people within a foundation are.

Overlooking the Importance of Follow-Up Information

All of the examples that we showed you included details on who the funder should contact if they have any questions . This is so important! 

You don’t want a potential funder to be stuck Google-searching information on your nonprofit if they need to contact you. That’s a sure fire way to get your application declined.

Wrapping Things Up: Cover Letters for Grant Proposals

To conclude, make sure you understand funder requirements, obtain information for a direct contact at the funder, and write the cover letter after you complete the grant proposal application. 

If you follow these steps, you will be well on your way to writing a good grant application letter.

For more tips on enhancing your grant proposals, check out these 21 grant writing examples for nonprofits !

Amelie Heurteux

Amelie Heurteux, a Customer Success Manager at Instrumentl, works day in and day out training nonprofits and grant writers how to efficiently prospect new funders and streamline their grant tracking and management processes.

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• travel grant

How do I Get A Travel Grant for International Conference

International conferences are an excellent way for academicians, scholars, and researchers to meet, learn, and exchange revolutionary ideas on their topic of interest. It is also an opportunity for the attendees to form new relationships and strengthen their existing ones. However, traveling to an international conference requires some funds. 

How to Get Funds for International Conference

For a fully funded conference, you need a travel grant. But the question is, how do you obtain it? 

Here, we will discuss that in detail, but before that, let’s know what a travel grant is.

What is a travel grant for an international conference?

A travel grant for an international conference is financial support provided to individuals who wish to attend conferences outside their home country. These grants cover the costs associated with travel, accommodation, registration fees, and other related expenses.

Organizations, institutions, foundations, government agencies, or conference organizers typically offer travel grants. It aims to support individuals who demonstrate academic or professional excellence and are intensely interested in participating in international conferences relevant to their field of study or work.

The primary purpose of a travel grant is to facilitate knowledge sharing, networking, and collaboration among researchers, scholars, professionals, and students from different parts of the world. By providing financial assistance, these grants enable individuals with insufficient personal funds to attend conferences and benefit from valuable learning, presenting research findings, and connecting with peers and experts in their field.

How to obtain a travel grant?

Receiving a travel grant for an international conference typically involves a competitive application process. Here are some steps to securing a travel grant.

Research available grants

Research various organizations, institutions, foundations, and government agencies offering international conference travel grants. Look for grants tailored to your field of study or the conference you plan to attend. Websites, scholarship databases, and professional associations are good places to find relevant opportunities.

Review eligibility criteria

Carefully review the eligibility criteria for each travel grant you’re interested in, as every provider has different requirements. Some providers give travel grant for international students, while others may have specific geographical or academic needs. Grants may be awarded based on a competitive application process, considering factors such as the applicant’s qualifications, research contributions, the potential impact of conference participation, and the alignment of the conference with the applicant’s field of study or professional goals. So, ensure you meet the requirements before proceeding with the application.

Prepare a compelling application

Take the time to create a robust application that demonstrates your qualifications, research, and motivation for attending the conference. Some standard components of a travel grant application may include a personal statement, curriculum vitae (CV), research abstract, budget proposal, and letters of recommendation. Tailor your application to the specific grant and emphasize how attending the conference will benefit your academic or professional development.

Seek support from your institution.

Consult with your academic advisor, department, or institution’s funding office. They may have information about available travel grants or be able to guide the application process. They can also offer feedback on your application materials and help strengthen your candidacy.

Plan your budget

Create a detailed budget outlining the estimated expenses for attending the conference, including travel, accommodation, conference registration fees, meals, and any additional costs. Demonstrating a well-thought-out budget will show the grant provider that you have carefully considered your financial needs.

Submit your application on time.

Pay close attention to application deadlines and submit your materials well in advance. Only on-time applications are typically accepted. Please double-check that you have included all the required documents and that they meet the formatting and submission guidelines provided by the grant provider.

After submitting your application, consider emailing the grant provider to confirm that they received your materials. Please inquire about the timeline for decision notifications, as it shows your continued interest and professionalism.

Remember, competition for travel grants can be intense, so applying for various grants and exploring alternative funding sources is vital. Persistence and thorough preparation will increase your chances of receiving a travel grant to attend an international conference.

How to Write an Email for a Travel Grant?

To obtain a travel grant for international conference for Indian students, you must send an application to the organizations offering the grant and mention your justification for it. Some organizations provide a list of rules for writing the application letter. Make sure to follow them.

Alternatively, you can use the format below for writing the application letter.

• Start your application with the date and address.
• Mention the details of the conference you are attending.
• Write all the details of your previous work.
• Mention why you do not have the funds to attend the conference.
• Mention you are thankful for the organization’s offerings and would like to apply for the travel grant.
• Provide the details of everything you would do at the conference to boost your career.
• End the application with the request for consideration for your application.
• When writing a letter for a travel grant for an international conference, follow the basic rules of writing an application.
• Use short sentences and acronyms.
• Do not use difficult words.
• Be specific about your objective.
• Write as per the priorities of the grant providers.
• Include all documents, information, and additional information.
• Send your application on time.

How to Write a Cover Letter for Travel Grant?

You also need to submit a cover letter for the travel grant. Here are the steps to follow to write the same.

Use a standard header – include the contact details, the date you sent the letter, and the recipient’s contact details.

Self-introduction – write the title, purpose, values, and establishment of your organization.

Conference purpose – mention the purpose of attending the conference.

Reasons for funding – explain the reason why you require financing. Also, mention the amount needed and how you plan to use it.

Impact of funding – highlight the positives of attending the conference and how it is helpful for society.

Conclusion – add a formal closing statement to conclude the cover letter.

Final Thoughts

Receiving a travel grant for an international conference can be a prestigious opportunity that supports an individual financially and enhances their academic or professional development. It enables participants to broaden their perspectives, share knowledge, gain exposure to cutting-edge research, establish collaborations, and build a global network within their field of interest.

If you need to find upcoming conferences in your research field or require assistance applying for a travel grant, Conference Next can help. Connect with us today.

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Dadang Oray

Website for E-commerce Business

A website for eCommerce business is a digital platform that allows businesses to sell products or services online, reaching a global audience and offering 24/7 accessibility. These websites are designed with features such as product catalogs, secure payment gateways, and inventory management, providing a seamless shopping experience for customers. Additionally, they offer tools for marketing, customer engagement, and business scalability.

Conducting an eCommerce evaluation helps businesses assess the effectiveness of their website, focusing on user experience, conversion rates, SEO performance, and overall functionality. A well-optimized website for eCommerce business is essential for maximizing sales, building credibility, and fostering customer loyalty in today’s digital marketplace.

List of Popular Websites for E-commerce Business

E-commerce has revolutionized the way businesses operate, providing entrepreneurs with the ability to sell products and services globally. A strong online presence is essential for success, and choosing the right platform to host an e-commerce business is crucial.

Here is a list of some of the most popular e-commerce platforms that cater to different business needs, offering various features and functionalities to help businesses thrive online.

Shopify is one of the most widely used e-commerce platforms globally, known for its ease of use and versatility. It is ideal for businesses of all sizes, from small startups to large enterprises. Shopify provides a user-friendly interface, a variety of customizable templates, and an extensive app marketplace to enhance your store’s functionality. Key features include integrated payment processing, inventory management, SEO optimization, and multichannel selling through platforms like Facebook, Instagram, and Amazon.

• Best for: Small to medium-sized businesses, beginners
• Key features: Easy setup, built-in SEO, wide range of apps
• Pricing: Starts at $39 per month

2. WooCommerce

WooCommerce is a free WordPress plugin that turns any WordPress website into an e-commerce store. It is one of the most popular platforms due to its flexibility and customization options. Since WooCommerce operates within WordPress, users have access to a vast library of themes and plugins, allowing businesses to build a fully customized online store. WooCommerce is highly scalable and works well for businesses that want to manage their store content, blog, and products all in one place.

• Best for: Businesses with a WordPress website, those seeking high customization
• Key features: Free to use, highly customizable, open-source
• Pricing: Free (with optional paid extensions)

3. BigCommerce

BigCommerce is a robust e-commerce platform designed to cater to businesses looking for scalability. It offers a range of features like mobile optimization, secure payment gateways, and tools for handling larger product catalogs. BigCommerce’s strong built-in SEO features help businesses rank higher on search engines, making it a great choice for brands looking to grow rapidly. It also supports selling on multiple channels, such as Amazon, eBay, and social media.

• Best for: Large-scale businesses or fast-growing startups
• Key features: Advanced SEO tools, scalability, multichannel selling

4. Magento (Adobe Commerce)

Magento , now part of Adobe Commerce, is a powerful and flexible open-source e-commerce platform that is popular among large enterprises. It offers extensive customization options, allowing businesses to create unique and tailored shopping experiences. While Magento offers a free community version, the enterprise-level version is designed for companies with high traffic and complex needs. Its strong features include advanced analytics, high scalability, and the ability to handle large volumes of products and transactions.

• Best for: Large enterprises with technical expertise
• Key features: Highly customizable, scalable, powerful analytics
• Pricing: Free (community version) or enterprise pricing (based on needs)

5. Wix eCommerce

Wix eCommerce is an affordable and easy-to-use platform ideal for small businesses or beginners. Wix provides drag-and-drop website building tools, making it accessible even for those without technical knowledge. Its templates are visually appealing, and it includes basic e-commerce functionalities like payment processing, product galleries, and mobile optimization. Wix is great for businesses looking to create a simple and attractive store quickly.

• Best for: Small businesses, freelancers, or those seeking simplicity
• Key features: Drag-and-drop website builder, visually appealing templates, ease of use
• Pricing: Starts at $27 per month

6. Squarespace

Squarespace is known for its beautifully designed templates and is often used by creative professionals and businesses that value aesthetics. In addition to its strong visual appeal, Squarespace offers e-commerce functionality, allowing businesses to create an online store, sell products, manage inventory, and track orders. It’s a great platform for small to medium-sized businesses, especially those in design-centric industries.

• Best for: Creative professionals, small businesses
• Key features: Stunning design templates, all-in-one platform, built-in SEO
• Pricing: Starts at $33 per month for e-commerce plans

Etsy is a marketplace tailored to artisans, crafters, and sellers of handmade or vintage products. Unlike the other platforms, Etsy is not a website builder but an online marketplace that allows small businesses and individuals to sell their products on a global scale. It provides a simple way to reach a large audience, and its built-in search functionality helps sellers connect with potential customers quickly.

• Best for: Artisans, crafters, sellers of handmade or vintage items
• Key features: Built-in marketplace audience, low setup effort
• Pricing: Listing fees and transaction fees per sale

8. Weebly (by Square)

Weebly , now owned by Square, is a simple and affordable e-commerce platform that is ideal for small businesses, freelancers, and entrepreneurs who need a basic online store. Its drag-and-drop builder makes it easy to design a store without any coding knowledge. Weebly also integrates seamlessly with Square for payment processing, which is perfect for businesses that also operate physical stores.

• Best for: Small businesses, freelancers, entrepreneurs
• Key features: Easy-to-use drag-and-drop builder, seamless integration with Square
• Pricing: Starts at $12 per month for the basic e-commerce plan

Ecwid is a versatile e-commerce platform that allows businesses to add an online store to their existing website or social media pages. It is easy to integrate with platforms like WordPress, Wix, and social media channels, making it ideal for businesses that already have a website or a strong social media presence. Ecwid provides essential e-commerce tools like payment processing, inventory management, and multichannel selling at an affordable price.

• Best for: Businesses with existing websites or strong social media presence
• Key features: Easily integrates with existing websites, multichannel selling
• Pricing: Free for basic plan, with premium plans starting at $15 per month

10. PrestaShop

PrestaShop is an open-source e-commerce platform that offers flexibility and scalability for businesses with technical expertise. It provides a robust platform for building highly customized stores. PrestaShop is ideal for businesses that want full control over their store’s design and functionality, though it requires more technical knowledge compared to other platforms. It offers a variety of modules and themes to suit various business needs.

• Best for: Tech-savvy businesses, medium to large companies
• Key features: Open-source, highly customizable, scalability
• Pricing: Free (with paid modules and themes)

Choosing the right e-commerce platform depends on your business needs, budget, and technical expertise. Whether you’re a small business looking for simplicity and affordability or a large enterprise in need of advanced customization and scalability, there is an e-commerce platform tailored for you. Platforms like Shopify, WooCommerce, BigCommerce, and Magento offer various features that can cater to different types of businesses, ensuring a seamless and successful online selling experience.

The Importance of a Website for an E-commerce Business

In this section, we will discuss the key reasons why a website is crucial for e-commerce businesses, focusing on accessibility, credibility, customer engagement, and business growth.

1. Global Accessibility and Convenience

The most significant advantage of an e-commerce website is the ability to reach customers globally, 24/7. Unlike a physical store that operates within certain hours and serves a limited geographical area, a website is accessible to anyone with an internet connection. This increased accessibility allows businesses to expand their customer base beyond local boundaries and tap into international markets.

For customers, the convenience of shopping anytime, anywhere—whether from a smartphone, tablet, or computer—adds immense value to the shopping experience. They no longer need to visit physical stores or adhere to store hours, making shopping more efficient and enjoyable.

2. Building Credibility and Trust

In today’s market, consumers often expect businesses to have an online presence. A well-structured website is a powerful tool for building credibility. When customers visit a professional-looking website with clear product descriptions, pricing, and contact information, they are more likely to trust the business.

E-commerce websites that feature customer reviews, secure payment methods, and easy return policies further enhance this trust. In contrast, businesses without an online presence may be viewed as outdated or less reliable. Therefore, a website not only serves as a sales platform but also as a credibility booster for the brand.

3. Enhanced Customer Engagement

A website is more than just an online storefront; it is a platform for customer interaction. With features such as chatbots, customer reviews, and personalized product recommendations, businesses can engage with customers in real time and offer a personalized shopping experience.

Moreover, e-commerce websites provide valuable insights into customer behavior through data analytics, helping businesses tailor their offerings to meet customer preferences.

By creating a user-friendly interface and offering excellent customer service, businesses can foster customer loyalty and encourage repeat purchases.

4. Cost-Effective Marketing and Scalability

Traditional brick-and-mortar stores come with high operational costs, including rent, utilities, and staff wages. In contrast, an e-commerce website significantly reduces these expenses while providing an efficient and scalable platform for business growth.

Digital marketing strategies such as search engine optimization (SEO), social media advertising, and email campaigns are more cost-effective than traditional marketing methods.

A website also allows businesses to quickly update product listings, launch new items, and adjust pricing without the need for physical inventory changes.

As the business grows, the website can scale accordingly, handling higher traffic and a larger product catalog without the limitations of a physical store.

5. Increased Sales and Revenue Opportunities

An e-commerce website allows businesses to operate beyond local markets, which in turn increases sales potential. Customers can shop from different time zones, and with targeted marketing efforts, businesses can attract a wider audience. Furthermore, online stores provide opportunities for upselling and cross-selling through personalized product recommendations and promotions.

By offering a variety of payment methods and a streamlined checkout process, businesses can reduce cart abandonment rates and improve their conversion rates, ultimately boosting revenue.

6. Leveraging Data and Analytics

One of the most valuable aspects of an e-commerce website is the ability to collect and analyze customer data. Website analytics provide insights into customer demographics, shopping behavior, and purchasing trends. This data allows businesses to make informed decisions about inventory management, marketing strategies, and product development.

By understanding customer preferences, businesses can optimize their product offerings and enhance the overall shopping experience, leading to increased customer satisfaction and business growth.

In conclusion, a website is indispensable for any e-commerce business in today’s digital economy. It offers global accessibility, builds credibility, enhances customer engagement, and provides cost-effective marketing opportunities. More importantly, it allows businesses to scale, increase sales, and leverage data to make strategic decisions. As more consumers continue to embrace online shopping, e-commerce businesses must invest in creating a robust, user-friendly, and secure website to remain competitive and meet the evolving needs of their customers. The future of retail is undoubtedly digital, and having a strong online presence is key to thriving in this new era.

How to Write an Effective Grant Proposal Cover Letter

Make It Brief but Inviting

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When Do You Include a Cover Letter?

Attributes of a good cover letter, formatting your cover letter, how long should the cover letter be, sample cover letter, mistakes to avoid in your cover letter, make your cover letter stand out.

Joanne Fritz is an expert on nonprofit organizations and philanthropy. She has over 30 years of experience in nonprofits.

Although the main parts of your grant proposal will take up most of your time and energy, don't shortchange your cover letter. Attention to the subtler points of putting the proposal package together can make or break a funding request. Don't turn off your funder with a sloppy cover letter.

Mim Carlson and Tori O'Neal-McElrath, authors of Winning Grants, Step by Step ,   point out that the cover letter should:

• Introduce your organization to the correct person.
• Assure the funder that this project has the support of your board of directors .
• State what you are asking for - how much and for what.

Use a cover letter for proposals to corporations and foundations, but not for federal or state grant applications. Those funders only want what they ask for, and they rarely ask for a cover letter.  

Your cover letter should:

• Get to the point quickly
• Does not repeat the information that is in the proposal
• Tell the reader how well you understand the funder and how your grant fulfills the funder's requirements

Beverly A. Browning, the author of Grant Writing for Dummies , suggests that you write the cover letter after you've completed the entire proposal, and when you are in a reflective mood. Browning says:

"As you consider your great achievement (the finished funding request), let the creative, right side of your brain kick in and connect your feelings of accomplishment to the person who will help make your plans come true."  

• Use your organization's letterhead. Put the same date on the cover letter that is on the completed grant application. That is the date you will send the grant proposal to the grantor. Using the same date makes all the documents in your proposal package consistent.
• For the inside address (goes at the top of the letter) use the foundation or corporate contact person's name and title, followed by the funding source's name, address, city, state, and zip code. Double-check this information with a telephone call or an email. Such information changes frequently, so make sure you have the current name and address.
• In your salutation, use "Dear" plus the personal title (Mr., Ms., Mrs., Dr., Messrs., etc.), followed by the last name. It is critical that you address the letter to a particular person. Call the foundation or corporate office to make sure you have the right person and the correct personal title. These details may seem unimportant, but they do matter.
• Your first paragraph should be short and focused. Introduce your organization (its legal name, which will be your corporate name  ) and tell the funder how much money you are requesting and why. Include a sentence or two about what your organization does, and then include one research-based point that shows there is a need for what your organization does.
• Write one or two more brief paragraphs. State your project's purpose and how it fits with the funder's mission or funding priorities. Include the fact that your board of directors fully supports the project.
• End your letter with a summarizing paragraph. Add what this funding partnership can mean for your project's target audience. You might want to include an invitation for a site visit as well.
• Use a closing such as "Sincerely."
• The letter should be signed by the executive director or the board president, or both. Below the signature, type the signer's first name, middle initial, last name, and job title. Although the ED or board president should sign the letter, do include the contact information for the best person to answer questions at the end of the last paragraph.
• At the bottom of the letter, include the word, "ENCLOSURE" (in all caps).

Limit your cover letter to one page with three or four paragraphs. It should be a quick read.

The tone and specifics of your cover letter may vary depending on whether you've been invited to submit a full proposal after sending a Letter of Inquiry (LOI) , or if this project is your organization's first approach to this particular foundation.

Mary Smith, PhD

Program Officer

Community Foundation

4321 Common Lane

Some City, YZ 55555

Dear Dr. Smith:

The Some City Senior Center respectfully requests a grant of $50,000 for our Senior Latino Community Outreach Pilot Project.

As the largest senior center in Any County, serving over 450 seniors every day, we are aware of the changing demographics in our service area. And we are committed to growing and adapting our center to meet emerging needs. The Senior Latino Community Outreach Pilot Project will allow us to pilot a one-year effort to determine if our center can effectively:

Provide comprehensive access to health and social services to seniors in the Latino communities served by our center, and

 Raise and fully integrate the cultural competency of the board, staff, and volunteers of the Some City Senior Center.

Our board of directors is enthusiastic about this program and eager to launch it so we can become the most inclusive and culturally competent center for seniors in all of our communities that need these services. Should we find at the end of our pilot year that this program is, in fact, successful, our board has committed to including a portion of the project's yearly expenses into our annual operating budget so that the program becomes an integral part of our core services.

Through this project, the Center will become the primary referral given by Health Access Latinos, Families of Any County, and three community clinics within a fifteen-mile radius of our center. We will also accept referrals of Spanish-speaking seniors from any other community agency in our immediate service area.

Thank you for your consideration of our request. I will follow up with you in the next week to answer any questions you might have, as well as to learn whether we might meet with you to discuss the merits of our proposal. Meanwhile, should you have any questions, please feel free to contact Connie Jones, our Director of Development, at (555) 555-5555, x555, or cjones@scsc.org.

Jane Lovely

Executive Director

*Letter reprinted (with modifications) with permission from Winning Grants, Step by Step, Second Edition, Tori O'Neal-McElrath, Jossey-Bass, 2008.  

• Writing too much.  A cover letter is not a dissertation, nor is it a full proposal. Keep it short and to the point Tip: Have someone else read it. Do they understand it? 
• Using big words . If you've been to graduate school, you learned to write in a complicated way. Don't do that here. You're not trying to impress someone with your erudition. You only want to state your case as naturally as possible. If you don't know when you're overcomplicating your writing, use an app such as Hemingway . It will tell you when your sentences are hard to read and when you are too wordy.
• Making Grammatical Mistakes . If you're not sure of your grammar, don't take chances. Use the grammar check in WORD, and, also run your draft through an app such as Grammarly . There is a free version, but the paid version goes well beyond the necessary grammar check.

Sad to say, but your grant proposal may be among hundreds or thousands that a typical foundation will see during an average year. Your cover letter can make the difference in getting to the next step towards funding. But how can you make it stand out?

Don't try anything "cute," as foundation officials will not be impressed.

The cover letter would not be appropriate for a story about a client , although you should have a story for other parts of your proposal, such as the description of the problem. Include a paragraph about why your organization is the one that can best accomplish this mission. Survey your competitive organizations and assess just how and where you excel. That may be in the strength of your staff and volunteers, your experience with this particular problem, or the community support you enjoy.

You don't need to mention the names of competitors or criticize them. Just highlight your strengths. This would be a good time to consult with others around the office. Pull a few people together and brainstorm how your nonprofit excels. 

Fundamentally, the cover letter should be forward moving, easy-to-read and compel the reader into the larger proposal. Don't put any obstacles in the way of the reader that might deter them from reading further.

• 19 Essential Samples and Templates for Nonprofit Organizations
• How to Write a Winning Grant Proposal
• Grant Writing Tips From Prospecting to Avoiding Mistakes
• Which Type of Grant Proposal Should You Write?
• How to Develop a Grant Proposal Writing Process
• What Are Grant Letters of Support?
• How to Write a Successful Executive Summary for Your Grant Proposal
• How to Write Goals and SMART Objectives for Your Grant Proposal
• How to Write the Methods Section of Your Grant Proposal
• How to Write the Sustainability Section of Your Grant Proposal
• How to Write a Letter of Inquiry to a Foundation
• How to Write a Needs Statement for Your Grant Proposal
• How to Become a Better Grant Writer for Your Nonprofit
• How Long Does It Take to Get a Grant Proposal Approved?
• How to Write the Evaluation Section of Your Grant Proposal
• Writing the Organizational Background Section for a Grant Proposal

Matador Original Series

The complete guide to finding and winning travel grants.

G RANTS ARE AWARDED for travel research, humanitarian work, airfare, lodging, education, career advancement, and to cover living expenses while you are in another country.

I have won many grants to do humanitarian work in Sri Lanka. Through grants I have helped build homes for tsunami victims, started a guava jam project, and bought books and pencils for children in low income areas.

The grant proposal is the basic document that enables applicants to get money. First off, there are three types of grant proposals:

• A Letter of Inquiry (LOI) – A letter of inquiry is a one to two page summary that outlines the project. Funders request a brief description of the project before making a decision on whether to ask for a longer and more comprehensive proposal.
• Letter Proposal – A letter proposal is a three to five page description of the project plan, the purpose for which funds are being sought, and background information on the applicant requesting funds.
• Long Proposal – The most common document that funders seek is the long proposal. The long proposal is three to ten pages long. It contains the cover letter and the proposal summary accompanying it. The common format includes a need statement, goals and objectives, methods, budget, and evaluation.

Knowing where to look for money is key. Researching funders that are likely to give money to carry out your work requires time, patience, and perseverance.

Always remember to look at the funder’s current guidelines. Grant profiles, contact information, and funding criteria change frequently. The internet is an excellent source to look for funders.

You are likely to find the most current information available online, simply because web sites are easier to update than print publications.

How To Research Funders

Researching the right places is a critical component of increasing your chances of winning a grant for emergency expenses. The research phase is fun but requires patience.

If you have a family member or a friend who is willing to perform a good-will hunting on your behalf, you are likely to save a lot of time, energy, and effort. The reality, however, is that you are the most likely person to do the best job of researching potential foundations that are likely to cover emergency living expenses.

Get started here: The Foundation Center

This is the first place to begin your research on private foundations, community foundations, and corporate giving in any part of the country.

The Foundation Center Online provides links to individual foundations’ websites, offers news about foundations and giving trends, links to research materials, links to foundations’ 990 tax forms, and much more.

If you want to look at private foundations go to the home page and click on “Grantmaker Websites,” then click on “Private Foundations.”

National Funders – Where To Look

Expand your funding hunt to national sources as well. Here are some excellent sources:

• The Federal Register – When it comes to finding federal grant opportunities the first step is to go to the source: the Federal Register Online. The Federal Register is the official daily record of all meetings, notices, regulations, and other functions of the federal government.
• Grants.Gov is a centralized grant site for the federal government. The home page has a link to grant opportunities released during the previous week.
• Catalog of Federal Domestic Assistance (CFDA) – The Catalog online is searchable by a variety of categories and key words. Click on “Search for Assistance Programs” on the Home Page to get to the search page. Then click on “Find a Grant.” This brings you to a list of categories, each of which has its own subcategories. Each subcategory has a number of grant programs.

When dealing with any funder, remember to read the instructions carefully before applying. Simple as it may sound, this advice is very important. Because grant makers receive so many applications, they are often quick to discard those that do not strictly comply with their instructions.

You may have excellent grant proposal writing skills and an uncanny ability to submit award winning proposals, but if you don’t know how to read the guidelines and obey them, the likelihood of winning funding is slim.

Ten years ago hard copies of directories were the standard method of hunting for grants. They are still widely used, but the internet is gaining more popularity when it comes to researching funders. Sometimes the internet version is more up to date than hard copies, which are only published once a year.

How To Evaluate A Potential Travel Grant

Look at each individual foundation’s profile. Most foundation listings are profiled as follows:

• Eligibility: Tells if individuals or organizations can apply.
• Funding Criteria: gives an indication of how large or how small the grants are. Some give a range, such as grants between $10,000-$500,000 are awarded
• Restrictions: tells the categories of support
• Contact Address: tells you who and where to contact to receive an application form.
• Areas of Funding: tells the fields that the foundation prefers to fund.
• Submission: tells how applicants can submit their work, whether by regular mail, e-mail, fax, or hand delivery
• Deadline: tells when the applications are due.
• Purpose of the foundation : You also want to make sure they share an interest in your project. Do they target a location? Check for geographic priorities. If the foundation only makes local grants and your organization is on the other side of the state cross its name off your list. If the foundation makes national grants, your project must have national importance if it is to be considered.
• Limitations: Look at the restrictions or limitations. Statements of limitations include “grant funds are generally limited to charitable organizations already favorably known to the foundation,” and/or “grant funds are committed.” Both statements mean the same thing, that the foundation already is working with established organizations and committed money to those same organizations year after year.

Sample Guidelines for Grant Applicants

Guidelines vary from funder to funder. Some are very basic while others are more complex. Here are three sample guidelines taken from private and federal funders:

Sample Guidelines #1

To apply to the foundation, please submit a three-page application. Applications over three pages will not be considered. Electronic submissions in Microsoft word or PDF formats are also accepted.

On the first two pages include the following:

• 1. Title of the project
• 2. A brief (two sentence) description of the project
• 3. Overall objective and significance of and benefit from your project
• 4. Clearly and in detail set forth the specific goals of your project, how you will accomplish these goals, and the time frame for the project. The foundation will primarily focus on stated goals and the plan to accomplish them in reviewing all requests
• 5. On a separate single page please provide:
• a. The dollar amount requested and the specific budget for the project and its justification. The foundation generally does not provide funds for organization overhead, routine equipment, standard photographic equipment or personal computers. Any related funding, active or pending, including “in-kind” funds should be explicitly described including the budget.
• b. The applicant’s name, address, and phone number
• c. Any affiliations of the applicant
• d. Identify all previous requests to the foundation

Use regular mail. Do not use a mail service that requires staff signature.

Debunking Travel Grant Writing Myths

Myths about grant writing can derail even the most skilled and motivated grant seekers. Don’t fall for the traps carefully laid out by a few self-seeking individuals.

Here are some myths to watch out for. Buying into any of these myths can keep success at arm’s length for many grant writers.

Myth #1: If you Craft an Excellent Proposal, You will Always get Funded

Not exactly. Even if a grant writer submits an exceptionally persuasive grant proposal, there is always the likelihood of a funder rejecting it.

The grant proposal is not the only factor that determines whether or not a proposal is funded. Most established grant writers would agree that the success of grant proposals depends on four factors:

• 1. The quality of the nonprofit organization
• 2. The innovative nature or critical importance of the proposed project
• 3. The emerging priorities of a funding source or the competition level in a particular grantmaking cycle
• 4. The skills of the grantwriter in building a compelling case. No matter how carefully and strategically a proposal is prepared, these other factors impact the outcome

Myth #2: There is No Money Available.

This is not true. Billions of dollars are waiting to be claimed.

Furthermore, those who are entrusted with dispersing this money are just as eager to give it away as organizations and individuals are to receive it.

With philanthropists like Bill Gates, Oprah Winfrey and Warren Buffet giving away billions of dollars in grants, the grant writing well is flowing quite strongly.

Myth #3: The Money Only Goes to Big, Prestigious Institutions; Not to Individuals or to Small Nonprofits

Wrong again. It is true that over ninety percent of grants are given to nonprofits and that individual applicants qualify only for a meager sliver of funding.

It is also true that enormous amounts of money are given to the same institutions, year after year. However, these reasons do not mean that small institutions and individuals do not qualify for grants.

Small institutions and people who are “unknown” to the general public are getting hundreds of millions of dollars too. Knowing where to look for them is key.

Myth #4: Successful Grant Seeking Requires Connections

Connections can help but they are not required. Connections may play a role in federal grants but private foundations are open to applications from anyone who fits the guidelines.

Myth #5: The Contact Information of Funders is Usually Kept a Secret

Far from it. By law, philanthropic organizations and federal funders are required to make their charity giving public knowledge. The 990PF reports are the tax returns filed by private foundations.

Legally, nonprofits are required to disclose their tax returns to the public, interested in learning about their grant giving trends. Knowing how to research funders is important.

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How to write a grant proposal: a step-by-step guide

Anthony Esposito Senior Account Manager at PandaDoc

Reviewed by:

Brittany Farnham Senior Program Manager, Marketing

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A grant proposal is a request for funding that organizations submit to grant-making bodies.

In grant proposals, organizations present an initiative, explain its objectives and expected timeline, provide evidence of its importance, and describe how they would use grant funds to implement it.

To be successful, a grant proposal must convince potential funders of the value and impact of the proposed project.

In this guide, we outline how to efficiently create a winning grant proposal.

→DOWNLOAD NOW: FREE GRANT PROPOSAL TEMPLATE

Key takeaways

• An effective grant proposal showcases an organization’s dedication to its mission and builds ties with grant-making organizations.
• To write and submit a robust grant proposal , an organization needs to plan the required time and expenses, understand their project, and clearly define success scenarios.
• Telling a compelling story in a grant proposal shows the potential impact of the project and attracts funders’ interest.
• A grant inquiry letter may be required to get approval from a grant-making organization before sending a grant proposal.
• Business proposal software can help you handle all related documents (support letters, résumés of key personnel, and so on) that are required for a successful grant application.

Why should you seek grant funding

Grant writing can open doors to funding sources that are vital to your project’s success.

In fact, submitting three to five grant applications may put your chances of winning at least one grant at around 90% .

Keep in mind that grant-making entities want to invest in projects and initiatives that will have a powerful impact on issues they care about.

The United States government offers thousands of grants that nonprofit organizations may apply for, providing various amounts of funding for projects that will have an impact across the country.

Additionally, around 40% of Fortune 500 companies have volunteer grant programs, through which they provide financial grants to nonprofits and recognize volunteer work done by their employees.

How can you get ready to write your grant proposal letter

Before you start writing, take the time to prepare carefully. Consider each of the following.

1. Plan your time and expenses

Applying for grants means setting aside time to search for the right grants, writing proposals, and going through the grant selection process.

Plan for this time as well as any associated costs, such as for research and professional writing help.

2. Consider both success and failure scenarios

Most organizations rely on multiple funding sources, and grant opportunities shouldn’t change that.

Remember that grants can be competitive and funding limited.

Compare the value of an award against the time you will need to invest before pursuing an opportunity.

3. Have a strong understanding of your project

Be clear about desired outcomes, estimated timelines, and other funding sources before you start writing a grant application.

Your proposal will be evaluated by grant-making bodies and committees who may choose to award funds to your competitors or simply choose not to award any funding due to a lack of matching and/or credible proposals.

4. Register or create accounts

You may also need to create an online account and go through verification processes before you can submit grant applications — for example, organizations seeking federal funding need to register with the federal grant program before they can request a grant.

5. Submit a grant inquiry before writing a full grant proposal

See if submitting a grant inquiry first makes sense.

If the grant-making body responds positively to your inquiry and sends you a request for a formal grant proposal, you can proceed with writing a detailed RFP response .

4. Save time by using document management software

Document management software can assist you in preparing a thorough and professional grant application.

And modern software tools can handle quotes as well as agreements, contracts , and other types of documents that grants may require.

With those basics out of the way, let’s look at the structure you should adhere to for a standard grant proposal.

How to create a compelling grant proposal

A well-written grant proposal is your chance to make a great impression on a potential funder.

It should be engaging and to the point, highlighting why your project is important and deserves the grant.

Follow the steps below to create a compelling proposal that will help you win the grant you need.

Step 1. Write a strong cover letter

Your cover letter is the perfect opportunity to captivate a funder with a casual tone and urge them to delve into your proposal.

Here are some dos and don’ts when it comes to cover letters:

Here is how a good cover letter can start:

Dear Mr. Jones,

[Name of Clinic] respectfully requests a grant of $30,000 for our veterinary hospital project in South Boston.

As the largest independent pet hospital in this part of the city, we are aware of the challenges pet owners in our service area are facing. We are particularly concerned about the lack of service quality in South Boston given that it has the largest number of pets per capita of any neighborhood in the city.

We are committed to solving this issue by growing our community and providing our expertise to the people and animals of South Boston by the end of 2024.

The veterinary hospital project will allow us to provide access […]

No fluff and right to the point!

Step 2. Create an executive summary

To produce a winning grant proposal, you should start with an executive summary.

Also known as a proposal summary, an executive summary is a brief synopsis of the entire proposal.

It should introduce your organization, market segment, and project goals, offering specifics yet getting right to the point.

Here are some questions that a good grant writer will answer in the executive summary:

1. What is the organization’s mission and history ? What does the organization do?

2. What is the project about? Who will it help?

3. What problem is the organization solving , and why does it matter?

4. What is the end goal for the project, and how can the organization measure its achievement?

5. Why should the organization receive the grant? What are the organization’s competencies ?

6. How much money does the organization need, and how does it plan to finance the project in the future ? Are there other funding sources ?

Step 3. Introduce your organization

Now that you’ve set the stage for the entire proposal, you can start with introducing your organization.

Share as much relevant information as you can about your infrastructure, history, mission, experience, etc.

Here, you should include information about key staff members, success stories demonstrating your track record and highlighting your expertise, and an explanation of the organization’s goals and philosophy.

Client recommendations , letters of thanks , and feedback from customers and the general public should definitely be included in a grant proposal.

Be sure to also include valid industry certifications ( ISO or quality certifications ), licenses, and business and indemnity insurance details.

You need to show that your company or organization has the capacity to produce all deliverables while meeting all legal, safety, and quality obligations.

You may also need to provide solvency statements to prove that you can meet your financial commitments to your staff and contractors.

Step 4. Write a direct problem statement

One of the most important parts of the grant proposal structure is the problem statement.

Also known as the needs statement or statement of need , this is where you explain the problem you have identified and how you can solve it.

You may have to do extensive research on the history of the underlying problem, including previous solutions that were implemented and potentially failed.

Then, you should explain why your solution will make a difference.

In a winning grant proposal, the problem statement will heavily rely on quantitative data and clearly display how your organization answers a need.

Here’s how a brief problem statement could look:

A 2023 report from [Name of Institution] showed that the city of [Name of City] has the highest [problem + rate] per capita in the state of [Name of State]. Another study by [Name of Institution] confirmed these findings in 2024 , highlighting the importance of [potential solution] in dealing with these issues.

There is a need for education and professional services in [list of fields and industries], backed by expertise and strong infrastructure.

To meet this need, [Name of Organization] proposes a program for [program’s purpose] that would, for the first time, address the problem of [description of problem].

With PandaDoc, you get a free grant proposal template that has all of these sections incorporated!

Grant Proposal Template

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Step 5. State your goals and objectives

Another important part of the grant proposal is clearly stating your goals and objectives.

Whereas goals are broad statements of what you wish to achieve, objectives are specific, with measurable outcomes and time frames.

Many grant proposals fail because they do not present clear goals or do not define how objectives will be measured.

This section is key to providing information on the benefits that the funder, community, government, or client (if different from the funder) will see for their investment.

Here is an example of a well-formulated goal and objective.

Goal: Improve literacy and the overall ability to express oneself among children from inner-city schools in [Name of Community].

Objective: To improve, by the end of the 2024 school year, the results of reading and writing tests among fourth-graders in [Name of Community] by at least 20% compared to current results (average 55/100).

Notice how the goal is optimistic and abstract while the objective is measurable and specific.

Step 6. Choose methods and strategies to achieve your goals

Now that the funding agency knows your goals, it’s time to tell them how you plan on achieving them.

List the new hires and skills, facilities, means of transportation, and other resources you need to deliver the project and achieve your definition of success.

Step 7. Include success metrics

In this section of your grant proposal, you need to cover how you will track your program’s progress.

You should also include the time frame needed for evaluation and who will complete it, including the specific skills or products needed and the cost of the evaluation phase of the project.

This is one of the most important steps in writing a grant proposal, as all funders will look for evaluations.

Whether government agencies or private foundations, grantmakers want to know if the programs they have invested in make a difference.

Keep in mind that an evaluation can be expensive, so you should clearly define the scope of activities involved as well as your methodologies.

To go back to our child literacy example, here is how an evaluation strategy might look:

Project Evaluation

Program facilitators will administer a set of pre-tests and post-tests to students in order to determine to which degree the project is fulfilling objectives. Tests will be created by external collaborators (experts in child education) and will take place on a monthly basis for the duration of the program.

After each session, participating teachers will be asked to write a qualitative evaluation in order to identify areas for improvement and generate feedback […]

Step 8. Include funding sources and ensure sustainability

Your funders won’t like the idea of investing in a short-term project that has no prospects.

They’ll be much more willing to reward a promising project that can run on a larger scale.

That’s why you need to show how you can make this happen.

This section of your grant proposal is for funding requirements that go beyond the project: the total cost of ownership including ongoing maintenance, daily business operations, and operational support.

You should articulate projected ongoing costs for at least five years.

An accurate cost model needs to include inflation, specialist skills, ongoing training, potential future growth, and decommissioning expenses when the project or product reaches the end of its life cycle.

Step 9. Outline your project budget

Of course, one of the most important grant proposal topics is budgeting . This is the moment when you go into detail about exactly how you’ll use the grant resources.

Make sure to justify all expenses. Remember that the project budget section is the true meat of your grant proposal.

Having too high of a budget can lose you the grant and even be seen as an attempt at profiteering.

Underquoting might win you the grant, but you may not be able to deliver on your proposal, which could harm your standing as a grantee in the funder’s eyes.

Many grant writers underquote in the hope of increasing their attractiveness and then looking for additional funding at a later stage.

However, this is a dangerous game to play and could affect your individual or company brand, community standing, and industry reputation.

Here’s how a project budget might look for a cross-country research study grant:

Below a table like this one, you can further clarify any key points, like what a research assistant will do and why they’re needed for the study.

Simplify your grant proposal writing with efficient software

Writing an accurate and effective grant proposal can be time-consuming and costly, but you can use software to save time and money.

With hundreds of customizable templates , the PandaDoc platform can help you ensure that your proposal is professional and tailored to your organization’s specific needs.

You can use it to seamlessly create, eSign, and share your grant proposals, then later leverage comprehensive document analytics and tracking to monitor their impact in real time.

Schedule a demo to learn more about optimizing and expediting your grant proposal writing.

Frequently asked questions about grant proposals

What is the difference between a grant proposal and a grant letter.

It’s quite easy to confuse a grant proposal with a grant letter.

But a grant proposal contains all the sections we mentioned: the project’s summary, a cover letter, problem statement, etc. and is typically pretty long.

Some companies or individual investors consider this document too long and prefer a grant letter, which is a shorter, much more streamlined document. A grant letter typically doesn’t exceed 3-4 pages although it has a similar structure.

How do you write a scientific grant proposal?

Here you should emphasize the significance of your project and its contribution to science if implemented successfully.

Back it up with relevant statistics, scientific facts, and research data on the subject. It’s important to use simple terms comprehensible to the prospective Grantee.

Also, explain why you are the one who can finish this project: provide some proof of your expertise to make your proposal stronger.

How do you write a grant proposal for education?

Besides the project description, you need to mention how it will improve the education system.

Detail how your project will improve student’s productivity, increase their knowledge, and make their overall learning process better.

Educational projects usually involve a team of people who will put the idea into practice. Provide more information about each team member and why this person can perform their duties.

How to write a grant proposal for art?

Even though the inspiration can’t be forced, an art project should be time-specific. Mention the start and end date of your activity.

Otherwise, a prospective grant may not take it seriously.

Primarily you should convey your message to the grant-making organization, even if they don’t know much about the kind of art you create. Explain the idea in the simplest way so anybody can understand it clearly.

How do you write a grant proposal for a non-profit organization?

Unlike other organizations, an NGO needs to drill down to the key community issues and show how deeply its work can affect the people it’s meant to serve.

Given the democratic and often local nature of NGOs, their work will be viewed more through an altruistic lens.

An NGO also needs to pay special attention to demonstrating the sustainability of the project over time, since that’s a unique problem to NGOs and something that commercial businesses have already dealt with.

How many pages should a grant proposal be?

There isn’t a strict rule when it comes to grant proposals — their length will always depend on the complexity of the issue it covers and the amount of research behind it.

Typically, a grant proposal should be up to 25 pages , although different funding institutions will often put this in their “ Rules ” section — so read those carefully!

How many hours does it take to write a grant proposal?

Proposal writing is slightly different from regular writing: it needs to follow a specific structure and rules.

Add to that all the research and argumentation needed to write a good proposal, and you’ll be looking at hours, days, or even weeks if you’re really a perfectionist.

As a rule of thumb, you should devote one week to writing a proposal. Although you might finish earlier, it’s good to have enough time to cover everything.

PandaDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDocs services are governed by our Terms of Use and Privacy Policy.

Originally was published March 2014 and has been updated for comprehensiveness in May, 2024

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WTO / Letters and Emails / Cover Letters / Grant Proposal Cover Letter Sample: Expert Guide (Templates)

Grant Proposal Cover Letter Sample: Expert Guide (Templates)

A Grant Proposal Cover Letter is a formal document that provides information about a proposed project or mission.

It is submitted to government agencies, foundations, or organizations that provide grants.

The grant proposal cover letter is submitted with the grant proposal or application document. It provides vital information about the project, its background, purpose, and goals. The grant proposal cover letter is used to help persuade the reviewer to provide financial support for the project. The letter can be used by organizations that have written a grant proposal or application document to potential funders.

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Writing a Grant Proposal Cover Letter

Organizations writing a grant proposal cover letter must ensure they follow a well-outlined process. The step-by-step process ensures that all elements of the grant proposal letter are included. It also helps ensure that the letter is written in an appropriate format.

The following is a step-by-step process of how to write a grant proposal cover letter:

The top of the grant proposal cover letter should include a letter header. The organization’s writer may opt to use a formal header to ensure the letter looks more professional. The information provided in the header will ensure that general information concerning the organization and funder is provided.

The following information should be contained in a grant proposal cover letter header:

The date indicated in the header of a grant proposal cover letter should be the same as the date stated in the complete grant application. Stating the same date on both documents means they are sent to the guarantor on the same day. It helps create consistency in all the documents.

Address the funder

The funder’s name, address, city, state, and zip code should be indicated. The funder’s details provide information on who the letter is for. The funder’s address should appear under the sender’s address. The organization’s writer should confirm the name and address of the funder with a phone call or email the funding body. It will help to ensure the funder’s details have not changed.

Your company details

At the top left of the header, the writer’s company name and address should be provided. The writer’s company details will provide the funder with information on which organization is writing the letter.

Secondly, the organization’s writer must greet the funder with ‘Dear’ and include a recipient’s title such as Mr., Ms., Dr, etc. The salutation should be followed by the funder’s name, which should be punctuated with a comma. The writer can ensure that the right person is being addressed by calling the company or organization meant to receive the letter and confirming the detail.

Introduction

Thirdly, the organization’s writer should be introduced in the grant proposal cover letter. The organization’s legal name, which is its corporate name, should be indicated. In addition, the writer should indicate what the organization does and the need for its work.

Next, the body of the grant proposal cover letter should discuss the project. The information provided in the body will enable the recipient to understand what the organization hopes to accomplish with the grant. The writer should explain what the project is, the purpose it serves, and how it aligns with the funder’s priorities.

The writer can also add any data obtained that shows why the project is necessary. The amount of money the organization requests and the reason or use for the sum should be provided.

The following information should also be outlined in the body of the grant proposal cover letter:

Explain methods, strategies, and solutions

The writer should provide information on how the organization plans to use the grant and the solutions the fund will offer to a problem. The writer can incorporate a visual representation or graphic model of this information. The methods used to represent the organization’s data should be combined with details to ensure that the grant proposal cover letter has a professional tone. The writer can mention a timeline of when the funder should expect to see results.

Explain your corporate structure

The body of the grant proposal cover letter should also contain information on the grant requesting organization’s corporate structure. The writer should indicate that the organization’s internal management structure supports the project. The information on the corporate structure should be brief.

Highlight your strengths

The writer should explain why the organization is the best place to execute the project- or mission. Comparison with other organizations can provide clarity on which areas the writer’s organization excels in. The writer may sight the experience of the organization’s staff and volunteers, experience with the problem the project hopes to resolve, or community support for the organization. The names of the other organizations used in the comparison don’t have to be mentioned. The writer’s emphasis should be placed on highlighting the organization’s strengths.

Finally, the concluding paragraph should summarize the information already stated in the grant proposal cover letter. The writer should also include a thoughtful sentiment of what partnering with the funder would mean to the project’s beneficiaries. An expression of the writer’s appreciation for the funder’s consideration of the grant proposal should be indicated. The writer can also extend an invitation for the funder to visit the organization or its worksite.

The writer should end the grant proposal cover letter by signing off with an appropriate word or phrase such as ‘Sincerely,’ an ‘awaiting your response’ or ‘With great hope.’ The sign-off word or phrase used should suit the theme or topic of the letter. The executive board of directors, board president, or both should sign the grant proposal cover letter. The sign-off should indicate the signer’s first name, middle initials, last name, and jobs title. The writer should also provide the contact details of an individual who can answer the funder’s questions.

Note: The word ‘ENCLOSURE’ or ‘ATTACHMENTS’ should be written at the bottom of the grant proposal cover letter. These words help to indicate that the grant proposal is included in the packet. Writing these words in all caps emphasizes the importance of the grant proposal.

Grant Proposal Cover Letter Template

[Organization’s Name]

[Organization’s Address]

[City, State and Zip Code]

[Funding organization’s contact Name]

[Funding Organization’s name]

Dear {funding organization’s contact Name],

[Organization name], which has been around for{number] years, is requesting a grant of ${amount]. The funds will be for an upcoming project, [project title]

Our organization focuses on [organization’s mission]. The project centers on [purpose of the project]. We target [group set to benefit from the project]. The need for the project is supported by our primary research, which found that [ the problem the project aims to solve]

The grant fund provided by your organization will enable us to [how the grant will be applied]. The fund will ensure that [ potential positive impacts provided by the funds]. Our [corporate structure] have expressed their enthusiasm for the project. We believe that our connection with [target beneficiaries] places us in the best position to carry out this project.

We appreciate your consideration. Please feel free to contact [name of organization’s contact] for any questions at [phone number or email].

[Signature]

[Name of CEO/board chair]

Sample Letter

Oracle Literacy Center

245 Hill Street

Boston, MA 46479

May 18th 2020

Neilson White

Waves Discovery foundation

Boston, MA 43578

Dear Mr. White,

The Oracle Literacy center, which has been around for 10 years, is requesting a grant of $ 500,000. The funds will be for an upcoming project, Digital Literacy Academy.

Our organization focuses on bringing literacy to disadvantaged communities in developing countries. The project centers on developing digital skills in Malawi. We target poor, disadvantaged adolescence and children. The need to implement the project is supported by our primary research, which found that less than 4% of the population has digital skills. We understand that your organization aims to increase literacy in developing nations; hence, why we believe that parting with you can help both organizations meet their goals

The grant provided by your organization will enable us to build a learning facility in the outskirts of the capital. The fund will ensure that poor, underprivileged children pioneer a new digital era in the county to facilitate its development. Our board of directors has expressed their enthusiasm for the project. Our connection with the local people places us in the best position to carry out this project.

We appreciate your consideration. For any questions, please feel free to contact James Green at 555-555-7788 or [email protected].

Mary Winters

Executive Director and Manager

Do’s and Don’ts for Writing the Letter

When writing a grant proposal cover letter, it is important to consider the dos and don’ts.  Understanding the do’s and don’ts of writing a grant proposal cover letter will ensure that the organization captures the funder’s attention. It will also ensure that the letter is effective in communicating information about the organization and the grant.

The following are the does and don’ts of a grant proposal cover letter:

Following are the dos for a grant proposal cover letter:

The grant proposal cover letter should be a quick read for the funder. Therefore, the writer of the letter should ensure that it is only limited to one page. The contents of the cover letter should be focused and to the point. Each paragraph should be limited to only a few sentences to ensure that the letter is short.

Ask for feedback

Upon completion of the grant proposal cover letter, the writer should ask a co-worker to read it. The co-worker will help identify any typos in the letter. The reception of positive feedback will be an indication that the writer should send the letter. In addition, asking for feedback will help ensure that the grant proposal cover letter effectively compels the funder to consider the organization’s grant proposal.

Format the letter carefully

The writer of the grant proposal cover letter should ensure it is appropriately formatted. A well-formatted grant proposal cover letter ensures that single spacing is applied throughout the letter. There should also be spacing between the organization’s address and the funder’s address. Appropriate spacing should also be applied between paragraphs. If possible, the writer should include a live ink signature. Three blank spaces should be left where writers can indicate a complimentary close and their name for the signature.

Send the cover letter in PDF

The grant proposal cover letter should be in PDF if the writer intends on sending the letter via email. PDF will ensure that the letter is safe from malware. It also helps the foundation sign the letter digitally if it wishes to do so. Sending the cover letter in PDF will also lead the funder to perceive that the organization is competent.

Write the cover letter last

The cover letter should be written last because it helps the organization reflect on achievements such as completing the fund request. It also ensures that the writers provide information from a knowledgeable perspective. The writer also ensures that the cover letter is more engaging than the other documents attached to it.

Don’ts

Following are the don’ts for writing a grant proposal cover letter:

Don’t repeat the information in the proposal

The grant proposal cover letter should not be a repetition of the information contained in the proposal. Its main purpose is for the funder to get to know more about the organization and its project. It is a tool that can persuade the funder to provide the organization with the grant.

Don’t use big words

The writer of a grant proposal cover letter should avoid using complex words that the funder may not understand. The use of complex words could be counterproductive and jeopardize the organization’s chances of receiving the grant. Instead, the writer should only focus on pleading the organization’s case before the funder.

Don’t make grammatical mistakes

The writers should proofread the grant proposal cover letter upon completion. No grammatical mistakes should be present in the document. The presence of grammatical errors may lead to the organization being perceived as unprofessional and lazy.

Key Takeaways

• A grant proposal cover letter effectively provides information about an organization’s grant proposal and shows its commitment to the project suggested to the funder.
• The letter can achieve its effectiveness by providing clear, concise information about the project.
• The organization must ensure that it mentions certain aspects of the project, like its potential beneficiaries.
• The tone of the letter should be professional.

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How to write a Winning Grant Proposal Cover Letter

Grant Proposal Cover letter is an introductory letter used to persuade grant making agency about your organization and proposed project. You use cover letter to introduce your organization and proposed project. It helps to create first impression about your organization before funding agency. It is very paramount that you use this moment of crafting your cover letter to input key points that help to establish how your proposed project aligns with the donors’ priority area. You can handle this by showing that your organization and that your mission aligns with the funders area of focus and also you understand what the funder is looking for. Mastering how to craft a winning cover letter is an art because you have just one page to express your intent. Note that grant proposal cover letter is different from grant proposal cover page .

When do you include a Cover Letter?

Cover letter should be included when funding agency demands for it. Corporations and foundations are most likely to request that you submit a cover letter or include it in your proposal. For State and Federal government grants, a cover letter is not included.

Characteristics of a Winning Cover Letter

A winning cover letter should be;

• Brief as possible.
• Straight to the point, positive and confident.
• Concise and inviting to the funder.
• Aligns with the funder agenda and address issues that are at the heart of the funder.

How to Write a Cover Letter for a Grant Proposal?

To write a cover letter that will arouse the interest of the funder, the below steps will guide you;

• Use formal letterhead. Your organization letterhead that contains your contact information should be used. Then add date that you will send the letter and the recipient’s contact information.
• The next step is to introduce your organization. Here you provide an overview or background of what your organization does and its purpose. When introducing your organization, specifically mention the name of your organization, your mission and the community and target populations you serve.
• Then you should state the title of your proposed project, its purpose and how you intend to implement it.
• Now that you have given a comprehensive overview of your organization and the proposed project. The next thing is to explain the reasons why you are seeking their funding, the proposed project budget, how you plan to use the fund.
• Then go ahead and emphasize the impact of the potential funding and how their contribution will impact your cause or project. Ensure that you include the project outcome and the beneficiaries of the project. Stating these 2 factors will go a long way to persuading funders to fund their project if they see how their contributions will enable your organization address the identified problem and target populations that will benefit from the project.
• Close your letter with a note of appreciation. The ‘thank you’ for the opportunity to submit the project and the contact person information. Then include the executive director personalized signature at the bottom of the letter
• Note: Your cover letter should be one page and probably consists of four paragraphs.

How to Format your cover letter?

Follow the steps below to format your cover letter. The steps include;

• Use your nonprofit organization letterhead.
• Use a current date for submission.
• Make your cover letter one page consisting of about 4 paragraphs.
• Express your letter in a clear and concise manner for easy comprehension.
• Ensure you research your donor very well and get the appropriate contact person to address the letter to.
• Place the details of the donor contact person (including name, title, name of donor agency and address) on the top left of your cover letter as the addressee.
• Use formal salutation e.g. Dear Mr./Mrs./Miss.
• The first paragraph of your title should introduce your organization, mission, purpose, community and target population you serve.
• Use the second paragraph to discuss about your proposed project, budget and everything you need to tell the donor. Indicate how your work aligns with the funder’s priorities.
• Don’t forget to mention the purpose of the proposed project, its impact and beneficiaries. Make sure to mention your accomplishment if the donor has previously contributed towards your project.
• Thank the donor for the opportunity to submit the proposal and include your organization contact person information.
• Use statement such as; I look forward to discussing more about this project with you.
• Ensure that the letter is duly endorsed by the Executive Director.

Rules guiding writing grant proposal cover letter:

Rule 1: Write your cover letter in a manner that is professional, clear, and concise.

You have to sound professional, clear and concise when writing your cover letter. Remove anything that will make it sound casual and not serious. Avoid jargons and ensure that your information flows succinctly and easy to comprehend.

Rule 2: Ensure that your cover letter stand out from the pack.

Funders receive over a hundred cover letters each year and so it is very important you distinguish yourself from the rest of the letters they receive. Focus more on your organizational strength and demonstrate your capacity to implement the proposed project and discuss about your past accomplishments.

Rule 3: Research about the donor organization properly to get to know the appropriate contact person before crafting your cover letter.

Ensure you have the appropriate contact person to address the letter to before you commence writing your cover letter. This helps to boost your chances of success and donors would believe you did your research properly. ‍

Rule 4 : Write your cover letter after writing your grant proposal.

Having a completed grant proposal before you start writing your cover letter will help you include the essential points in the cover letter and help you positively communicate your proposed project in a persuasive manner and confidently

Rule 5: Your cover letter should summarize your proposal.

Your cover letter should be brief and concise and should not copy your proposal word to word. Simply summarize your proposal consisting of about 4 paragraphs. The cover letter should contain introduction of your organization and proposed project. What you are trying to achieve is to establish that first impression and arouse the interest of your funder to go ahead with your full proposal.

Rule 6: Submit a cover letter when requested by funding agency.

Cover letter is meant to be submitted whenever funding agency or donor request for it. Most times foundations and corporations request that nonprofits first submit cover letter before the full grant proposal unlike for government grants.

Rule 7: Proofread your grant proposal cover letter before submission

Don’t be in a haste to email or mail your cover page without checking out if there are grammatical errors. Have another person or persons in the organization go through the cover letter before submission. The key factor is to ensure your cover letter stands out from the pack.

                                            Sample Cover Letter

                                                                  NEXT YOUTH FOUNDATION                                                                       No. 122 David  Street,                                                           Spartanburg, South Carolina 222222   (date)   Mrs. Florence Michael, ABC Foundation, No. 12 Douglas Road, Spartanburg, SC 22222   Dear Mrs. Florence, Next Youth Foundation is a youth based nonprofit organization in Spartanburg, South Carolina requests to submit the enclosed proposal for the Youth Empowerment Outreach for your consideration. With a current youth membership base of 5,000, Next Youth Foundation has been serving Spartanburg most vulnerable youth between the ages of 15 to 35 years for 10 years with the mission of helping young people harness their potentials and succeed in life by providing programs in five basic areas: 1) Entrepreneurship 2) leadership 3) career readiness 40 sexual and reproductive health 5) education. We share the ABC Foundation’s concern about youth empowerment and capacity development in South Carolina. The proposed Youth Empowerment Outreach is a localized, collaborative effort to address issues of unemployment and lack of access to opportunities facing young people in Spartanburg. It is our hope that the proposed pilot project will provide new models for effective youth empowerment interventions. We are requesting $50,000 to help seed the twelve-month intervention. Next Youth Foundation developed the Youth Empowerment Outreach in response to high rate of youth employment and social vices  witnessed in Spartanburg. About 75% of these young people are without any means of livelihood and this has resulted increased in crime rate in this community. Our proposed project adopts an innovative approach in addressing this problem and 100 of vulnerable, economically disadvantaged youth between 18 -25 years will be enrolled into the program. Following recruitment, the enrolled youth will be trained on different employability skills for six months after that they will be linked to  job recruitment agencies where they will be placed on paid internship. Next Youth Foundation thanks ABC Foundation for its interest in our proposed project and looks forward to talking with you further about this project. For more information, contact Michelle David at (111) 111-1111 or [email protected] Sincerely,   Sandra Smith Executive Director Next Youth Foundation

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Motivation letter samples and templates

Motivation letter for travel grant sample

Today we are helping you to write motivation letter for travel grant to attend the student conference. This sample of motivation letter for travel grant should help you prepare your own motivation letter, so do not make copy of this letter, rather use it only as a guideline.

A student travel grant is a subsidy for conference attendance covering transportation costs, lodging and registration fees for an event. This type of subsidies are not offered by all conferences but larger ones usually offer some type of assistance.  

Most of the travel grant provides require from prospective applicants to be enrolled as a student, on the University and to have been approved to attend the event or present a paper. To benefit from the travel grant, you should send you application prior to envisaged deadline and submit motivation letter for travel grant, CV and letter of reference.

A good motivation letter for a student travel grand should demonstrate your need for a financial assistance and you therefore you should make sure to convey where you study, to describe you interest, scientific work and explain why this conference is important for you.

Motivation letter for travel grant

Dear Sir/Madam, I am an graduate student at University of Roma Sapienza pursuing my final year of Economics. My area of interest is Econometrics and Statistical Analysis and next Autumn I will start a PhD program at my University.

For me, as a graduate student, it is very difficult for me to obtain funds from external donors, as they mainly fund the students who are already enrolled on PhD programs. So, I need support from the organizational committee.

I kindly submit this request to obtain the grant for the following expenses, related to participation to the conference.  

• Travel Expenses: in the amount USD 550, to cover return flight from Rome to Boston.
• Registration fee expenses: in the amount of USD 190, as stipulated by the Call for Application
• Accommodation Expenses:  in the amount of USD 460, for the stay in Student residence in duration of 4 days (according to pricelist available on the website.)

According to the above specification, I need a subsidy of USD 1,200 to cover all my expenses.

I would also like to bring to your attention that editorial panel has already approved my abstract for presentation during the conference, and I am enclosing their letter of acceptance.

I am looking forward to your response.

Thank you for consideration of my request. Sincerely, Margareta Rossi

Author Admin

Travel Grant Application Letter

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Redirect Notice

Format attachments.

You'll find several kinds of fields in your grant application forms - check boxes, dates, data entry fields, and attachments. This page provides guidance on attachments: documents that are prepared outside the grant application using whatever editing software you desire (e.g., Microsoft Word), converted to PDF format,  and then added or uploaded to your application. We require PDF format to preserve document formatting and a consistent reading experience for reviewers and staff.

We have very specific attachment formatting requirements. Failure to follow these requirements may lead to application errors upon submission or withdrawal of your application from funding consideration.

• We do not require a specific citation format.
• The use of "et al." in place of listing all authors of a publication is acceptable practice.
• Most style guides include format guidance for citations and all formats are acceptable.
• SciENcv , a tool to prepare biosketches for NIH and other agencies, uses a standard format used by the National Library of Medicine (see Citing Medicine ). If your organization does not already have a standard, you may want to consider this one.
• Remember to comply with our public access policy by including the PMC reference number (PMCID) when citing applicable papers that you author or that arise from your NIH-funded research.

Combining Information into a Single Attachment

• If you need to combine information from different sources into a single document prior to uploading, do not use “bundling” or “portfolio” features which combine multiple documents into a single file by providing links to the individual files.

Electronic Signatures

• Electronic signatures on PDF attachments within your application are not allowed.
• To adhere to policies requiring electronic signatures on PDF attachments (e.g., electronically-signed other support format pages), you can electronically sign the document and then “flatten” the PDF .
• Documents with signatures (e.g., letters of support) can be printed, signed, scanned and attached in PDF format.
• Save all document attachments with descriptive filenames of 50 characters or less (including spaces).
• Use unique filenames for all attachments in an application (or within a component of a multi-project application).
• Use any of the following characters: A-Z, a-z, 0-9, underscore, hyphen, space, period, parenthesis, curly braces, square brackets, tilde, exclamation point, comma, apostrophe, at sign, number sign, dollar sign, percent sign, plus sign, and equal sign.
• If including spaces, use one space (not two or more) between words or characters. Do not begin the filename with a space or include a space immediately before the .pdf extension.
• Avoid the use of ampersand (&) since it requires special formatting (i.e., &amp).
• Ensure file size is greater than 0 bytes - we cannot accept a 0 byte attachment.
• Keep attachment file size to 100 MB or less.

Flattened PDFs

A PDF that has fillable fields, electronic signatures, text boxes or images inserted, becomes layered with each of these elements representing a layer. The existence of these layers interferes with the handling of the documents in eRA systems. Consequently, PDF documents included in applications, progress reports, and other information collected in eRA Commons must be flattened. A flattened PDF is simply one in which all the layers are merged together into a single flat layer. Many simple PDFs are already flattened - all the information is contained in a single layer. Uploading a PDF that isn’t flattened may result in an eRA Commons error message. You will need to replace your PDF with a flattened version to complete the submission process.

Font (Size, Color, Type density) and Line Spacing

Adherence to font size, type density, line spacing, and text color requirements is necessary to ensure readability and fairness. Although font requirements apply to all attachments, they are most important and most heavily scrutinized in attachments with page limits.

Text in your attachments must follow these minimum requirements:

• Some PDF conversion software reduces font size. It is important to confirm that the final PDF document complies with the font requirements.
• Type density: Must be no more than 15 characters per linear inch (including characters and spaces).
• Line spacing: Must be no more than six lines per vertical inch.
• Text color: No restriction. Though not required, black or other high-contrast text colors are recommended since they print well and are legible to the largest audience.
• Palatino Linotype

Legibility is of paramount importance. Applications that include PDF attachments that do not conform to the minimum requirements listed above may be withdrawn from consideration.

Format Pages

• Some attachment instructions refer to required format pages (e.g., biosketch, other support, training data tables).

Headers and Footers

• Do not include headers or footers in your attachments. We add headers, footers, page numbers, bookmarks, and a table of contents when we assemble your grant application upon submission.
• Some funding opportunities and form instructions provide guidance on organizing the content of attachments including specific headings that must be included.

Hypertext, Hyperlinks, and URLs

• Refer to NOT-OD-20-174: Reminder: NIH Policy on Use of Hypertext in NIH Grant Applications .
• Hyperlinks and URLs are only allowed when specifically noted in funding opportunities and/or form field instructions. It is highly unusual for a funding opportunity to allow links in Specific Aims, Research Strategy, and other page-limited attachments.
• Hyperlinks and URLs may not be used to provide information necessary to application review. Applications must be self-contained and reflect the information available at time of review.
• Reviewers are not obligated to view linked sites and are cautioned that they should not directly access a website (unless the link to the site was specifically requested in application instructions) as it could compromise their anonymity.
• NIH ( http://www.nih.gov/ )
• http://www.nih.gov/

Figures (e.g., Images, Graphics, Charts, Graphs, and Tables)

• Images and other figures must be readable as printed on an 8.5” x 11” page at normal (100%) scale.
• Figures should be included in the Research Strategy, Program Plan, or equivalent attachment and count towards page limits.
• Figures should not be included in the Specific Aims attachment. Figures can interfere with the NIH post-award process to categorize awards in RePORT .
• Unless otherwise stated in the funding opportunity, the Project Summary/Abstract and Project Narrative attachments should only include text (no figures). Figures can interfere with NIH post-award process to categorize awards in RePORT .
• Applicants should use image compression such as JPEG or PNG to reduce overall application file size.
• For advice on creating effective figures, refer to Tips for Tables, Charts, and Figures .
• Consider including Accessibility elements like structural headers and meaningful Alt Text in your figures to maximize visual and descriptive clarity for all readers.

Language and Style

• Use English. (See 2 CFR 200.111, English language .)
• Avoid jargon.
• Spell out acronyms the first time they are used in each application section or attachment. Note the appropriate abbreviation in parentheses. The abbreviation may be used in the section or attachment thereafter. Find a list of Abbreviations used in the NIH Grants Policy Statement.

Marking Up Attachments

• Do not markup your PDF documents with comments, sticky notes, or other features that are added on top of your PDF document content. This information may not be retained in your final application image.
• Do not use bracketing, indenting, highlighting, bolding, italicizing, underlining, margin lines, change in typography, font, or font color, or any other type of markup to identify changes in Resubmission Applications .

Orientation

• Both portrait and landscape attachments are accepted. However, keep in mind that landscape can be difficult to read online and may require reviewers and staff to scroll to see all available text.

Page Limits and Lines of Text Limits

• ​Page limits defined in a funding opportunity should be followed when different than those found in the Table of Page Limits . Page limits defined in a related NIH Guide notice should be followed if different than either the Table of Page Limits or the funding opportunity.
• ​If no page limit for an attachment is listed in either the Table of Page Limits, Section IV of the funding opportunity under Page Limitations, or in a related NIH Guide notice, you can assume the attachment does not have a limit.
• Some page limits apply to multiple attachments that when combined must stay within a designated limit. You may want to prepare your information in a single document to ensure you are within the page limit, then later break the information up into the various separate attachments. Our systems will accommodate a certain amount of white space resulting from splitting the information into the separate attachments when verifying compliance with a limit.
• We systematically check many page limit requirements and provide error or warning messages to minimize incomplete or non-compliant applications. These systematic checks may not address all page limit requirements for a specific opportunity and do not replace the checks done by staff after submission. You must comply with all documented page limits and should not rely solely on system validations.
• Page limits are strictly enforced to include all text included on the page including any headers. Limits measured in lines of text are not systematically enforced. In the case of the Project Summary/Abstract and Narrative attachments on the R&R Other Project Information form, we only systematically enforce egregious issues (text exceeds one page). Our manual checks would not remove an application from consideration if only the header information put the content over the specified line limit.
• When preparing an administrative supplement application, follow the Table of Page Limits using the activity code of the parent award and any additional limits specified in the funding opportunity or a related notice.
• Do not use the appendix or other sections of your application to circumvent page limits ( NOT-OD-11-080 ) .

Paper Size and Margins

• Use paper (page) size no larger than standard letter paper size (8 ½" x 11”) .
• Provide at least one-half inch margins ( ½" ) — top, bottom, left, and right — for all pages. No applicant-supplied information can appear in the margins.
• Avoid scanning text documents to produce the required PDFs. It is best to produce documents using your word processing software and then convert the documents to PDF. Scanning paper documents may hamper automated processing of your application for agency analysis and reporting.
• We recognize that sometimes scanning is necessary, especially when including letters of support or other signed documents on business letterhead.

Security Features

• Our systems must be able to open and edit your attached documents in order to generate your assembled application image for agency processing and funding consideration.
• Disable all security features in your PDF documents. Do not encrypt or password protect your documents. Using these features to protect your documents also prevents us from opening and processing them.

Single versus Multi-Column Page Format

• A single-column page format easily adapts to various screen sizes and is highly encouraged.
• Multi-column formats, especially for information spanning multiple pages, can be problematic for online review.
• Videos cannot be embedded in an application, but videos are accepted under limited circumstances as post-submission material. For additional guidance, check NOT-OD-24-067 .
• The cover letter submitted with the application must include information about the intent to submit a video. If this is not done, a video will not be accepted.
• Key images, “stills,” and a brief description of each video must be included within the page limits of the Research Strategy. Sufficient descriptive information must be provided within the Research Strategy to understand the information presented in the video, as not all reviewers may be able to access the video, depending on technological constraints.

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A travel grant proposal is a formal document submitted to an authority like the government in order to request grants as a form of monetary assistance. It usually encompasses all the budgetary requirements that the person who submits the proposal template needs to travel for some purpose which is also specifically mentioned.

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Step 1: Note Down Your Purpose and Goals

Step 2: research about funding agencies and grants, step 3: organize the proposal, step 4: format the content, step 5: revise.

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Top 10 Grant Proposal Cover Letter Samples with Templates and Examples

Yajur Sharma

Have you ever had an amazing, revolutionary idea but lacked funds to execute it? Well, this is where grant proposals come in. They're like your secret weapon for turning those big dreams into reality!

Prospects first encounter your proposal's Cover letter, which can make or break a deal. It is one page that outlines the purpose of your request, the amount of funding needed, and how it aligns with the funder's goals. 

It further provides a snapshot of your project's significance, potential impact, and organization's credibility. A compelling cover letter can capture the reader's attention, encouraging them to delve deeper into your full proposal. It's an opportunity to convey passion for your cause and establish a personal connection with the reader. 

Explore our professionally designed research grant proposal templates, which will give your presentation much-needed creative bursts.

PITCH PERFECT

A well-drafted cover letter brings you a step closer to bagging a contract. It is vital to grab the attention of prospects and establish why your company is best suited to solve a problem. It also helps make your audience feel reassured that you are in for the long term.

Moreover, it showcases your professionalism and attention to detail, qualities that funders value. In essence, a strong cover letter can be the difference between your proposal being thoroughly reviewed or overlooked in a competitive funding landscape.

The grant proposal writing process can be demanding, but it is essential to establish a project that is ready to start. SlideTeam has curated a set of Top 10 Grant Proposal Templates to streamline this process and get everything for you.

It takes time and work to draft a project proposal cover letter that makes your audience feel as though you are speaking directly and exclusively to him/her. Anybody who has written a successful grant application will attest. To help you design a cover letter that speaks volumes, SlideTeam has curated this set of ten grant proposal cover letter templates, which will make all the difference. These predesigned templates are completely editable and customizable to allow you the flexibility to tailor the presentation as per your requirements. 

The use of graphics like icons, tables, and charts makes it visually appealing and comprehensive. 

Template 1: Funding or Grant Proposal for Business Management

Crafting a well-thought-out proposal can increase your chances of securing funding by 50 percent. This PowerPoint Slide outlines a one-pager with information required for businesses to get funding. It includes details of the company and its overview. Further, it includes sections for funding objectives, long-term strategies and marketing plans, estimate budgets, timelines, and financial projections. The concise format of this slide depicts this information in a visually appealing and easy-to-understand manner. Download today!

CLICK HERE TO DOWNLOAD!

Template 2: One-Page Grant Proposal for Fund Request

Wondering how to turn a lengthy grant proposal into a concise one-page format? This PPT Template features a one-page proposal for fund requests. It divides information into several sections such as introduction, institution’s background, problem statement, project goals, etc. It also includes a section for the requirements of the funds. This well-organized format allows organizations or applicants to put their ideas through effectively and have a higher chance of getting grants. Download today!

Template 3: Grant Proposal One Page Application

Well-drafted grant proposals can make or break research projects. On that note, we designed this PPT Template to streamline this process for academic experimentation. It presents key details of the project on a single page. The slide highlights information like project name, location, details of the applicant, and required funding amount. It further includes an executive summary section allowing researchers to illustrate the objectives and desired results of their project. Grab this template and get a pre-designed layout to present your ideas and increase your chances of securing funding for your projects. Download today!

Template 4: Grant for Small Business Proposal Cover Letter

A well-written cover letter can create opportunities for small businesses in the grant application process. The given slide is designed with the aim of offering a professional framework for applicants applying for a grant. It acts as a guide for users to highlight their objectives, previous successes, and specific funding requests. Grab this template and communicate your company’s value proportion in a visually appealing yet concise manner. Download today!

Template 5: Cover Letter for Education Grant Proposal

This PowerPoint Template showcases an organized way to demonstrate the value of your educational efforts for getting a grant. It empowers its users to present their program’s reach, objectives, and effect on the community in a simple, understandable manner. The slide highlights important topics like student engagement, teacher training, and family involvement. Grab this template to depict the scope and potential of your projects. Download now!

Template 6: Education Grant Proposal

The mentioned PPT template deck in 29 slides will come in handy no matter which responsibility you have in the company. It can be employed to explain multiple projects and product deliverables in a single format that conforms to every need of the presenter. The visual of the presentation design makes it a resourceful tool for any niche and industry. It highlights slides to highlight the context of the education grant proposal, objectives of the proposal, scope of services associated with the education grant, etc. You can also illustrate the process of education grant utilization and the time frame for services rendered for the education grant proposal with the help of this template. Grab the bundle today!

Template 7: Project Context of Education Grant Proposal

Are you an educator looking to express the context and requirements of their grant proposal? This pre-designed slide brings you a solution. It presents the scope of the project, target audience, and objectives to secure the grant. Using this template, express the reasons for the grant, indicate the amount required, and clarify tax status. The structured format of the template allows applicants to put forward an effective pitch for educational projects, increasing their chances of getting the required funds. Download today!

Template 8: Scope of Services Associated to Education Grant

The given slide showcases the detailed scope of services connected with an education grant submission. It includes key details of offerings like training programs, software implementation, and community partner clubs. The slide's structured framework allows applicants to describe the range and scope of their planned activities, increasing their chances of securing a grant. Grab this informative template and present your broad approach toward educational improvement. Download now!

Template 9: Time Frame for Services Rendered for Education Grant Proposal

This PowerPoint Template presents a timeline for services for a request for an education grant. It highlights a detailed week-by-week breakdown of the project's tasks, from its initial planning to review. This visual timeline is extremely useful for educational institutions since it highlights a well-organized approach to grant implementation. Further, the template empowers applicants to showcase their project management skills, offering the grant reviewers a detailed view of the timeline. Download today!

Template 10: Addressing Brief Description About our Education Institution

The given slide showcases a brief description of the educational institution. It includes multiple sections such as about us, vision statement, mission statement, and core values. It focuses on student adaptability, creating creative learning settings, and developing fundamental skills. Core values mentioned in this slide include cooperation, achievement, innovation, excellence, and respect, which depict the overall approach to student growth and education. Download today!

Wrapping Up

A cover letter should strike an effective balance between consciousness and content. Going overboard with either of the two can cause your funders to lose interest. Ensure you present yourself with modesty and grace, showcase your project, and clearly understand the funder's priorities in your cover letter. Therefore, employ SlideTeam’s PowerPoint templates with compelling language and introduce your proposal with the utmost zeal and passion to grab your reviewer's attention.

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For immediate release | September 23, 2024

2025 Jason Reynolds / Simon & Schuster Travel Grant Application Now Open

The American Library Association is pleased to announce that we are now accepting applications for the 2025 Jason Reynolds / Simon & Schuster Travel Grant.

The grant will cover the expenses of five (5) Black/African American youth or teen services librarians or school librarians/media specialists who work in either public or school libraries.

Recipients will receive up to $3000 (and not less than $1500) to pay for expenses related to attending the ALA Annual Conference including but not limited to travel, housing, registration, and a ticket to the Coretta Scott King Award Breakfast.

Applications will be accepted until December 1, 2024. Five (5) winners will be selected, with an announcement to be made in February 2025 of the selected recipients. The recipients will also be acknowledged at the 2025 ALA Annual Conference in Philadelphia, PA during the Coretta Scott King Awards Breakfast.

Apply Now .

The grants are funded through a generous donation provided by Simon & Schuster, Inc. and administered by the ALA Office for Human Resource Development and Recruitment (HRDR).

For details regarding the selection criteria and/or more information visit the grant’s webpage .

About the American Library Association

The American Library Association (ALA) is the foremost national organization providing resources to inspire library and information professionals to transform their communities through essential programs and services. For more than 140 years, the ALA has been the trusted voice for academic, public, school, government, and special libraries, advocating for the profession and the library’s role in enhancing learning and ensuring access to information for all. For more information, visit the ALA website .

About Jason Reynolds

Jason Reynolds is a #1 New York Times bestselling author, a Newbery Award Honoree, a Printz Award Honoree, a two-time National Book Award finalist, a Kirkus Award winner, a Carnegie Medal winner, a two-time Walter Dean Myers Award winner, an NAACP Image Award Winner, and the recipient of multiple Coretta Scott King honors. He’s also the 2020–2022 National Ambassador for Young People’s Literature. His many books include All American Boys (cowritten with Brendan Kiely); When I Was the Greatest; The Boy in the Black Suit; Stamped (cowritten with Ibram X. Kendi); As Brave as You; For Every One; the Track series (Ghost, Patina, Sunny, and Lu); Look Both Ways; Stuntboy, in the Meantime; Ain’t Burned All the Bright an My Name Is Jason. Mine Too. (both with Jason Griffin); and Long Way Down, which received a Newbery Honor, a Printz Honor, and a Coretta Scott King Honor. He lives in Washington, DC. You can find his ramblings at JasonWritesBooks.com .

“I’m humbled by the opportunity to give back to some of the folks who’ve given so much, not just to me but to our children. I recognize that this conference is more than a good time, but also a necessary tuning fork to ensure our librarians, whether new to the stacks or seasoned veterans, get the encouragement and inspiration necessary to continue to pour into our communities.” --Jason Reynolds

“Jason is constantly looking for ways to help diversify the literary community and rightfully identified access as a key barrier. We’re so proud to be working with him to bring these travel grants to librarians who we desperately need to be a part of the ALA conversation.” -- Justin Chanda

About Simon & Schuster, Inc.

Simon & Schuster Children’s Publishing, one of the leading children’s book publishers in the world, comprises the following imprints: Aladdin, Atheneum Books for Young Readers, Beach Lane Books, Caitlyn Dlouhy Books, Denene Millner Books, Libros para niños, Little Simon®, Margaret K. McElderry Books, Paula Wiseman Books, Salaam Reads, Simon & Schuster Books for Young Readers, and Simon Spotlight®. While maintaining an extensive award-winning backlist, the division continues to publish acclaimed and bestselling books for children of all ages. Simon & Schuster publishes numerous Caldecott, Newbery, and National Book Award winners. For more information about Simon & Schuster Children’s Publishing, visit our website .

Related Links

The Grant’s webpage

Kimberly L. Redd, MSHTM

Program Manager, Certification and Talent Development

Office for Human Resource Development and Recruitment (HRDR)

312.280.4279

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