sample letter of intent for research proposal

Compliance protocols MUST be approved and linked in SeRA to a SPO project record prior to award acceptance. 

Pre-Proposals and Letters of Intent (LOIs)

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Sponsors sometimes require applicants to submit a pre-proposal or letter of intent in response to a funding opportunity announcement.  Sponsors then review the pre-proposal or letter of intent submissions and select and invite a subset of applicants to submit full applications for the relevant funding opportunity announcement.

NOTE:  Pre-proposals or letters of intent (LOIs) that REQUIRE and/or include any of the following require institutional (OSR or RMG) review, ARE subject to the  Stanford Internal 5- Day Proposal Deadline Policy  and REQUIRE a  SeRA Pre-Proposal .

• Institutional signature (written or electronic)
• Submission through a portal or platform where OSR or RMG as institutional officials/Authorized Organizational Representatives (AORs) must complete the submission i.e., "push the button"
• ANY commitment of institutional resources including, but not limited to: PI time/effort, staff time, space, facilities use, project completion, students, and/ or post-doc participation/time, etc.  Most often, but not always, these resources are expressed in a budget and/or matching and/or cost sharing information.

For example: National Science Foundation (NSF) letters of intent (LOIs) and pre-proposals, like NSF proposals, are prepared under an investigator's NSF account in Research.gov and are submitted to the NSF by an Authorized Organizational Representative (AOR) i.e., by an OSR Contract and Grant Officer (CGO) or a School of Medicine Research Management Group (RMG) Research Process Manager (RPM).  Thus, because NSF LOIs and pre-proposals REQUIRE institutional level review and submission, they ARE subject to the Stanford Internal 5- Day Proposal Deadline Policy  and REQUIRE a  SeRA Pre-Proposal .

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Foundation Relations

Guidelines for a letter of intent, (a loi is also known as a letter of inquiry or a concept paper.).

• Background: Your first contact with a foundation should be extensively studying the foundations website, reviewing the foundation's missions and goals, an annual report, giving guidelines, and grants list. If you have unanswered questions contact the CFR who may contact the foundation on your behalf.
• If, after carefully reviewing this material, you determine that this foundation is an appropriate match for you, your next contact will be a Letter of Inquiry, which is a brief summary of your project.
• Important: A Letter of Inquiry is not a vague exploration of an idea. It is assumed that you have already thought through your proposed project (including a budget!) and are just presenting an abbreviated description.

A Letter of Inquiry allows the foundation to quickly assess if there is a good match between the foundation's interests and the project. If it appears to be a good match, they will request a full proposal. When you see the words, "proposals not accepted," it usually means you must first submit a letter of inquiry. 

The LOI must be concise yet engaging. Use your words smartly. Avoid jargon, adjectives, flowery subjective statements that are not supported by facts. Write a logical, persuasive argument emphasizing how this project can help solve a significant problem or void in the knowledge base.

Please review the  Basic Components of a Proposal  because a Letter of Inquiry is a condensed version of a proposal. Include the highlights of that information. For example, an executive summary will be a full page of your proposal, but in a LOI it will only be one paragraph. Letters of Intent are generally 2–3 pages. If the foundation indicates a page limit, do not exceed it!

Components of a LOI

Unless otherwise indicated by the foundation, the contents will generally follow this format:

1. Opening Paragraph: Your summary statement.

• It should be able to stand alone. If the reviewer reads nothing else they should know what you want to do from reading this paragraph. Make it clear what you want the reader to do; for example, consider funding the project.
• Answer the following: Who wants to do what? How much is being requested? Is this a portion of a larger project cost? Over what period of time is money being requested?

"The School of Nursing at the University of Massachusetts at Amherst (UMass) seeks support for developing an innovative undergraduate and graduate curriculum in psychiatric mental health nursing that will prepare expert nurse clinicians in the delivery of mental health services to at-risk adolescents in the community setting. We are requesting $87,000 over a two-year period."

[FYI:  This proposal got funded!]

• You also may want to say if you are responding to an RFP (Request for Proposals) or make the connection between the foundation's interest and your project.
• Keep this paragraph short! This seems like a lot to address, but you will have room later to explain your rationale for the project, your methodology, and to establish your credibility.

2. Statement of Need: The "why" of the project. (1–2 paragraphs)

• Explain what issue you are addressing.
• Explain why you have chosen to respond to this set of issues in the way that you have.
• State briefly why this matters in the area in which you will be working.
• Note who benefits. Make sure you can indicate the public good achieved.

3. Project Activity: The "what" and "how" of the project. (The bulk of your letter)

• Give an overview of the activities involved. Give details to the degree that space allows.
• Highlight why your approach is novel and deserving of the special attention that funding connotes.
• Indicate if there will be collaboration with other organizations and what their roles will be. Be specific about who does what.

4. Outcomes (1–2 paragraphs; before or after the Project Activity)

• State the specific outcomes you hope to achieve.
• Indicate how evaluation is part of the project. How will you know you've achieved these outcomes?

5. Credentials (1–2 paragraphs)

• Demonstrate why your institution or your staff is best equipped to carry out this activity.
• Put any historic background about the institution here.
• Brag with substance. Indicate awards, rankings, and tangible measures that set you apart from your peers.

6. Budget (1–2 paragraphs)

• General description of the projects funding needs and total amount of request.

7. Closing (1 paragraph)

• Offer to give any additional information the foundation might need. Include a contact name and contact information.
• Express appreciation for the reader's attention, or for the opportunity to submit if it is in response to a Request for Proposals (RFP).
• Specifically indicate you are interested in discussing the project and will "contact their office" by a certain date (allowing time for them to receive and read the letter).

8. Signature

• Contact CFR to determine who would be the best person to sign the LOI.

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Letters of Intent

620 W. Lexington St. Fourth Floor Baltimore, MD 21201

P 410-706-6723

Letters of intent to apply and preliminary proposals or “pre-proposals” are in a gray area with regard to routing. Neither the letter of intent nor the pre-proposal, as such, will result in funding. However, an institutional endorsement is often required. Should these documents be routed?

Letters of intent

A letter of intent is a non-binding document that simply helps the sponsor determine how many applications can be expected as a result of the solicitation or announcement and, in some cases, how many reviewers and the specific expertise that is likely to be needed for peer review. Letters of intent do not need to be routed.

NIH - Are Letters of Intent Required?

Preliminary proposals (Pre-proposals)

Pre-proposals may serve a similar purpose of sponsor resource allocation but often are used to determine the "top tier" of proposals. In this case, after review of the preliminary proposals, a select number of these applicants are invited to submit full applications. Some companies request a preliminary proposal for their consideration for support of a research project.

Pre-proposals that include a preliminary or estimated budget should be routed. The preliminary or estimated budget should include Facilities and Administrative Costs (indirect costs) at the appropriate rate. If turnaround time for submission of the pre-proposal is short, Office of Research and Development staff will work with you to meet the deadline.

If a full proposal is submitted as a follow-up to the preliminary proposal, the full proposal must be routed as a "New" submission even if the preliminary proposal was routed. For system-to-system Grants.gov submissions, follow agency instructions for referencing or attaching the pre-proposal.

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6 Examples: How to Write a Perfect Proposal Letter (Step-by-Step)

By Status.net Editorial Team on November 8, 2023 — 14 minutes to read

• Understanding Proposal Letters Part 1
• Structuring Your Proposal Letter Part 2
• Key Elements of a Proposal Letter Part 3
• Step-By-Step Guide to Writing a Proposal Letter Part 4
• How to Write a Business Proposal Letter (Example) Part 5
• How to Write a Job Proposal Letter (Example) Part 6
• How to Write an Academic Proposal Letter (Example) Part 7
• Successful Business Proposal Email Example Part 8
• Example of a Proposal Letter for a Marketing Project Part 9
• Effective Job Proposal Email Example Part 10

Part 1 Understanding Proposal Letters

A proposal letter is a written document sent to a potential client, employer, or partner, outlining your proposed idea, project, or plan. It aims to persuade the recipient to consider your proposal and take action on it.

To begin with, think of the end goal. Identify what you want to achieve with your proposal letter. This could be anything from securing a contract to obtaining funding for a project. Having a clear objective in mind helps you create a compelling document.

Next, research your target audience. Understand the recipient’s needs, preferences, and potential pain points. Tailor your letter to demonstrate how it addresses their specific requirements boosting your chances of success.

Now, let’s discuss the structure of a proposal letter. Generally, it follows a simple layout:

• Salutation : Start with a formal greeting, addressing the recipient by their full name or title.
• Introduction : Introduce the purpose of your letter, highlighting the central theme of your proposal.
• Body : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.
• Conclusion : Summarize the key points and request for a follow-up meeting or discussion.
• Closing : End with a courteous sign-off, such as “Sincerely” or “Best regards.”

Part 2 Structuring Your Proposal Letter

Starting with a strong introduction.

Begin your proposal letter with a friendly, professional tone that captures your reader’s attention. Introduce yourself and your organization, briefly explaining your background and experience. Connect with your reader by showing that you understand their needs and goals. Make sure you mention the purpose of your proposal and the solution you want to offer with confidence.

Proposing Your Idea

After laying the groundwork, dive into the details of your proposal. Explain what your solution or idea is and how it addresses the needs and goals mentioned earlier. Make sure to highlight the key benefits, focusing on what’s in it for your reader. Be specific and use facts, figures, and examples to support your claims. Keep your paragraphs organized and use bullet points or bold text to emphasize important information.

For example:

• Benefit 1: Reduction in production costs by 30%
• Benefit 2: Improved customer satisfaction
• Benefit 3: Streamlined workflow processes

This will help your reader easily understand and remember the main points of your proposal.

Ending with a Perfect Conclusion

End your proposal letter on a positive note, summarizing the main benefits and advantages of your idea. Reiterate your enthusiasm and commitment to providing the best solution possible. Offer your assistance in answering any questions or addressing concerns your reader might have. Finish with a call-to-action, such as setting up a meeting or signing a contract, and provide your contact information so they can easily get in touch with you.

Part 3 Key Elements of a Proposal Letter

Clear objective.

A successful proposal letter begins with a clear objective. When writing your letter, make sure to state the purpose of the proposal in a concise and straightforward manner. This helps the reader understand what you want to achieve and the solution you’re providing. Avoid using jargon or complex language, as it can be confusing and might lead the reader to misunderstand the core message.

Specific Details

Providing specific details is important to make your proposal letter more persuasive. This includes outlining the scope of work, timeframe, and estimated costs for the project. You should also highlight any unique aspects of your proposal that set it apart from competitors or alternative solutions.

For example, if you’re proposing a marketing campaign, you could outline the target audience, marketing channels you’ll use, content creation, and metrics for success. By providing specifics, you demonstrate that you’ve put thought into the project and have a well-planned approach, instilling confidence in the reader that you are the right choice.

Compelling Reasoning

Your proposal letter should include compelling reasoning for why the recipient should choose your solution. This can include:

• Demonstrating your expertise and experience in the field
• Explaining the benefits of your proposed solution
• Sharing success stories and testimonials from past clients or projects
• Outlining how your proposal aligns with the recipient’s goals and needs

For example, continuing with the marketing campaign proposal, you could discuss how your experience in handling similar projects has led to significant increases in sales and brand recognition for your clients. Also, you might explain how your approach aligns with the recipient’s target demographics or business objectives to strengthen your case.

Part 4 Step-By-Step Guide to Writing a Proposal Letter

• Start by addressing the recipient with their professional title and full name.
• In the first paragraph, state the purpose of your letter and summarize your proposal briefly. Make sure to highlight the key benefits of your proposal for the recipient or their organization.
• In the next few paragraphs, provide details about your proposed project or partnership, such as your objectives, timelines, and expected outcomes. Also, showcase your competence and experience by mentioning relevant achievements or past collaborations.
• When closing the letter, express gratitude for their time and consideration. Offer to provide further information or answer any questions they may have.
• Lastly, include your full name, title, contact information, and signature.

Choosing the Right Format

Make sure your letter is in the right format to make it look professional. You will typically use a business letter format, which includes:

• Your contact information
• The recipient’s contact information
• Subject line (optional)
• Body of the letter

[Contact Details]

Dear [Recipient’s Name],

Re: [Proposal subject]

[Body of the letter]

[Your Name]

Setting the Tone

Maintain a friendly yet professional tone throughout your proposal letter. Be polite and respectful, addressing the recipient by their full name, and using “please” and “thank you” when appropriate. Keep the language conversational but clear, so your reader can easily understand your proposal. Stay away from overly technical terms or jargon, unless it is necessary and you’re sure your recipient will understand it.

Drafting the Body

Begin by providing an overview of the problem or need your proposal is addressing. Clearly explain the issue and why it’s important to solve it. Next, describe your proposed solution in detail, outlining your plan and how it will benefit the recipient. Be specific and realistic in your description; for example, if you’re proposing a project with a timeline and budget, include concrete figures and dates.

Break down your proposal into smaller sections, using separate paragraphs or even bullet points if helpful. This makes it easier for your reader to follow your argument and understand the various aspects of your proposal. Here’s a quick outline of what you should cover in the body of your proposal letter:

• Problem/need introduction
• Proposed solution
• Benefits of the solution
• Timeline and budget (if applicable)
• Your qualifications (why you’re the right choice to carry out the proposal)
• A call to action (how they can take the next step)

Proofreading Carefully

Before sending your proposal letter, take the time to thoroughly proofread it for errors in grammar, spelling, and formatting. Ensuring that your letter is polished and error-free shows the recipient that you take your proposal seriously and are committed to quality in your work. If possible, ask a colleague or friend to review your letter as well since a fresh set of eyes can often catch errors that you might have missed.

Part 5 How to Write a Business Proposal Letter (Example)

When writing a business proposal letter, your goal is to present your ideas or services in a way that’s compelling and clear. Business proposal letters can be sent to potential clients, partners, or investors. Here are some tips for writing an effective business proposal letter:

• Start with a brief introduction of your company and its offerings.
• Highlight the benefits of your product or service, focusing on the value it will bring to the recipient.
• Be specific about costs, timelines, and any other relevant information.
• Use clear, concise language, and avoid using jargon or overly technical terms.
• Close the letter by mentioning next steps, such as arranging a meeting or following up with further information.

Subject: New Collaboration Opportunity with [Your Company Name] Dear [Recipient’s Name], I’m reaching out on behalf of [Your Company Name] to discuss an exciting opportunity for collaboration. Our team has developed an innovative marketing strategy that could greatly benefit your company by increasing your customer acquisition rate by 20% within the next six months. […] We look forward to the possibility of working together and will be in touch shortly to schedule a meeting to discuss further details.

Part 6 How to Write a Job Proposal Letter (Example)

Job proposal letters are typically written by job seekers looking to create their own position within a company or to highlight their unique skills and experience. These letters should be concise, persuasive, and tailored to the specific company and its needs. Here are some key points to include:

• Briefly mention your background and skills relevant to the position.
• Describe how your unique abilities can positively impact the organization.
• Offer specific examples of how you can contribute to the company’s goals and objectives.
• End with a call to action, offering to provide more information or meet to discuss the opportunity further.

Subject: Job Proposal for Social Media Manager at [Company] Dear [Recipient’s Name], As an experienced social media professional, I am excited by the opportunity to bring my skills and expertise to [Company]. Based on my research of your current online presence, I believe I can contribute to increasing your brand awareness and engagement through a tailored social media strategy. […] I would appreciate the opportunity to further discuss how my background and passion for social media can contribute to [Company]’s growth and success. Please feel free to contact me at your convenience.

Part 7 How to Write an Academic Proposal Letter (Example)

Academic proposal letters are typically written by students or researchers seeking funding or approval for a research project. These letters should be well-organized, clear, and focused on the proposed project’s objectives and potential benefits. Consider the following when working on your academic proposal letter:

• Introduce the main research question or hypothesis.
• Provide a brief overview of the project’s methodology and work plan.
• Describe the expected outcomes and significance of the research.
• Include information about the project’s potential impact on the field and broader society.

Subject: Research Proposal for Study on the Effects of Mindfulness-Based Interventions Dear [Recipient’s Name], I am writing to propose a research project investigating the effects of mindfulness-based interventions on individuals suffering from chronic stress. The primary aim of the study will be to determine the overall efficacy of these interventions in reducing stress levels and improving overall mental wellbeing.

[…] I am confident that the results of this research will contribute significantly to our understanding of the relationship between mindfulness and mental health.

Part 8 Successful Business Proposal Email Example

Imagine you own a marketing agency, and you’d like to help a local business grow their social media presence. Start by addressing the recipient’s pain points, such as limited engagement on their platforms. Then, briefly introduce your agency and express excitement about working together:

Subject: Boost Your Social Media Engagement with Our Expertise

We’ve noticed that your business has a strong online presence, but engagement on your social media channels seems to be underwhelming. Our team at [Your Agency’s Name] can help you turn this around and maximize your audience interaction.

With our tailored social media marketing strategies, we’ve helped numerous clients increase their online engagement by an average of 65%. Our approach focuses on:

– Identifying and targeting your ideal customers – Creating high-quality, engaging content – Enhancing brand image and authority

We would love to discuss this opportunity further and provide you with a detailed plan on how we can work together to elevate your social media presence.

Looking forward to hearing from you, [Your Full Name] [Your Agency’s Name] [Contact Details]

Part 9 Example of a Proposal Letter for a Marketing Project

I’m excited to present our idea for boosting sales at ABC Company through a targeted marketing campaign.

As we discussed in our previous meeting, the sales figures have plateaued over the past year. Our marketing team has analyzed the situation and developed a strategy to increase brand awareness and boost sales. The campaign will focus on social media, email marketing, and online advertisements.

By implementing this project, we expect the following results:

– Enhanced brand visibility – Increased customer engagement – A 20% rise in sales within six months

The total cost for the marketing campaign is $10,000. This includes creative design, copywriting, ad placements, and performance monitoring. We propose a six-month timeline for the project, starting in December.

I would be delighted to discuss the proposal in more detail or provide further information as needed. Please let me know your availability, and I’ll schedule a follow-up meeting at your convenience.

Thank you for considering our proposal. I look forward to working together on this exciting project.

Best regards, [Name]

Keep in mind that proposal letters vary in length and detail depending on the project’s size and complexity. Always customize your letter to fit the specific requirements and expectations of the recipient.

Part 10 Effective Job Proposal Email Example

Now, let’s say you’re a freelance graphic designer aiming to work with a company that recently launched a new product. Start by expressing your intentions and introduce your expertise. Showcase your experience and services offered related to their needs:

Subject: Elevate Your New Product Launch with Professional Graphic Design Services

Hello [Recipient’s Name],

I recently came across your new product launch, and I believe your marketing materials could benefit from some professional graphic design enhancements. As an experienced graphic designer, I’d like to offer my services to help elevate your visual presentation and attract more customers.

With over five years of experience in the industry, I can create compelling designs for:

– Product packaging – Promotional materials (e.g., brochures, banners, posters) – Social media graphics – Website elements

Please find my online portfolio attached, showcasing my diverse design styles and previous projects. I’m confident that my skills and expertise can significantly contribute to your product’s success in the market.

If you’re interested, kindly reach out to me to discuss further details and pricing.

Best regards, [Your Full Name] [Contact Details]

Frequently Asked Questions

1. what are the key components to include in a proposal letter.

A well-crafted proposal letter should include the following key components:

• Opening Statement: Start with a concise and informative introduction that grabs the reader’s attention.
• Background Information: Provide necessary context to help your reader understand the problem or opportunity.
• Proposed Solution: Outline your proposed solution, including your unique selling points or innovative approach.
• Timeline and Budget: Give a brief overview of the estimated project duration and budget required.
• Call to Action: End with a call to action, inviting the reader to take the next step, whether it’s to request more information, schedule a meeting, or approve the proposal.

2. Can you share some tips on making a proposal letter persuasive?

To make your proposal letter persuasive, consider these tips:

• Use clear and concise language to effectively communicate your ideas.
• Focus on the benefits that the reader will gain from your proposal, emphasizing the value you bring.
• Include specific examples, case studies, or testimonials to back up your claims.
• Address any potential objections or concerns the reader may have and provide appropriate solutions.

3. What’s the best way to structure a proposal letter for a research project?

A research proposal letter should generally include the following structure:

• Introduction: Provide a brief overview of your research topic and its significance.
• Background and Literature Review: Summarize relevant research and demonstrate your expertise in the field.
• Research Questions and Objectives: Clearly state your research questions and the expected outcomes.
• Methodology: Explain your research approach and the techniques you will use.
• Expected Results: Provide an idea of the anticipated results and their significance.
• Timeline and Budget: Outline the project timeline and the funding required.

4. How do I create an effective business proposal letter for a potential client?

To create an effective business proposal letter, follow these steps:

• Start with a strong opening that captures the client’s attention.
• Clearly state the problem or opportunity your proposal addresses.
• Present your proposed solution, focusing on its unique and beneficial aspects.
• Provide evidence of your expertise and past successes, such as case studies or testimonials.
• Detail any necessary resources, deliverables, and a realistic timeline.
• End with a compelling call to action, inviting the client to take the next step.

5. In what order should I present my ideas when writing a proposal letter step by step?

When writing your proposal letter, present your ideas in a logical order that flows well for the reader. A typical order could include:

• Opening Statement: Grab the reader’s attention and introduce your proposal.
• Background Information: Provide relevant context to help your audience understand the issue or opportunity.
• Proposed Solution: Detail your unique and compelling solution to the problem.
• Evidence and Support: Showcase your expertise, past successes, and any supporting data.
• Timeline and Budget: Give an overview of the project’s duration and required funding.
• Call to Action: Conclude with a strong call to action that encourages the reader to move forward.
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Write Proposal

Plan proposal, develop proposal content.

Investigators and scientific personnel should work with their department research administrators to identify technical and business elements that need to be submitted as part of their research proposals. Requirements will vary depending on the source of funding, or sponsor of the research.

Before preparing your proposal, carefully read the Funding Opportunity Announcement (FOA)/Sponsor Instructions . This will help guide your proposal development.

Sponsor instructions can be found on the:

• Program announcement (PA)
• Request for Application (RFA)
• Request for Proposal (RFP)
• Funding Opportunity Announcement (FOA)
• Broad Agency Announcement (BAA)
• Sponsor website
• Sponsor-specific Proposal Instructions, e.g. SF424 (R&R) Guide, NSF Proposal & Award Policies & Procedures Guide (PAPPG)

In addition to these instructions, sponsors often have general policies and guidelines that must be followed.  Federal sponsors also adopt Uniform Guidance and agency-specific regulations that may impact proposal preparation. Review select sponsor requirements as well as the hierarchy of federal regulation to understand what these requirements are and where they come from.

Make sure to use current sponsor-provided templates and pay attention to sponsor notifications on updated application requirements.

Review additional considerations guidance for topics such as Human Subjects, Subawards, Industry Clinical trials and more.

Identify and plan for internal deadlines related to the technical and business components of your proposals. Business components often must be finalized ahead of associated technical components. Consider using project management tools, such as the Collaborative Proposal Resources . Adapt the Annotated Workplan to help keep team members accountable for completing required sections by deadlines; use the checklist to ensure you have all your bases covered.

Prepare all UW and sponsor required forms including UW institutional information .

At a minimum, proposals must contain a scope of work, budget, budget justification, collaborator letters of intent, biosketch, and other sponsor-required documentation, as applicable.

If you have not already done so, verify:

• PIs/Senior Key Personnel committed to or identified for the project have not been debarred or suspended .
• Vendors are not considered a covered telecommunications equipment or services supplier.
• Vendors for procurement purchases under $35k are not listed within the SAM.gov exclusions list.

Coordinate letters of support or commitment from any other investigators or research locations to ensure final copies are received and incorporated into your proposal in time for internal and sponsor deadlines.

Early review and planning to include biosketches and collaborators information such as current and pending or other support can help with budget preparation and prevent delays in proposal routing.

There are other unique considerations depending on the scope of work and who is participating on the project.

Scope of Work

The Scope of Work or Research Plan describes the research to be conducted and may include a timeline, milestones, and deliverables. Consult sponsor guidelines and any relevant funding opportunity announcements for guidance. The level of detail will vary depending upon the proposal/award type (grant or contract) and sponsor and should be adjusted appropriately. Generally, it is best to provide as much detail as required to meet the potential sponsor’s needs, but not so much as to restrict your ability to adjust the scope if necessary during the project. Provide enough details about the purpose and aims so your UW administrative and compliance reviewers have the information needed to carry out their review.

Budget Preparation

The budget is a financial reflection of the scope of work. Follow internal and external sponsor guidelines as well as UW policies when preparing proposal budgets .

SAGE Budget is the recommended tool for preparing proposal budgets at the UW. This tool provides streamlined, efficient entry, and reliable calculations leveraged from institutional data (UW salaries, benefits, and F&A rates). Budgets created using this tool also provide an easy-to-read summary view for reviewers and PIs.

Review more guidance on:

• Budget Development
• SAGE Budget
• Sponsor Requirements

Budget Justification

The budget justification accompanies your budget and describes to the sponsor how each cost will support the award. Review budget justification guidance for preparing your proposal.

Collaborator Letters of Intent

Collaborators can be subrecipients, consultants, or other significant contributors. Review more information on formalizing collaborations .

Keep in mind, that incorporating letters of intent from individuals or entities outside the University can take more time. Projects with outside collaborators should allow for this in the timeline .

Biosketches

Most sponsors use biosketches to assess the qualifications of the PI and other key personnel on a project. Biosketches often include education and training background, positions held, research support and publications, as well as honors or other recognition received in the individual’s field of study.

Federal sponsors typically have specific templates or required formats to such as the NSF-approved biosketch formats or the NIH biosketch format template.

All personnel should keep their biosketches up to date and easily accessible, for proposal preparation.  There are tools available to develop and update your biosketch, including SciENcv .

• NSF-Approved Biographical Sketch
• NSF-Approved Current and Pending Support
• Collaborator and Other Affiliations (COA) template

Forms, Templates and Tools

• NIH: Writing Your Application
• NSF: Guide for Proposal Writing
• Grantsmanship Center
• Philanthropy Northwest
• Proposal Development Checklist
• Opportunity Evaluation Matrix
• Proposal Development Timeline
• RFA/RFP Elements Mapped to Deadlines
• Guidance for NIH Institutional Training Grants
• Subrecipient, Contractor/Vendor, Consultant?
• NIH: Sample Grant Applications
• New to UW Research
• UW Approved Sponsored Research Agreement (SRA) Template

Policies, Procedures and Guidance

• GIM 01 – Review and Submission Requirements for Proposals
• GIM 34 – Classification of External Support as Either a…
• GIM 10 – Financial Conflict of Interest Policy
• GIM 19 – Internal Deadlines for Proposals to External Entities
• GIM 07 – Sponsored Program Subaward Administration
• CORE: Blueprint of a Proposal

Announcements

University of washington office of research, or support offices.

• Human Subjects Division (HSD)
• Office of Animal Welfare (OAW)
• Office of Research (OR)
• Office of Research Information Services (ORIS)
• Office of Sponsored Programs (OSP)

OR Research Units

• Applied Physics Laboratory (APL-UW)
• WA National Primate Research Center (WaNPRC)

Research Partner Offices

• Corporate and Foundation Relations (CFR)
• Enivronmental Health and Safety (EH&S)
• Grant and Contract Accounting (GCA)
• Institute of Translational Health Sciences (ITHS)
• Management Accounting and Analysis (MAA)
• Post Award Fiscal Compliance (PAFC)

Collaboration

• Centers and Institutes
• Collaborative Proposal Development Resources
• Research Fact Sheet
• Research Annual Report
• Stats and Rankings
• Honors and Awards
• Office of Research

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• You are currently on: Statement of Research Intent

Statement of Research Intent

Explanation of document.

A Statement of Research Intent defines your chosen area of study and details the aims of your proposed research project. 

Why this document may be required?

If you’re applying for a Doctor of Philosophy (PhD) or a Named Doctorate, you will be asked to submit a Statement of Research Intent.

This statement is needed because it provides an indication of the subject, scope, and approach to the research you wish to undertake. Additionally, it will assist in determining whether supervision is available for your intended project.

Your statement must clearly layout your:

• Area of research interest
• Intended topic
• Research background
• Professional background

Your statement must also show:

• Why you have chosen your area of research interest
• What you plan to achieve in your studies with the University of Auckland

Please note, the Statement of Research Intent requirements vary depending on the faculty you’re applying to.

You can find the required Statement of Research Intent template for your chosen faculty further down this page.

University of Auckland Doctoral Scholarship

If you’re interested in the University of Auckland Doctoral Scholarship, you will need to indicate in your Statement of Research Intent that you wish to be considered.

For more information, please see University of Auckland Doctoral Scholarships .

Where to submit your document

When you have finished your Statement of Research Intent, you can upload your statement to your application portal as a supporting document.

We recommend that you submit your Statement of Research Intent as a pdf document.

To access your application portal, please visit Continue your application .

Is certification required?

Your Statement of Research Intent does not need to be certified. 

Is translation required?

If your Statement of Research Intent is written in a language other than English, you will need to translate your statement into English.

The University of Auckland is an English-medium university.

What are your next steps?

The requirements for your Statement of Research Intent will vary depending on the faculty you apply to.

Your statement is an important part of your application. If you meet all the entry requirements for your chosen doctoral programme, your Statement of Research Intent is sent to the relevant department for assessment.

The department will identify suitable supervisors for your proposed topic of research.

This may take some time as the process differs between each faculty.

In general, doctoral applications can take eight weeks or longer to be assessed. This is because there are different levels of approvals required.

For more information about the doctoral admissions process, please see Doctoral applications .

Download your Statement of Research Intent template

Each Faculty and Large Scale Research Institute has their own Statement of Research Intent. Some University Research Centres also have their own Statement of Research Intent: 

• Te Poutoko Ora a Kiwa, Centre for Pacific and Global Health

CCREATE-AGE: Centre for Co-Created Ageing Research

Download the relevant document for your intended programme of study

Faculty of Arts

Faculty of Arts - Initial Statement of Research Intent . Size: 140.8 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Faculty of Arts.

Download this DOCX file. Size: 140.8 kB .

Faculty of Business and Economics

Business School - Initial Statement of Research Intent . Size: 50.6 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Business School.

Download this DOCX file. Size: 50.6 kB .

Faculty of Creative Arts and Industries

Faculty of Creative Arts and Industries - Initial Statement of Research Intent . Size: 184.7 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Faculty of Creative Arts and Industries.

Download this DOCX file. Size: 184.7 kB .

Faculty of Education and Social Work

Faculty of Education and Social Work - Initial Statement of Research Intent . Size: 61.3 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Faculty of Education and Social Work.

Download this DOCX file. Size: 61.3 kB .

Faculty of Engineering

Faculty of Engineering - Initial Statement of Research Intent . Size: 222.2 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Faculty of Engineering.

Download this DOCX file. Size: 222.2 kB .

Faculty of Law

Faculty of Law - Initial Statement of Research Intent . Size: 148.1 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Faculty of Law.

Download this DOCX file. Size: 148.1 kB .

Faculty of Medical and Health Science

Faculty of Medical and Health Science - Initial Statement of Research Intent . Size: 166.9 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Faculty of Medical and Health Science.

Download this DOCX file. Size: 166.9 kB .

Faculty of Science

Faculty of Science - Initial Statement of Research Intent . Size: 259.9 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Faculty of Science.

Download this DOCX file. Size: 259.9 kB .

Large Scale Research Institute

Auckland Bioengineering Institute

Auckland Bioengineering Institute - Initial Statement of Research Intent . Size: 667.3 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Auckland Bioengineering Institute.

Download this DOCX file. Size: 667.3 kB .

Liggins Institute

Liggins Institute - Initial Statement of Research Intent . Size: 49.3 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for the Liggins Institute.

Download this DOCX file. Size: 49.3 kB .

University Research Centres

Te Poutoko Ora a Kiwa | Centre for Pacific and Global Health

Te Poutoko Ora a Kiwa - Initial Statement of Research Intent . Size: 73.4 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for Te Poutoko Ora a Kiwa, Centre for Pacific and Global Health.

Download this DOCX file. Size: 73.4 kB .

CCREATE-AGE - Initial Statement of Research Intent . Size: 116.3 kB. Type: DOCX .

Document Description: A statement to indicate your area of research interest, and research and professional background. This is for CCREATE-AGE: Centre for Co-Created Ageing Research.

Download this DOCX file. Size: 116.3 kB .

Permission Letter To Conduct Research: How To Draft It Right!

In this article, I’ll share my insights and provide you with a step-by-step guide, including customizable templates , to craft your own effective permission letter for research.

Key Takeaways Understand the purpose and importance of a permission letter for research. Learn the essential components to include in your letter. Get a step-by-step guide to writing a compelling permission letter. Benefit from a customizable template to streamline your writing process. Discover practical tips from my personal experience to enhance your letter.

Understanding the Importance of a Permission Letter for Research

A permission letter for research is a crucial document that formally requests authorization to conduct a study in specific locations or collect data from a particular group.

It serves as a formal agreement between the researcher and the authority or individuals involved, ensuring that the research is conducted ethically and legally.

Step-by-Step Guide to Writing Your Permission Letter

Step 1: start with contact information and date.

Always begin your letter by stating your contact information at the top, followed by the date. This should include your name, address, phone number, and email address.

Step 2: Address the Recipient Properly

Address the recipient by their proper title and name. If you’re unsure, a general “To Whom It May Concern” can suffice, but personalized greetings are always more impactful.

Step 3: Introduce Yourself and Your Affiliation

Trending now: find out why.

Introduce yourself, your position, and your affiliation. This sets the context and establishes your credibility.

Step 4: Clearly State the Purpose of Your Letter

Be clear and concise about your intent to seek permission for research. Mention the research topic and why the specific site or group is essential for your study.

Step 5: Provide Details of Your Research

Explain the scope of your research, the methodology you’ll use, and the expected duration. Transparency is key to gaining trust and approval.

Step 6: Assure Ethical Compliance

Highlight your commitment to ethical standards, including how you’ll ensure participant confidentiality and data protection.

Step 7: Request for Approval

Politely request permission to proceed with your research, expressing your willingness to comply with any required protocols or guidelines.

Step 8: Include Contact Information for Follow-up

Offer your contact information again, encouraging the recipient to reach out with any questions or requests for further details.

Step 9: Close with a Professional Salutation

End your letter with a professional closing, such as “Sincerely,” followed by your name and signature.

Template for a Permission Letter To Conduct Research

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

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

Dear [Recipient’s Name or Title],

I am writing to request permission to conduct research at [location/site/group], as part of my [research project/study] on [topic]. My name is [Your Name], and I am a [Your Position] at [Your Institution or Organization].

The purpose of my research is to [briefly state the objective]. I believe that [location/site/group] is essential for my study because [reason]. The research will involve [describe the methodology], and I anticipate it will take approximately [duration] to complete.

I assure you that all research activities will adhere to the highest ethical standards. Participant confidentiality and data protection will be strictly maintained throughout the research process.

Your approval to conduct this research would be greatly appreciated. I am more than willing to adhere to any specific protocols or requirements you may have. Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you have any questions or need further information.

Thank you for considering my request. I look forward to your positive response.

[Your Name] [Your Signature, if sending a hard copy]

Personal Tips from My Experience

• Personalize Your Letter:  Tailoring the letter to the recipient shows respect and attention to detail.
• Be Concise but Thorough:  Provide enough detail to inform but not so much that it overwhelms the reader.
• Follow-Up:  Don’t hesitate to follow up if you haven’t received a response within a reasonable time frame.
• Show Appreciation:  Always express gratitude for the recipient’s time and consideration.

I hope this guide helps you craft an effective permission letter for your research. I’d love to hear about your experiences or any additional tips you might have. Please share your thoughts and questions in the comments below!

Related Posts

• Free Templates for Research Permission Letters
• 3 Must-Have Templates for Requesting Permission Easily
• Sample Letter To Request To Attend A Conference: Free & Effective

Frequently Asked Questions (FAQs)

Q: What is a permission letter to conduct research?

Answer : A permission letter to conduct research is a formal request to obtain permission from an organization or individual to conduct research on a particular topic. This type of letter is commonly used by students, researchers, and scholars who require permission to carry out their research.

Q: Why is a permission letter to conduct research important?

Answer : A permission letter to conduct research is important because it shows that the researcher has obtained the necessary permissions to conduct their research. It also provides a clear understanding of the scope and nature of the research and how it will be conducted, which can help to prevent misunderstandings or legal issues.

Q: Who should I address my permission letter to?

Answer : You should address your permission letter to the individual or organization that has the authority to grant permission for your research. This could be the head of the organization, a department manager, or an individual who is responsible for the area that you wish to conduct research in.

Q: What should I include in my permission letter to conduct research?

Answer : Your permission letter to conduct research should include an introduction that outlines your research topic and objectives, an explanation of why you need permission, an overview of your research methodology, details on the timeline and logistics of your research, and a formal closing that thanks the recipient for their time and consideration.

Q: How do I ensure that my permission letter to conduct research is effective?

Answer : To ensure that your permission letter to conduct research is effective, make sure that it is clear, concise, and polite. Provide detailed information about your research and the nature of your request, and address any potential concerns or objections that the recipient may have. Finally, proofread your letter carefully to ensure that it is free from errors and typos.

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University Research Administration

Letters of commitment, collaboration, and support.

• International Research Collaborations
• Proposal Development
• Sponsored Development Services
• Sponsored Program Services
• Research Compliance & Training
• Policies & Compliance

Quick Links

• URA Intranet 
• Conflict of Interest – Conflict of Commitment
• Finding Funding – Pivot
• PI Eligibility
• Quick Reference Fact Sheet
• URA Annual Report
• Forms, Templates, & Sponsor Resources (URA Intranet)

Many proposals require or allow letters from your institution, administrators, partners, and collaborators. Some funding organization request letters of support or commitment and others do not allow them. The Department of Education, for instance, rarely asks for letters, and, if included, would count against the proposal page count. The National Science Foundation, on the other hand, requires letters of collaboration, especially from the proposing institution and project partners, but does not allow letters of support. Other funding agencies leave the inclusion of letters to the proposer’s discretion.

It is important that proposers understand what is expected by the funder, the difference between the types of letters, and how to strengthen this aspect of a proposal. The following descriptions explain the general differences among these types of documents:

Letter of Commitment

A letter of commitment indicates the signatory’s intent to commit resources to the funded project as specified in the letter, should the proposal be funded. May also give the partner’s rationale for supporting the project and point to strengths of the organization that could be of value in implementing or sustaining the project.

Letter of Collaboration  

Letters of collaboration indicate the signatory’s intent to collaborate and/or commit resources as described in the proposal or the letter, should the proposal be funded.

NSF Letter of Collaboration

Documentation of collaborative arrangements of significance to the proposal through letters of collaboration. (See PAPPG  Chapter II.C.2.d(iv) ). Letters of collaboration should be limited to stating the intent to collaborate and should not contain endorsements or evaluation of the proposed project. The recommended format for letters of collaboration is as follows:

"If the proposal submitted by Dr. [insert the full name of the Principal Investigator] entitled [insert the proposal title] is selected for funding by NSF, it is my intent to collaborate and/or commit resources as detailed in the Project Description or the Facilities, Equipment and Other Resources section of the proposal."

Letter of Support  

A letter of support expresses the organization’s knowledge and support of the project, including why the project is important and how it relates to the organization’s mission or expressed goals. May address the proposer’s qualifications or abilities to complete the project. Such letters can add much additional information to strengthen the proposal.

NSF Letter of Support

While letters of collaboration are permitted, unless required by a specific program solicitation, letters of support should not be submitted as they are not a standard component of an NSF proposal. A letter of support is typically from a key stakeholder such as an organization, collaborator or Congressional Representative, and is used to convey a sense of enthusiasm for the project and/or to highlight the qualifications of the PI or co-PI. A letter of support submitted in response to a program solicitation requirement must be unique to the specific proposal submitted and cannot be altered without the author’s explicit prior approval. Proposals that contain letters of support not authorized by the program solicitation may be returned without review.

Preparing Letters

The PI should solicit letters well in advance of the due date so there will be time for signatures. Letters from partners should represent true, collaborative partnerships. These partnerships work best when partners have been involved in the proposal planning and preparation stages so that their concerns and ideas are addressed. It is often useful if you, after conversations with the writer, draft the letter or give the writer a list of talking points of things to include. This is especially important if resources are being committed.

Use the following guidelines in preparing letters:

• Keep letters short and to the point.
• Be specific about the nature of the collaboration or commitment.
• Usually indicate concrete actions the signer is committed to provide during the project.
• Do not commit to any dollar amount of funds or resources unless you have permission.
• Don’t use form letters; make each letter unique (except for NSF Letters of Collaboration). 

Institutional Commitment/Support Letters

Institutional commitment/support letters are intended to show department/college/university support that will be available to the project, without providing specific dollar amounts that could be construed as auditable cost sharing by the sponsor.  General statements should be made to convey university support towards the project. The letter should contain general statements such as:

“The University will provide offices, labs, and administrative space as necessary for the accomplishment of project deliverables.”

"University of Chicago has several labs that will be utilized for the proposed research.”

“Several graduate students within the department will be providing basic research support to the researchers during the life of the project.” 

Institutional Cost Share Letter

Cost share commitments should be kept to a minimum and provided only when required by the sponsor or justified in compelling circumstances.  Institutional cost share letters are intended to show institutional approval of the cost share commitments listed in the budget and budget justification. Specific dollars amounts are included and are considered auditable cost share. Examples of cost share are:

• State funded salaries/fringe benefits
• Unrecovered F&A (indirect costs)
• Tuition remission
• Cash contributions

Sample Institutional Commitment/Support Letter

(Insert Date) (Insert sponsor contact information)

Re: Letter of Institutional Commitment/Support

Dear (insert sponsor name),

I write to express my strong support for this grant proposal submitted to (insert sponsor name), titled “(insert proposal title)”.  I understand that (insert PI name) will pursue (insert a few words describing project).  As (insert title of person providing commitment letter), I can assure you that the University will provide the resources necessary to facilitate this project at NDSU. Specifically, the University has committed (insert general resource statements) in order to accomplish the objectives of this project. I am highly supportive of the efforts as outlined in this proposal, and (insert statement how this project will benefit a greater goal).

Best regards,

(Insert institutional authority)

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• Give to the University of Nebraska–Lincoln

Search Form

Components of a research proposal.

In general, the proposal components include:

Introduction: Provides reader with a broad overview of problem in context.

Statement of problem: Answers the question, “What research problem are you going to investigate?”

Literature review: Shows how your approach builds on existing research; helps you identify methodological and design issues in studies similar to your own; introduces you to measurement tools others have used effectively; helps you interpret findings; and ties results of your work to those who’ve preceded you.

Research design and methods: Describes how you’ll go about answering your research questions and confirming your hypothesis(es). Lists the hypothesis(es) to be tested, or states research question you’ll ask to seek a solution to your research problem. Include as much detail as possible: measurement instruments and procedures, subjects and sample size.

The research design is what you’ll also need to submit for approval from the Institutional Review Board (IRB) or the Institutional Animal Care and Use Committee (IACUC) if your research involves human or animal subjects, respectively.

Timeline: Breaks your project into small, easily doable steps via backwards calendar.

• Cost Principles and Unallowable Costs

On this page:

Cost principles, unallowable costs, award terms affecting allowable costs.

To be appropriate for a sponsored project, costs must be:

These cost principles are based on the  Uniform Guidance and the FAR , part of the  Code of Federal Regulations (eCFR) .

A cost is  allowable  when:

• Its purpose is specifically related to the sponsored award and necessary for project performance.
• It provides benefit in proportion to the amount charged.
• It is in agreement with Institute policies.

A cost allowable on one project may be unallowable on another.

Factors affecting the allowability of costs ( CFR 200.403 ):

• Costs necessary, reasonable and given consistent treatment
• Costs conforming to limits in the agreement or under federal cost principles ( CFR 200.420 Considerations for Selected Items of Cost )
• Costs must be adequately documented
• Costs not included as a cost or used to meet cost sharing or matching requirements of any other federally-financed program in either the current or a prior period
• Costs serve an Institute business purpose, including instruction, research, and public service
• Costs permissible according to MIT policy and federal regulations, regardless of whether it is a sponsored project
• Costs permissible for a sponsored project according to the terms and conditions of the sponsored agreement

A cost is  allocable  when it provides direct benefit to the project and can be specifically tied to the project ( CFR 200.405 ). Costs may be allocable to multiple projects where allocated appropriately across all projects that benefit.

An allocable cost:

• Is incurred specifically for the federal award ( 2 CFR 200.405(a)(1) )
• Benefits both the federal award and other work of the non-federal entity and can be distributed in proportions that may be approximated using reasonable methods ( 2 CFR 200.405(a)(2) )
• Is necessary to the overall operation of the non-federal entity and is assignable in part to the federal award in accordance with the principles in this subpart ( 2 CFR 200.405(a)(3) )

A cost is  reasonable  if:

• A prudent person would incur the costs at the time they are expensed.
• It is generally recognizable as necessary for the success of the project.
• It is consistent with Institute and sponsor policy.  

Factors determining whether a cost is reasonable ( CFR 200.404 ):

• The cost is ordinary and necessary for the performance of the activity.
• The cost does not exceed what a prudent person would pay in the course of business.
• The cost meets Federal and State laws, sponsored agreement terms and agency regulations.
• Incurrence of the cost is consistent with established Institute policies and practices.

A cost is  consistent  when costs incurred for the same purpose in like circumstances are treated consistently as either  direct or indirect costs . 

To ensure consistency, follow Institute policies on direct and indirect costs. Institute policies are based on:

• CAS 9905.501 Consistency in Estimating, Accumulating and Reporting Costs
• CAS 9905.502 Consistency in Allocating Costs for the Same Purpose
• CFR 200.412 Classification of Costs
• CFR 200.413 Direct Costs

Activities and transactions could be considered unallowable costs due to federal regulations, Institute policy, sponsor guidelines or terms and conditions of a sponsored project. Costs unallowable for federal reimbursement may be allowable on a non-federal project with the prior approval of the sponsor.

Unallowable Activities

Unallowable activities  where the function is prohibited  for reimbursement by federal regulation include:

• Alumni activities
• Organized fundraising
• Commencement and Convocation
• General public relations and alumni activities
• Student activities such as intramural activities and student clubs
• Managing investments solely to enhance income
• Prosecuting claims against the federal government
• Defending or prosecuting certain criminal, civil, or administrative proceedings
• Housing and personal living expenses of Institute officers
• Selling or marketing of goods and services (does not include selling goods or services internal to the Institute by its service centers)

Unallowable Transactions

Unallowable transactions  where the expenditure itself is for an item that is prohibited  even if otherwise allowable with Institute funds include:

• Advertising (only certain types are allowable)
• Alcoholic beverages
• Entertainment
• Fundraising or lobbying costs
• Fines and penalties
• Memorabilia or promotional materials
• Relocation costs if employee resigns within 12 months
• Certain recruitment costs, such as color advertising
• Certain travel costs, such as first-class travel
• Cash donations to other parties, such as donations to other universities
• Interest payments, except certain interest specifically coded as paid to outside parties and authorized by the Office of Finance
• Membership in civic, community, and social organizations or in dining and country clubs (seldom reimbursable by MIT)
• Goods or services for the personal use of employees, including automobiles
• Insurance against defects in MIT’s materials or workmanship
• Bad debt expense
• First class travel

Follow  Application of Award Terms  where restrictive or permissive conditions in the actual award document take precedence.

For example:

• If a sponsor specifies that international travel costs cannot be charged to a particular project, then those costs may  not  be charged to that project, even though MIT and federal regulations may allow them.
• If a research project requires the purchase of an otherwise “unallowable,” the purchase may be an allowable cost. For example, a behavioral study of memory and alcohol requires the purchase of alcohol to conduct the study.

Updated March 26, 2024

• Uniform Guidance Fixed Rate Requirements
• F&A Methodology
• F&A Components
• MIT Use of a de minimis Rate
• Fund Account Overhead Rates
• Allocation Rates
• Determination of On-Campus and Off-Campus Rates
• Employee Benefits (EB) Rates
• Vacation Accrual Rates
• Graduate Research Assistant Tuition Subsidy
• Historical RA Salary Levels
• MIT Facts and Profile Information
• Classification of Sponsored Projects
• Types of Sponsored Awards
• How Are Sponsored Projects Generated?
• Direct and Indirect Costs
• Pre-Proposals / Letters of Intent
• MIT Investigator Status
• Components of a Proposal
• Special Reviews
• Applying Through Workspace
• Proposal Preparation Checklist
• Proposals and Confidential Information
• Personnel Costs
• Subcontracts and Consultants
• Annotated Budget Justification - Federal Research
• Annotated Budget Justification - Non-Federal Research
• Annotated Budget Justification - Federal Non-Research
• Annotated Budget Justification - Non-Federal Non-Research
• Kuali Coeus Approval Mapping
• Roles and Responsibilities
• Submission of Revised Budgets
• Standard Contract Terms and Conditions
• Contractual Obligations and Problematic Terms and Conditions
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How to Write a Letter Of Support (With Examples)

How To Ask For A Letter Of Recommendation

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• Letters Of Support

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Summary. To write a letter of support , introduce yourself and then respectfully explain why the individual or organization you’re writing about deserves the reader’s backing. This letter can help students get scholarships, nonprofits get funding, and governments get reelected.

Letters of support are important considerations to make when applying for a job , for acceptance to a university, or for an organization looking for funding to support a goal.

The objective of these letters is relatively the same: to convince the person who reads them to take a specific action.

Being able to write a successful supporting letter is a great skill to have. In this article, we will go over how to write one, give an example, and give you tips to write the best support letter.

Key Takeaways

A letter of support can boost a student’s, organization’s, or government’s credibility.

Introduce yourself and then write your main points about why you support the individual or organization.

Be persuasive, but brief and respectful in your support letter.

What Is a Letter of Support?

How to write a letter of support, professional letter of support example, tips for writing an effective letter of support, support letter faq.

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A letter of support is a document used to bolster your credibility through a third-party testimonial. Letters of support are essential to students, businesses, and governments. For each, letters of support are used for different reasons.

For example, an organization or business might be looking for funding. A government may be applying for a grant to achieve a specific goal in a set amount of time. A student may be looking for their acceptance to a school, and a letter of support could help give them the additional credibility needed.

Letters of support can make or break an individual’s chances of getting what they want. That’s why you’ll want to make sure your letters are both effective and persuasive .

Make sure you know what your specific goal is so that you can best instruct the narrative, whether you are writing one or requesting one.

Although it may seem simple and straightforward to write a letter of support, there are a few details to be aware of before you dive in. Remember, writing a persuasive letter is the best chance you have of getting financial support for the goal you’re trying to achieve.

The header. Start the letter of support by including a heading on the top-left side of the letter. Here you can include the writer ’s name, institution, and the date of writing.

Salutation. Put the correct salutation in your letter, and be sure you are addressing the recipient correctly. Research to find out if they go by Dr., Mrs., Mr., or Ms., and address them with, “Dear.”

The introduction. The first thing you’ll want to do is introduce yourself . Who are you, and why should the reader care?

Next, be sure you clearly state your intent in the first few sentences and highlight your relationship with the applicant or the importance of your cause.

The body. The body of the letter should answer the question, “Why?” Whether it is what a student was like in class or why funding is necessary for a new initiative, it should clearly and articulately answer the “why” for the reader.

The conclusion. The ending of your letter of support should summarize your key points and restate the value of their support while offering any final details that could sway your reader.

As a best practice, a letter of support should be no longer than two pages in length, except for specific circumstances. Be sure to either ask for or provide any additional details or requirements that must be in the letter before the writer begins their process.

Letters of support can make a massive difference for applying students or certain causes, so it’s important to make sure you’re articulating your key points effectively. Use the template above as a starting point, but make an effort to personalize the letter as much as you can.

When requested and submitted, letters of support can be extremely influential in determining an acceptance or whether your project is worthy of funding.

Consider three parts – your opening, which identifies the project and who you are supporting, a middle that indicates the relationship between the writer and the funding effort, as well as closing remarks .

Lastly, remember to ensure all letters of support are addressed to the same person at the same address and that all terminology such as project or company names is being used correctly.

Letter of Support Sample Teresa Morris Lego Company 1275 Peachtree St. NE Atlanta, GA 30309 Dear Mrs. Morris, I am pleased to be writing a letter of support for my colleague Alyssa Bauble’s proposal for the development of the Boys Girls Club of America to the Lego Company to fund the Choice Program to encourage secondary schooling for low-income children. We strongly support this grant application and the focus on encouraging our city’s children by increasing access to affordable or free schooling options. As an organization whose mission is to better the lives of the youth across America through creativity and play, we know your true passion is fostering the brilliant minds of tomorrow. We’ve long admired your initiatives across your organization to fund projects that have greatly benefited the children of our country. Through this letter, we acknowledge the specific roles and responsibilities we will fulfill in this partnership. In the event you agree to the funding, we would expect our role in this project to include: Forming a true partnership to grant access for low-income youth to apply for scholarships or receive grants to attend secondary schooling. Gathering input from the children on ways to improve in the future. Study this roll-out as a national benchmark to model other programs with the potential to spread across the country. Creative and innovative ideas on how best to encourage membership. The Boys Girls Club of America will take responsibility to lead the Choice Program’s overall goals and strategy, as well as the day-to-day operations. We look forward to working with you in educating the youth of our communities. Sincerely, Lara Michigan Senior Director, Club Activities Boys Girls Club of America

Because this letter is so important, there are a few details you’ll want to take into consideration when you ask someone to write one or write one yourself:

Keep it short. When crafting your letter of support , ensure you are as concise as possible. Use short phrases when you can and direct language that gets to the point quickly.

Use proper formatting. An important letter requires attention to detail. Remember, first impressions are everything. Be sure that you format your letter, so it’s as visually appealing and easy to read as possible.

Proofread. Since first impressions are everything , make sure you proofread your letter for any spelling or grammatical errors. If your letter is dotted with mistakes, it will tarnish the letter’s credibility and be a turn-off for your reader.

Be persuasive, but not pushy. Because this is a persuasive letter, you’ll want to make sure that comes through in the tone of your letter. Be sure to stay away from pushy or rough language.

Try not to stress fundraising. Making fundraising the focal point of your letter could be a detriment to your cause. Instead of focusing on the money, keep your primary focus on the support you need for the proposed projects, such as education support.

Give them an out. As with any letter of request , it’s essential to ensure your reader has a way out, should they choose not to participate.

What is in a letter of support?

A letter of support contains an introduction of the writer and several persuasive main points. Whether it’s talking about how great the student was in class or how effective a nonprofit is, a support letter is trying to get the writer and the reader on the same page as far as the credibility of the letter’s subject.

Why is a letter of support required?

A letter of support is required to back up your claims about your credibility on an application. Students, businesses, nonprofits, and governments can benefit from letters of support when they’re applying for universities, scholarships, grants, or other programs.

Some applications may even require a support letter.

Who should write a letter of support?

Qualified people who have interacted with and are in support of the individual or organization they’re writing about should write a letter of support. Often organizations and individuals will ask you to write a letter of support, or you can offer them one for them to use if they want to.

Tufts Office of the Vice Provost for Research – How to Write an Effective Letter of Support

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Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.

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