writing a cover letter for grant proposal

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.

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.

Free Downloads

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.

About This Article

Was this helpful?

Great! Tell us more about your experience

Not up to par help us fix it, keep reading.

Cover Letters

Administrative assistant cover letter examples + tips.

Cover Letters , Letters and Emails

Sample cover letters for nursing job.

Best Software Developer Cover Letter Examples (Writing Tips)

6 Great Recruiter Cover Letter Examples (Writing Tips)

Letters and Emails

Part-time job cover letters (22 free templates).

Cover Letter for an Internal Position (Examples & Tips)

Human Resources Cover Letter (Free Templates)

Legal Assistant Cover Letter Examples (Free Templates)

Letters and Emails , Request

20+ transfer request letter samples (word, pdf).

Appreciation , Certificates , Graphics

30 free exclusive award certificate templates (word, pdf).

Including Salary Requirements in a Cover Letter (Examples)

Authorization , Letters and Emails

Authorization letter to collect passport (free templates), thank you for your feedback.

Your Voice, Our Progress. Your feedback matters a lot to us.

Find out when grant season is the busiest 🚀 data from 45k grant deadlines. 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.

Find Your Next Grant

17K Live Grants on Instrumentl

150+ Grants Added Weekly

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.”

Want to get better at grants?

Get access to weekly advice and grant writing templates.

10k+ grant writers have already subscribed

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.

Become a Stronger Grant Writer in Just 5 Minutes

17,502 open grants waiting for you.

Find grant opportunities to grow your nonprofit

10 Ready-to-Use Cold Email Templates That Break The Ice With Funders

Transform funder connections with our 10 expert-crafted cold email templates. Engage, build bonds, showcase impact, and elevate conversations effortlessly.

When Are Grant Deadlines the Craziest? The Peaks of Grant Season

Related posts, grant experts share how to scale the number of grant proposals you send this year.

Learn practical strategies and expert tips for increasing your nonprofit's grant proposals. This article offers actionable insights and tools recommended by experienced grant writers to help boost your submission volume and improve your funding success.

How To Get Into Grant Writing: The Diverse Career Paths of 8 Grant Professionals

Discover how to break into grant writing through unconventional career paths. Learn from eight grant professionals about their unique journeys and find inspiration for starting your own career in this rewarding field.

5 Mistakes You’re Making With Your Grant Writing – and What to Do Instead

Grant writing can be complex, and even seasoned professionals make mistakes. In this article, we'll highlight five common errors and provide actionable solutions to improve your grant writing game.

Try Instrumentl

The best tool for finding & organizing grants

128 reviews | High Performer status on g2.com

RELATED TOPICS

• What is Grant Writing?
• Grant Writing Process
• Grant Writing Templates
• Grant Writing Examples
• Grant Proposal Budget Template
• How to Write a Grant Proposal
• How to Write a Grant Proposal Cover Letter
• Grant Writing Books
• Grant Writer Role
• How to Become a Grant Writer
• Grant Writer Salary
• Grant Writer Resume
• Grant Writing Skills
• Grant Writer LinkedIn Profile
• Grant Writer Interview Questions
• Content Strategist
• How to Become a Content Strategist
• Content Strategist Skills
• Content Strategist Interview Questions
• Content Strategy Manager Overview
• Content Strategy in UX
• Content Strategist Portfolio Examples
• Content Design Overview
• Content Designer
• Content Designer Skills
• Content Design Books
• Technical Documentation
• Knowledge Base Documentation
• Product Documentation
• User Documentation
• Process Documentation
• Process Documentation Templates
• Good Documentation Practices
• HR Document Management Best Practices
• Software Documentation Examples
• How to Test Documentation Usability
• Document Control Overview
• Document Control Process
• Document Control Procedures
• Document Control Numbering
• Document Version Control
• Document Lifecycle Management
• Document Management Software Workflow
• Document Management Practices
• Github Document Management
• HR Document Management
• Confluence Document Management
• What is a Document Management System?
• Document Control Software
• Product Documentation Software
• HR Document Management Software
• Knowledge Base Software
• Internal Knowledge Base Software
• API Documentation Software Tools
• Knowledge Management Tools
• Document Management Software
• What is Software Documentation?
• How to Write Software Documentation
• How to Write API Documentation
• Document Manager
• Documentation Manager
• Documentation Specialist
• Document Control Manager Salary
• Business Writing Overview
• Business Writing Principles
• Best Business Writing Examples
• Best Business Writing Skills
• Best Business Writing Tips
• Types of Business Writing
• Best Business Writing Books
• Proposal Writing Overview
• How to Become a Proposal Writer
• Proposal Writer Role
• Proposal Writer Career Path
• RFP Proposal Writer
• Freelance Proposal Writer
• Remote Proposal Writer
• Government Proposal Writer
• Proposal Writer Salary
• Proposal Writer Job Description Example
• Proposal Writer Interview Questions
• How to Write a Proposal
• Proposal Writer LinkedIn Profile
• Business Proposal Examples
• UX Writing Overview
• Information Architecture
• Information Architecture vs Sitemap
• UX Writing Books
• UX Writing Examples
• UX Writer Overview
• Freelance UX Writer Overview
• UX Writer Career Path
• How to Become a UX Writer
• Google UX Writer
• UX Writer Interview Questions
• Google UX Writer Interview Questions
• UX Writer vs Copywriter
• UX Writer vs Technical Writer
• UX Writer Skills
• UX Writer Salary
• UX Writer Portfolio Examples
• UX Writer LinkedIn Profile
• UX Writer Cover Letter
• Technical Writing Overview
• Types of Technical Writing
• Technical Writing Examples
• Freelance Technical Writing
• Technical Writer Style Guide Examples 
• Technical Writing Jobs
• Subject Matter Expert
• Document Development Lifecycle
• Darwin Information Typing Architecture
• Technical Writer Career Path
• How to Become a Technical Writer
• Technical Writer Education Requirements
• English Teacher to Technical Writer
• Software Engineer to Technical Writer
• Technical Writer Salary
• Technical Writer Interview Questions
• Google Technical Writer Interview Questions
• Technical Writer Resume
• Technical Writer Cover Letter
• Technical Writer LinkedIn Profile
• Technical Writer Portfolio
• Senior Technical Writer Salary
• Senior Technical Writer Job Description
• Knowledge Management Overview
• Knowledge Management System
• Knowledge Base Examples
• Knowledge Manager Overview
• Knowledge Manager Resume
• Knowledge Manager Skills
• Knowledge Manager Job Description
• Knowledge Manager Salary
• Knowledge Manager LinkedIn Profile
• Medical Writing Overview
• How to Become a Medical Writer
• Entry-Level Medical Writer
• Freelance Medical Writer
• Medical Writer Resume
• Medical Writer Interview Questions
• Medical Writer Salary
• Senior Medical Writer Salary
• Technical Writer Intern Do
• Entry-level Technical Writer
• Technical Writer
• Senior Technical Writer
• Technical Writer Editor
• Remote Technical Writer
• Freelance Technical Writer
• Software Technical Writer
• Pharmaceutical Technical Writer
• Google Technical Writer
• LinkedIn Technical Writer
• Apple Technical Writer
• Oracle Technical Writer
• Salesforce Technical Writer
• Amazon Technical Writer
• Technical Writing Certification Courses
• Certified Technical Writer
• UX Writer Certification
• Grant Writer Certification
• Proposal Writer Certification
• Business Writing Classes Online
• Business Writing Courses
• Grant Writing Classes Online
• Grant Writing Degree

Home › Writing › What is Grant Writing? › How to Write a Great Grant Proposal Cover Letter

How to Write a Great Grant Proposal Cover Letter

Become a Certified Grant Writer

TABLE OF CONTENTS

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

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

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

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

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

How to Write a Grant Proposal Cover Letter 

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

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

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

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

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

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

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

Get Straight to the Point in Your Grant Proposal Cover Letter

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

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

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

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

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

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

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

Methods, Strategies & Solutions

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

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

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

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

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

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

Cover Letters & Necessary Data

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

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

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

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

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

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

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

Cover Letter Tips & Mistakes to Avoid

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

Ask for Feedback

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

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

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

Use Plain English

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

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

Final Formatting

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

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

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

Send the Cover Letter in PDF

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

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

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

• Work on projects in a collaborative setting
• Take advantage of our flexible plans and community
• Get access to experts, templates, and exclusive events

Become a Certified Technical Writer. Professionals finish the training with a full understanding of how to guide technical writer projects using documentation foundations, how to lead writing teams, and more.

Become a Certified UX Writer. You'll learn how to excel on the job with writing microcopy, content design, and creating conversation chatbots.

Become a Certified Grant Writer. In this course, we teach the fundamentals of grant writing, how to create great grant proposals, and how to stand out in the recruiting process to land grant writing jobs.

Please check your email for a confirmation message shortly.

Join 5000+ Technical Writers

Get our #1 industry rated weekly technical writing reads newsletter.

Your syllabus has been sent to your email

• eSignatures
• Product updates
• Document templates

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

• Copy Link Link copied

Streamline your document workflow & close deals faster

Get personalized 1:1 demo with our product specialist.

• Tailored to your needs
• Answers all your questions
• No commitment to buy

Schedule your free live demo

By submitting this form, I agree that the Terms of Service and Privacy Notice will govern the use of services I receive and personal data I provide respectively.

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

Used 10888 times

4.3 rating (82 reviews)

Reviewed by Denis Malkov

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

Related articles

Proposals 12 min

Proposals 14 min

Proposals 24 min

Who we serve

Sports & Fitness

For Business Types

After School

Small Business

Payment Options

Pricing overview, trial classes.

Business Management

Reporting and dashboards, integrations, class management, automated rosters, form fields.

Parent Experience

Marketplace, educator resources, 2023 trend report, ebooks & guides, industry reports, webinars & videos, product updates, help center, latest blog posts.

Starting a business

Cover letter for grant proposal: sample & tips for success.

Once you’ve decided to turn your passion into a children’s activity business and write a business plan , you should turn your attention to funding. How are you actually going to get this new venture off the ground? At Sawyer , we work with thousands of children’s activity and education businesses and we know that grants are a great way to subsidize the cost of starting a new business so you can get your first students in the door. 

In order to successfully win a grant, you need a strong grant proposal. Talking about your business and what you will accomplish with the money awarded to you is part of writing a good grant proposal, but personalization is even more important. Even though it might take longer to write personalized proposals for each grant, it is definitely worth the time spent. And the cover letter for a grant proposal is the number one place to show this personalization.

Cover letter for grant proposal: Sample & tips

Use these tips and our template to help you write a great cover letter for a grant proposal.

How to research grant opportunities

Writing a grant proposal cover letter, cover letter for grant proposal sample.

When it comes to writing a grant proposal and winning the grant, personalization is key. Whether you are looking for government or private grants, there are a lot of incredible opportunities for you to find the right ones for your new children’s activity or education business. Here are our suggestions on how to research grant opportunities so you can personalize your cover letter and proposal.

Cover all of your bases

Grants are, for all intents and purposes, free money, so it is in your best interest to do as much research as possible so that you can apply to any and all grants to which you are eligible. This means looking at government, both federal and state-level, as well as private grants. Private grants are offered by corporations and foundations and can have additional requirements. For example, some private grants are exclusively for women or minority communities. 

You can find private grants here:

• National Association for the Self Employed (NASE)
• Grants for indigenous people
• Grants for women

To find government grants, check out:

• Challenge.gov
• Small Business Development Centers (SBDCs)
• Economic Development Administration (EDA)

Read about the organization or agency

Before you start writing  the cover letter of your grant proposal, do your research! Read about the mission, values, and goals of the organization or agency that is awarding the grant. Take notes so that you can tailor your cover letter and additional elements of your grant proposal to that specific agency or organization. This will help you stand out and let the reader know that you spent the time to personalize your proposal to fit this specific grant.

Research past winners

Most grants will include a page with past winners. Take a look at these people and their companies so you can see what the organization or agency is looking for in a grant recipient. We also recommend that you reach out to these past winners to see if you can set up an informational phone call or coffee chat to learn more about their success. If you do this, be polite and aware of their time. Come prepared with questions and be sure to say thank you afterwards.

Once you have done your research, you are ready to begin writing your grant proposal cover letter. Take a look at the website for the grant to which you are applying to make sure they do not have any styling or formatting requirements. In addition, some government grants do not require a cover letter at all. Therefore, you should always double check before writing one. 

The goals of your grant proposal cover letter are:

• Introduce your business to the reviewer
• State what you need (the amount of funding)
• Explain why you need the funding

What makes a successful grant proposal cover letter?

• It is succinct and to the point: Do not go over 1 page.
• It is unique: Don’t repeat what they will read in your proposal.
• It is personalized: Show them how much research you have done and why your children’s activity or education business fits with their mission.

Important tips for your grant proposal cover letter

• Use your company letterhead so it looks professional. You can use free design sites like Canva to easily create letterheads. 
• Make sure you use the same date throughout your application. Even though experts suggest that you write your cover letter last, use the same date, which is the date of submission, across the whole proposal.
• Double check the organization’s contact information with a call or email so you know it is correct when adding it to the cover letter.
• Address the cover letter with “Dear” and then the title and last name of the reader. Make sure that you have the right name when you confirm the contact information.
• End the cover letter by signing “Sincerely” and your name and the name of any other high level board members, if you have them for your company. Leave room to sign it by hand and type your name below that.
• Include the word “ENCLOSURE” in all caps at the bottom of the letter.

‍ Cover letter for grant proposal outline

• In your first paragraph, introduce your proposal, company, and request. Make sure you use the legal name of your company. Explain what you will accomplish with your company and, if there is data to back it up, include one point of research. For example, if you are starting an art education business, include a piece of information on the benefits of art classes for children.
• The next 2 paragraphs should be short, but pack a punch. Talk about the purpose of your business and how it fits with the mission of the organization or agency. If you are applying for a specific grant based on eligibility, like one for women, make sure to speak to this in the letter.
• Your conclusion paragraph should summarize what was said above and can mention how the grant and support of the organization would be beneficial for your company. You can even invite the reader to visit your classes online or in-person once they are up and running.

October 21, 2021

Grant Administrator

Organization Name

1234 Main St.

Anytown, USA 12345

Dear Mr. Jay,

Please find enclosed the grant proposal for Little Hands Art Community, a new art program helping children find their passion for creation. We are respectfully requesting a grant of $50,000 to start this children’s education program with online and in-person activities for children of all ages. Art has incredible abilities to help children regulate their emotions and stabilize their feelings, according to research done by the National Endowment for the Arts .

By working with qualified art teachers as well as licensed developmental specialists, Little Hands Art Community has a goal of teaching children to find beauty in everything. We will have classes available for children of all ages and ability levels. In addition, part of the funding requested will go towards scholarships and free classes that will help children from low-income families attend classes.

We have been working with children in our neighborhood of Santa Fe on our own for 6 months now and seen a vast improvement not only in fine motor skills, but also in emotional intelligence. Parents and teachers have reported that the classes have helped students better understand themselves and each other. We know that setting the next generation up for success is one of the missions of Organization Name and we hope you can see how Little Hands Art Community fits into that goal.

Thank you for taking the time to read our included proposal and consider us for this grant. We look forward to speaking with you more about how Little Hands Art Community can partner with Organization Name to help more children lead happy and healthy lives. If you have any immediate questions or need further information, feel free to reach out to me at 555-555-5555. 

Sincerely, ‍

Elizabeth Jones (signature) ‍

Elizabeth Jones

Founder, CEO of Little Hands Art Community

123 Smith St,

Santa Fe, New Mexico 12345

[email protected]

555-555-5555

With these tips & cover letter grant proposal sample, you should be well on your way towards writing a strong cover letter for grant proposals. For even more information on how to get a small business grant , check out our guide. If you are looking for more guidance on how to start a business teaching children , the resources and tools offered by Sawyer for Business can help. 

Frequently Asked Questions

Manage everything in one place..

• IT/Operations
• Professional Services & Consulting
• IT and Software Solutions
• Facilities & Maintenance
• Infrastructure & Construction

Want help from the experts?

We offer bespoke training and custom template design to get you up and running faster.

• Login to your account
• Books & Guides
• Knowledge Base

State of Proposals 2024

Distilling the data to reveal our top tips for doing more business by upping your proposal game.

• Book a demo
• Sign Up Free

Step-By-Step Guide to Writing a Grant Proposal

Writing a grant proposal is incredibly time-consuming.

No joke. It's one of the most complicated documents you could write in your entire life.

There are different requirements, expectations, and formats—not to mention all the prep work you need to do, like market research and clarifying your project timeline.

Depending on the type of company or organization you represent and which grants you’re applying for, your grant could run anywhere from a dozen to a hundred pages. It’s a lot of work, and we’re here to help.

In this guide to grant proposals, we offer writing steps and examples, as well as resources and templates to help you start applying for funding right away.

Types of grant proposals

Grant proposals typically fall into one of these main categories:

Research grant proposals - Research grant proposals are usually sent by university professors or private research organizations in order to fund research into medical, technological, engineering, and other advancements.

Nonprofit grant proposals - Nonprofits send grant proposals to philanthropic organizations and government agencies to acquire funds for community development, health, education, and similar projects.

Technology grant proposals - Grant proposals can also be sent by technology companies (software, hardware, solar, recycling, environmental, manufacturing, health, and other types of tech companies). These proposals are often sent to large government organizations looking for solutions to current and future problems, as well as VC firms looking to invest in smart startups.

Small business grant proposals - Local governments often give grant awards to small businesses to help them kickstart, market, or expand.

Arts grants - Grants allow artists that would otherwise lack the financial resources to devote extended periods of time to their art. They might need to complete an installation that can be enjoyed by the community as part of the grant.

Grant RFP proposals - There can also be a request for proposals (RFP) for just about anything. From multinational organizations like the UN to family philanthropic grants, you can find RFPs for a variety of projects.

How to prep before you write

Before you can sit down to write your grant proposal, you’ll need to have a deep understanding of:

Existing scientific literature (for research grants) or relevant reports and statistics

Market and competitor landscape

Current available solutions and technologies (and why they’re not good enough)

Expected positive impact of your project

The methods and strategies you’ll employ to complete your project

Project phases and timelines

Project budget (broken down into expense categories)

With these things all buttoned down, you’ll have a much easier time writing the sections that cover those details, as well as the sections that highlight their meaning and importance (such as your statement of need and objectives).

Create a document where you can play around. Take notes, write down ideas, link out to your research, jot down different potential budgets, etc.

Then, when you’re ready to write, create a fresh document for your actual grant proposal and start pulling from your notes as needed.

How to write a grant proposal (ideal format)

Now, let’s get writing.

The ideal outline for a grant proposal is:

Cover Letter

Executive summary, table of contents, statement of need, project description, methods and strategies, execution plan and timeline, evaluation and expected impact, organization bio and qualifications.

If you’re not writing a super formal grant proposal, you might be able to cut or combine some of these sections. When in doubt, check with the funding agency to learn their expectations for your proposal. They might have an RFP or other guidelines that specify the exact outline they want you to follow.

Note: In business proposals, the cover letter and executive summary are the same, and those phrases are used interchangeably. But for grant proposals, the cover letter is a short and simple letter, while the executive summary offers a description of key aspects of the proposal.

In your cover letter, you'll write a formal introduction that explains why you are sending the proposal and briefly introduces the project.

What to include :

The title of the RFP you are responding to (if any)

The name of your proposed project (if any)

Your business or nonprofit organization name

A description of your business or organization, 1-2 sentences

Why you are submitting the proposal, in 1-2 sentences

What you plan to do with the funds, in 2-4 sentences

Dear [Name], The Rockville Community Garden is responding to the city of Rockville’s request for proposals for nonprofit community improvement projects. The Rockville Community Garden is a space for relaxation, healthy eating, exercise, and coming together. We are submitting a proposal to request funding for Summer at the Garden. Every summer, parents are tasked with finding childcare for their children, and we have received countless requests to host a summer camp. We're requesting funding to cover tuition for 100 low-income children ages 5 to 12. The funds will make our summer camp accessible to those who need it most. Thank you for your consideration, [Signature] [Title]

The executive summary of a grant proposal goes into far more detail than the cover letter. Here, you’ll give

Statement of Need overview, in 2 - 5 sentences

Company Bio and Qualifications, in 2 - 5 sentences

Objectives, in 2 - 5 sentences

Evaluation and Expected Impact, in 2 - 5 sentences

Roman architecture stands the test of time until it doesn’t. Roman building techniques can last thousands of years but will crumble to dust instantaneously when earthquakes strike. Meanwhile, our own building techniques of reinforced concrete and steel last only a couple of centuries. Ancient Architecture Research firm is dedicated to modernizing roman building techniques to create new structures that are earthquake safe and sustainable. Our principle investigators hold PhDs from renowned architecture universities and have published in numerous journals. Our objectives for the research grant are to create a prototype structure using Roman building techniques and test it on a shake table to simulate an earthquake. The prototype will pave the way for our application for an amendment to the California building code to permit unreinforced masonry construction. With the success of the prototype, we will prove the safety and viability of this technique. This project will have an enormous potential impact on several crises plaguing the state of California now and in the future: disaster relief, affordable housing, homelessness, and climate migration. Unreinforced masonry construction can be taught and learned by amateur builders, allowing volunteers to quickly deploy temporary or permanent structures.

Next up, you need your Table of Contents! Make sure it matches the names of each of your following sections exactly. After you’ve written, edited, and finalized your grant proposal, you should then enter accurate page numbers to your TOC.

Next up is the statement of need. This is where you sell why you’re submitting your grant request and why it matters.

A description of who will benefit from your proposal

Market and competitive analysis

Statistics that paint a picture of the problem you’re solving

Scientific research into how the problem is expected to worsen in the future

Reasons why your small business deserves funding (founder story, BIPOC founder, female founder, etc.)

While women hold 30% of entry-level jobs in tech, they only make up 10% of C-suite positions. The Female Leadership Initiative seeks to develop women tech leaders for the benefit of all genders. Female leaders have been proven to positively impact work-life balance, fairer pay, creativity, innovation, teamwork, and mentorship.

In this section, you’ll describe the basics of your research project, art project, or small business plan. This section can be kept fairly short (1 - 3 paragraphs), because you’ll be clarifying the details in the next 5 paragraphs.

The name of your project (if any)

Who will benefit from your project

How your project will get done

Where your project will take place

Who will do the project

The Fair Labor Project will seek to engage farm workers in the fields to identify poor working conditions and give back to those who ensure food security in our communities. Trained Spanish-speaking volunteers will visit local farms and speak with workers about their pay and work conditions, helping to uncover any instances of abuse or unfair pay. Volunteers will also pass out new work gloves and canned food. Volunteers will also place orders for work boots and ensure that boots are later delivered to workers that need them.

You should also write out clear goals and objectives for your grant proposal. No matter the type of agency, funding sources always want to see that there is a purpose behind your work.

Measurable objectives tied directly to your proposed project

Why these objectives matter

We seek to boost volunteer turnout for our voter registration efforts by 400%, allowing us to reach an additional 25,000 potential voters and five additional neighborhoods.

Now it’s time to clarify how you’ll implement your project. For science and technology grants, this section is especially important. You might do a full literature review of current methods and which you plan to use, change, and adapt. Artists might instead describe their materials or process, while small business grant writers can likely skip this section.

The names of the methods and strategies you will use

Accurate attribution for these methods and strategies

A literature review featuring the effectiveness of these methods and strategies

Why you are choosing these methods and strategies over others

What other methods and strategies were explored and why they were ultimately not chosen

“We plan to develop our mobile app using React Native. This framework is widely regarded as the future of mobile development because of the shared codebase that allows developers to focus on features rather than create everything from scratch. With a high workload capacity, react native also provides user scalability, which is essential for our plan to offer the app for free to residents and visitors of Sunny County.”

You’ll also need to cover how you plan to implement your proposal. Check the RFP or type or grant application guidelines for any special requirements.

Project phases

The reasoning behind these phases

Project deliverables

Collaborators

In our experience and based on the literature,11,31-33 program sustainability can be improved through training and technical assistance. Therefore, systematic methods are needed to empirically develop and test sustainability training to improve institutionalization of evidence-based programs. This will be accomplished in three phases. In Phase 1, (yr. 1, months 1-6) we will refine and finalize our Program Sustainability Action Planning Model and Training Curricula. As part of this refinement, we will incorporate experiential learning methods3-6 and define learning objectives. The Program Sustainability Action Planning Training will include action planning workshops, development of action plans with measurable objectives to foster institutional changes, and technical assistance. We will also deliver our workshops in Phase 1 (yrs. 1 and 2, months 6-15) to 12 state TC programs. Phase 2 (yrs. 1, 2, and 3) uses a quasi-experimental effectiveness trial to assess the Program Sustainability Action Planning Training in 24 states (12 intervention, 12 comparison). Evaluation of our training program is based on the theory of change that allows for study on how a change (intervention) has influenced the design, implementation, and institutionalization of a program.7,8,11,28 We will collect data on programmatic and organizational factors that have been established as predictors of sustainability9,11 using state level programmatic record abstraction and the Program Sustainability Assessment Tool (PSAT)43 to assess level of institutionalization across intervention and comparison states at three time points. Data will be used to establish the efficacy of the Program Sustainability Action Planning Model and Training Curricula. In Phase 3 (yr. 4, months 36-48), we will adapt our training based on results and disseminate Program Sustainability Action Planning Model and Training materials. - From Establishing The Program Sustainability Action Planning Training Model

A budget table with various expense categories

An explanation of what each category entails

Expenses broken down by month or year (if this fits your proposal)

Here’s an example budget table with expense categories:

You can then include a brief description of each category and the expenses you expect within them.

A great grant proposal should clarify how you will measure positive outcomes and impact.

Details on the expected impact of your project

Who will benefit from your project and how

Your plan for evaluating project success

How you will measure project success

We will measure the success of the project by monitoring the school district’s math scores. We are expecting an 8% increase in state testing scores from the fall to the spring across grades 1 through 3.

And lastly, finish up your grant proposal with a bio of your organization, your company, or yourself.

Company name

The names of people on your team

Professional bios for everyone on your team

Your educational background

Any relevant awards, qualifications, or certifications

Jane Doe received her masters in fine arts specializing in ceramics from Alfred University. She has received the Kala Fellowship and the Eliza Moore Fellowship for Artistic Excellence.

Successful grant proposal examples

Want to write winning grant applications?

We’ve rounded up examples of successful, awarded grants to help you learn from the best.

Check out these real examples across science, art, humanities, agriculture, and more:

Funded arts and research grants from the University of Northern Colorado

Samples of awarded proposals from the Women’s Impact Network

National Cancer Institute examples of funded grants

Institute of Museum and Library Services sample applications

Specialty Crop Block Grant Program awarded grants examples

Grant application and funding resources

To help you get started writing and sending grant proposals, we’ve found some great application resources.

Research grants:

United States Environmental Protection Agency (EPA) grants

William T. Grant Foundation grants on reducing inequality

Russel Sage Foundation research grants

Nonprofit grants:

Walmart’s Local Community Grants

Bank of America’s Grant Funding for Nonprofits

Canada GrantWatch’s database of nonprofit grants

Technology grants:

Google Impact Challenges

UN Sustainable Development Goals Fund

US Department of Energy Funding

Small business grants:

US Chamber of Commerce Small Business grants

Canada Small Business Benefits Finder

US Small Business Administration (SBA) grants

Arts grants :

National Endowment for the Arts grants

Art Prof Artist Grants

Canada Council for the Arts grants

Get started with our proposal writing templates

The best way to start any proposal is with a template. A template informs your writing, while drastically speeding up the time it takes to design an attractive proposal.

All of our 75+ proposal templates can easily be adapted for any purpose, including grants or requests for funding. Try our project proposal template and make it your own by adding your executive summary, statement of need, project description, execution plan, budget, and company bio.

Start a free trial to check out all of our proposal software features , including reusable content snippets, e-signatures, viewing and signing analytics, and more.

Dayana Mayfield is a B2B SaaS copywriter who believes in the power of content marketing and a good smoothie. She lives in Northern California. Connect with her on LinkedIn here: linkedin.com/in/dayanamayfield/

Subscribe via Email

Related posts.

Subscribe via email

How To Write An Effective Grant Proposal | A Nonprofit’s Guide

Before writing a grant proposal, you must understand the basics of grant funding. In this article, we discuss the different types of grants, how to find grants that fit your organization’s needs, nine essential components of a good grant proposal, and provide you with templates, samples and tips to help you get started.

For many nonprofits, grants are very appealing. They can provide the opportunity for an organization or business to make a significant impact on its community that it would otherwise be unable to fund . But before diving into writing nonprofit grant proposals, take a moment to ask yourself:

“Does my nonprofit need to be applying for a grant in the first place?”

Writing effective grant proposals can seem like stepping into a confusing, long labyrinth, and one that comes with many strings attached.

It’s important to know if applying for grants is the right decision to fund your nonprofit, amongst many other funding sources at your disposal. And if so, how much energy should you invest in the process? Now, let’s understand the basics of grants, different types of grants, and how your nonprofit can write an effective grant proposal step by step.

What are Grants?

A grant is a bounty, contribution, gift, or subsidy (in cash or kind) bestowed by a government or other organization (called the grantor) for specified purposes to an eligible recipient (called the grantee). Grants are usually conditional upon certain qualifications as to the use, and maintenance of specified standards, or a proportional contribution by the grantee or other grantor(s). – Business Dictionary

Grants are typically awarded to nonprofit organizations for a distinct program or purpose.  Grantmakers generally focus their “giving” on:

• A specific population (such as children or organizations in New York)
• Certain types of nonprofits (such as animal shelters or environmental groups)
• Particular types of support (such as program development or funding for equipment)

What is a Grant Proposal?

A grant proposal is a request that a funder join the nonprofit as a partner to achieve specific results. It is an appeal for money (a grant) that is sent to either a profit or non-profit grant-awarding organization. Every year, many corporations, organizations, and government agencies dispense billions of dollars in grants to companies for addressing issues these organizations are interested in. At its best, a grant proposal must be a persuasive and well-supported argument for change.

Different Types of Grants

Grants can provide different types of support for your organization .

For example:

• Operating support or unrestricted funding is a grant for day-to-day operating costs. It is used to support the general work of an organization and is not dedicated to a particular purpose or project.
• Capital support is most commonly given for specific capital campaigns .  These involve building construction or acquisition, land acquisition, renovations, remodeling, or the rehabilitation of property.
• Example: Technology Grants for Nonprofits which can help nonprofits leverage technology for their mission.

Pro tip: Grant-based funding isn’t sustainable alone. It has to be part of a diversified fundraising plan. Many fundraising experts recommend that no more than 20% of your funding comes from grants. Any more than that and you risk sinking your organization if a key grant falls through.

How do I know if I should apply for a grant? And where can I find them?

Grants are not the answer to securing funds quickly or in a pinch. However, they are a great solution for nonprofits raising funds to carry out carefully planned programs.

Read more about where to find grants for your nonprofit here .

Check out winning grant proposals at Grantspace .

The most common myths about nonprofit grants

1. foundations and corporations are like santa claus..

While there’s indeed a lot of money available to nonprofits out there, over 50 billion dollars to be precise, this money isn’t just sitting there waiting for you to ask for it. You’ll need to put the work in, and the requirements can be demanding.

2. Only big nonprofits can apply.

There are grants out there for all types and sizes of nonprofits. In addition to that, while many grants are project-specific, there are plenty of grants that are unrestricted and can fund some of your operating costs or capital campaigns as well.

3. Grant writing is a mysterious, strange art.

While there’s a lot to learn about writing excellent, winning grant proposals, it’s also not magic. Once you know the basics, developing a winning nonprofit grant proposal is quite logical.

How to Write an Effective Grant Proposal [Step-by-Step]

1. Be Prepared

First, create a diversified fundraising plan – where grants are only one of the funding sources. Consider if applying for a grant is the best way to fund the desired project/campaign.

Commit yourself to applying for a grant only if you match all the foundation’s qualifications and are willing to research and write tailored applications for each foundation. Only for the kinds of funding you already identified you are pursuing in your fundraising plan. This will save everyone time and energy.

Additionally, ensure you have the resources and time to research foundations and grant-writing opportunities for your organization. Ask yourself if your organization can accomplish what is asked.

Furthermore, find a qualified writer with experience writing grants, or invest in grant writing training for an existing staff member.

Pro tip: Create a grant calendar that includes all the important dates and deadlines for grants you wish to apply for in the next year or two.

2. Don’t Be Generic

If you want to have any chance at all at getting your grant application approved, you can’t write one generic application and send off duplicates to different foundations. This makes it appear to a reviewer that your application is an afterthought, and that’s not a good thing.

The most essential guideline of them all: you need to tailor your application to whichever organization you’re submitting it to.

To do that, you’ll need to do some intense research. Carefully examine the call for proposals and the organization’s website. This can help you draw connections that may then aid you in preparing your application.

Grantmakers are usually looking for a specific cause or subject to fund, so always make sure to thoroughly read what the grantmaker is interested in understanding. Ensure that it’s relevant to your organization’s mission before applying.

Pro tip: Never compromise your mission or beliefs to get any kind of funding.

3. Data Yet Again

Data is what wins grants.

Even if you hire the most experienced grant writer , messy data throughout the organization will prevent grant writing from ever getting started. If you don’t collect relevant data, manage and update it, there’s not much that can be done.

A warm story  might get someone to give you $20 out of their pocket. But a foundation with $50,000 grants can’t give based on heart-warming stories alone.

Successful grant applications focus on the impact. The best grant proposals distill in clear and plain language the need the grant will address and the unique approach that the organization’s proposed initiative takes to do so.

Pro tip: Search the Internet for previously funded grant applications posted online by organizations that received grant awards. Study a mixture of grant applications funded by the federal government, foundations, and corporations.

Before Submitting the Grant Proposal

1. review and get a fresh perspective.

When we’ve been reading, speaking, living, and breathing our nonprofit – we can become a bit blind to the language we’re using.

Assume that the funder isn’t familiar at all with the work that you do. Write as if the funder will be hearing about your nonprofit for the first time.

Avoid jargon and abbreviations. If you’re struggling to take a step back, it can be helpful to ask someone less familiar with the work that you do to take a look and give you their feedback (e.g. a friend or a willing acquaintance).

2. Get Clear And Concise

Funders will lose interest if your application is too difficult to understand or takes too much of their time.

No one should be trying to figure out what you’re trying to say or what you’re asking for the money for. Be clear and straightforward in your request.

3. Double-Check the Grant Application

• Double-check spelling, calculations, and due dates.
• Make sure to include all the required forms and necessary attachments by checking the submissions package.
• Check that page number and font size requirements are followed and that documents are presented in the order described.
• You may need to have your CEO and the Board President sign the cover sheet or letter.
• Pay attention to character limits.
• Have another staff member review the budget lines.
• Have a clear contact from your organization.

Grant Proposals: The Basics

Before sending over a full grant proposal, you’d typically first send a letter of inquiry. Many trusts and foundations require a letter of inquiry or request for an application before submitting your application.

The letter of inquiry serves as an introduction to your project and a way to gauge interest from the funding committee. If they want additional information, they will respond with a request for a more in-depth proposal.

The letter should be no longer than two pages.

In the letter of inquiry, be as specific as possible. Add examples in a concise, succinct manner. Keep language simple and avoid ambiguous or general generic statements.

Following the letter of inquiry, if you’re invited to send a more in-depth proposal, you’d typically send a 7-10-page document providing more information about your organization, the project, the needs, and the outcomes. This proposal typically includes a cover letter and appendices, as well.

Note that some grant foundations prefer a concise proposal of about 3-5 pages instead of this typical longer proposal. This one is sometimes referred to as a letter of proposal.

9 Essential Components of a Good Grant Proposal [Template Included]

Note that different foundations and grantmakers might require a different format. Always carefully read the call for proposals before embarking on the writing process.

The grant proposal writing process consists of the following stages:

1. Proposal Summary

Provide a short overview of the entire proposal. Include the funds you’re requesting through the grant, as well as the resources that others will contribute.

2. Introduction to the Applicant

Describe your nonprofit organization and make a case for your credibility. Explain why you can be trusted to steward the funds responsibly. Also share your organization’s history, your success record, and why you’re the right fit for the project.

3. The Need/The Problem Statement

Establish the need for your project. Demonstrate who will benefit and how they will benefit. State the consequences of not funding the project and the needs not being addressed. This should be a factual, well-documented description of the situation. Share about what concerns you and why it matters.

Pro tip: Incorporate a case study of a real beneficiary your organization has served. Show a real need for a real person (of course – change the name for confidentiality reasons). Explain your time frame, and why securing funding is critical now.

4. The Objectives and Outcomes

What are the desired outcomes? Define the goals and state how you will measure whether you’ve achieved them.   Lay down the specific, measurable outcomes you expect your project activities to produce. Objectives should be consistent with your statement of need.

5. Program Plan

How are you going to execute the project? Describe how you will achieve the objectives. What will be your key activities? Provide thorough details about them. Who will do what? When and how will they do it?

6. The Capacity

You also need to explain how your organization is preparing for the project. For example, do you have adequate, trained staff and a supportive board and community? Connect this to the time frame – how will you execute your program plan in time?

7. Evaluation Plan

Describe how you’ll evaluate that the objectives have been reached. How will you track and measure whether activities are rolling out as planned? How will you know you’re succeeding and what will tell you that?

8. Program Budget

Provide a thorough and realistic budget. You must try to include details of expenses as well as other sources of anticipated revenue. For instance, such as by the applicant organization or the resources that other partners will contribute.

9. Sustained Impact

Talk about the long-term.   Does your project need continuous funds or is it a one-time undertaking? How will you continue to produce impact  beyond the period of grant funding?

Note:   Some funders may require that you attach specific documents to your proposals, such as your organization’s 501(c)(3) letter from the Internal Revenue Service, a list of your board directors and their affiliations, your current operating budget, or letters from partner organizations.

Grant Proposal Cover Letter (Format, Samples, and Tips)

Your Grant Proposal Cover Letter Must Include:

• The project is mentioned in the very first line.
• A request for the grant amount
• Description of how this project is important, and how it will further the foundation’s mission.
• List the contents of the proposal
• References to previous contacts with the foundation if any
• Contact details in case the funder wants any additional information
• A cover letter signed by your organization’s executive director

Cover Letter Format

Find the cover letter format here.

A sample cover letter and sample grant proposal can be found here .

Key Tips & Strategies for Grant Proposal Cover Letter

• Keep your cover letter brief and to the point
• Make sure it does not repeat the information that is already in the proposal
• Show the reader how well you understand the funder and how your grant fulfills the funder’s requirements
• Your first paragraph should be short and succinct. Introduce your organization and tell the funder how much money you are requesting and why.
• Include a sentence or two about what your organization does, and one research-based point that shows the need that your organization addresses.
• Limit your cover letter to one page with three or four paragraphs.
• Use the same date that you’ll be sending the complete grant application to the funding source. You want to create documents that are consistent.
• Close your cover letter with a summarizing paragraph. Share a closing thought about what this funding partnership can mean for the future of your project’s target audience.
• At the bottom of your letter, include ENCLOSURES or ATTACHMENTS.

Examples of Grant Proposals for Nonprofit Organizations (Sample):

Take inspiration from some of the most successful grant proposals:

• Kennett Area Senior Center: This application was submitted to the community foundation in the county where the Kennett Area Senior Center operates to request funding to provide needed services and assistance to local senior citizens. Read and learn from it here .
• Arts Funding Grant Proposals: This proposal is another example of a comprehensive and well-written grant proposal. Read it here .
• Sample Youth Program Funding Proposals: Here are examples of William T Grant Scholars Proposals. Read them here .

Here’s a podcast for you on growing your grant potential, that you may find helpful:

Over To You

Winning a grant is almost like completing a long-distance run. Grant applications are often rejected the first time.

It’s important to have an existing relationship with the grant-giving organization to improve the likelihood of acceptance. Like all fundraising , no might mean “no for now” and much of it boils down to relationships.

For that reason, if your grant proposal is rejected, respond graciously. Contact the funder to ask if you might try to submit again with appropriate changes or if they might still be interested later in a different project. However, don’t become a pest or turn sour – don’t burn the bridge!

You may not be able to control everything that influences the decisions of grant-givers. However, you can increase your chances of approval by clearly communicating your organization’s mission and credibility, stating the need for the project how you’ll be meeting that need, and your passion for what you are trying to accomplish.

Choose Donorbox as your donation system and check out our Nonprofit blog  for more nonprofit resources and tips.

Raviraj heads the sales and marketing team at Donorbox. His growth-hacking abilities have helped Donorbox boost fundraising efforts for thousands of nonprofit organizations.

Related Articles

Top Tips and Sources to Find Grants for Your Nonprofit

Communicating with Grant Makers | Tips and Insights

Join the fundraising movement.

Subscribe to our e-newsletter to receive the latest blogs, news, and more in your inbox.

How to Write an Effective Grant Proposal Cover Letter

Make It Brief but Inviting

Image by Ran Zheng © The Balance 2020 

• Nonprofit Organizations
• Retail Small Business
• Restauranting
• Real Estate
• Import/Export Business
• Freelancing & Consulting
• Food & Beverage
• Event Planning
• Construction
• Operations & Success
• Becoming an Owner

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

Four common grant proposal documents (free samples included)

• Melissa Pulis (she/her)
• July 13, 2023

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

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

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

Letters of inquiry (LOI)

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

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

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

Here’s what a letter of inquiry should include: 

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

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

Cover letters

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

At minimum, your cover letter should include: 

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

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

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

Proposal budgets 

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

A proposal budget should include: 

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

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

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

Full grant proposals

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

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

Here are the key elements of a proposal: 

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

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

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

• Tips & Training
• International
• Fundraising, giving, and donations
• Grant writing and proposals
• Nonprofit and charity work
• Resources and tools

About the author

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

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

Leave a comment Cancel reply

Post comment

This site uses Akismet to reduce spam. Learn how your comment data is processed .

Kate, Digital Communications Manager, Candid says:

Yes! The amount of money you are requesting should be included. For more tips on what to include, visit our Knowledge Base Article .

Patricia says:

should the amount of money be included in the cover letter

Hailegebriel Kinfe Desalegn says:

It is helpful

Adelene Hampton says:

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

Gary Van Dyke says:

need grant for medical expenses

Geoffrey says:

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

Jesus Loera says:

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

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

Christian Wilson says:

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

Leslie England says:

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

Jean niyungeko Fessi says:

the information is so helpful, thanks for being resourceful.

Bruce says:

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

Lorent Damaseke Mvula says:

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

RMM- ED says:

Thank you for posting this!

This is super helpful, thank you!

Cindy Dashnaw Jackson says:

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

Related posts

7 red flags for funders in your grant proposal

Avoid these seven red flags for funders in your grant proposal to increase your chances of funding success.

By David M. Holmes (he/him) and Kate Meyers Emery, Ph.D. (she/her)

June 14, 2023

How to write a winning grant proposal

Writing a grant proposal doesn’t have to be a daunting task. Read this blog to get best practices on how to craft the key sections of your next project proposal.

By Stephen Robertson (he/him)

February 7, 2023

5 fundraising ideas to start the year off strong

Discover five fundraising ideas you can prioritize today to help you get a heads start on successfully achieving your annual funding goals.

By Krista Berry (she/her)

February 28, 2023

The basics of building a nonprofit budget

By Melissa Pulis (she/her)

June 9, 2022

4 practical tips for building relationships with nonprofit funders

Use these four tips to help you build relationships with nonprofit funders and increase the odds of gaining their support.

By Kyle Kivett (he/him)

April 4, 2023

Impact measurement: How to measure your nonprofit’s impact

By Kaelee Nelson (she/her)

October 30, 2020

The Ultimate Grant Writing Guide (and How to Find and Apply for Grants)

Securing grants requires strategic planning. Identifying relevant opportunities, building collaborations, and crafting a comprehensive grant proposal are crucial steps. Read our ultimate guide on grant writing, finding grants, and applying for grants to get the funding for your research.

Updated on February 22, 2024

Embarking on a journey of groundbreaking research and innovation always requires more than just passion and dedication, it demands financial support. In the academic and research domains, securing grants is a pivotal factor for transforming these ideas into tangible outcomes. 

Grant awards not only offer the backing needed for ambitious projects but also stand as a testament to the importance and potential impact of your work. The process of identifying, pursuing, and securing grants, however, is riddled with nuances that necessitate careful exploration. 

Whether you're a seasoned researcher or a budding academic, navigating this complex world of grants can be challenging, but we’re here to help. In this comprehensive guide, we'll walk you through the essential steps of applying for grants, providing expert tips and insights along the way.

Finding grant opportunities 

Prior to diving into the application phase, the process of finding grants involves researching and identifying those that are relevant and realistic to your project. While the initial step may seem as simple as entering a few keywords into a search engine, the full search phase takes a more thorough investigation.

By focusing efforts solely on the grants that align with your goals, this pre-application preparation streamlines the process while also increasing the likelihood of meeting all the requirements. In fact, having a well thought out plan and a clear understanding of the grants you seek both simplifies the entire activity and sets you and your team up for success.

Apply these steps when searching for appropriate grant opportunities:

1. Determine your need

Before embarking on the grant-seeking journey, clearly articulate why you need the funds and how they will be utilized. Understanding your financial requirements is crucial for effective grant research.

2. Know when you need the money

Grants operate on specific timelines with set award dates. Align your grant-seeking efforts with these timelines to enhance your chances of success.

3. Search strategically

Build a checklist of your most important, non-negotiable search criteria for quickly weeding out grant options that absolutely do not fit your project. Then, utilize the following resources to identify potential grants:

• Online directories
• Small Business Administration (SBA)
• Foundations

4. Develop a tracking tool

After familiarizing yourself with the criteria of each grant, including paperwork, deadlines, and award amounts, make a spreadsheet or use a project management tool to stay organized. Share this with your team to ensure that everyone can contribute to the grant cycle.

Here are a few popular grant management tools to try: 

• Jotform : spreadsheet template
• Airtable : table template
• Instrumentl : software
• Submit : software

Tips for Finding Research Grants

Consider large funding sources : Explore major agencies like NSF and NIH.

Reach out to experts : Consult experienced researchers and your institution's grant office.

Stay informed : Regularly check news in your field for novel funding sources.

Know agency requirements : Research and align your proposal with their requisites.

Ask questions : Use the available resources to get insights into the process.

Demonstrate expertise : Showcase your team's knowledge and background.

Neglect lesser-known sources : Cast a wide net to diversify opportunities.

Name drop reviewers : Prevent potential conflicts of interest.

Miss your chance : Find field-specific grant options.

Forget refinement : Improve proposal language, grammar, and clarity.

Ignore grant support services : Enhance the quality of your proposal.

Overlook co-investigators : Enhance your application by adding experience.

Grant collaboration 

Now that you’ve taken the initial step of identifying potential grant opportunities, it’s time to find collaborators. The application process is lengthy and arduous. It requires a diverse set of skills. This phase is crucial for success.

With their valuable expertise and unique perspectives, these collaborators play instrumental roles in navigating the complexities of grant writing. While exploring the judiciousness that goes into building these partnerships, we will underscore why collaboration is both advantageous and indispensable to the pursuit of securing grants.

Why is collaboration important to the grant process?

Some grant funding agencies outline collaboration as an outright requirement for acceptable applications. However, the condition is more implied with others. Funders may simply favor or seek out applications that represent multidisciplinary and multinational projects.

To get an idea of the types of collaboration major funders prefer, try searching “collaborative research grants” to uncover countless possibilities, such as:

• National Endowment for the Humanities
• American Brain Tumor Association

For exploring grants specifically for international collaboration, check out this blog:

• 30+ Research Funding Agencies That Support International Collaboration

Either way, proposing an interdisciplinary research project substantially increases your funding opportunities. Teaming up with multiple collaborators who offer diverse backgrounds and skill sets enhances the robustness of your research project and increases credibility.

This is especially true for early career researchers, who can leverage collaboration with industry, international, or community partners to boost their research profile. The key lies in recognizing the multifaceted advantages of collaboration in the context of obtaining funding and maximizing the impact of your research efforts.

How can I find collaborators?

Before embarking on the search for a collaborative partner, it's essential to crystallize your objectives for the grant proposal and identify the type of support needed. Ask yourself these questions: 

1)Which facet of the grant process do I need assistance with:

2) Is my knowledge lacking in a specific: 

• Population?

3) Do I have access to the necessary:

Use these questions to compile a detailed list of your needs and prioritize them based on magnitude and ramification. These preliminary step ensure that search for an ideal collaborator is focused and effective.

Once you identify targeted criteria for the most appropriate partners, it’s time to make your approach. While a practical starting point involves reaching out to peers, mentors, and other colleagues with shared interests and research goals, we encourage you to go outside your comfort zone.

Beyond the first line of potential collaborators exists a world of opportunities to expand your network. Uncover partnership possibilities by engaging with speakers and attendees at events, workshops, webinars, and conferences related to grant writing or your field.

Also, consider joining online communities that facilitate connections among grant writers and researchers. These communities offer a space to exchange ideas and information. Sites like Collaboratory , NIH RePorter , and upwork provide channels for canvassing and engaging with feasible collaborators who are good fits for your project. 

Like any other partnership, carefully weigh your vetted options before committing to a collaboration. Talk with individuals about their qualifications and experience, availability and work style, and terms for grant writing collaborations.

Transparency on both sides of this partnership is imperative to forging a positive work environment where goals, values, and expectations align for a strong grant proposal.

Putting together a winning grant proposal

It’s time to assemble the bulk of your grant application packet – the proposal itself. Each funder is unique in outlining the details for specific grants, but here are several elements fundamental to every proposal:

• Executive Summary
• Needs assessment
• Project description
• Evaluation plan
• Team introduction
• Sustainability plan 

This list of multi-faceted components may seem daunting, but careful research and planning will make it manageable. 

Start by reading about the grant funder to learn:

• What their mission and goals are,
• Which types of projects they have funded in the past, and
• How they evaluate and score applications.

Next, view sample applications to get a feel for the length, flow, and tone the evaluators are looking for. Many funders offer samples to peruse, like these from the NIH , while others are curated by online platforms , such as Grantstation.

Also, closely evaluate the grant application’s requirements. they vary between funding organizations and opportunities, and also from one grant cycle to the next. Take notes and make a checklist of these requirements to add to an Excel spreadsheet, Google smartsheet, or management system for organizing and tracking your grant process.

Finally, understand how you will submit the final grant application. Many funders use online portals with character or word limits for each section. Be aware of these limits beforehand. Simplify the editing process by first writing each section in a Word document to be copy and pasted into the corresponding submission fields.

If there is no online application platform, the funder will usually offer a comprehensive Request for Proposal (RFP) to guide the structure of your grant proposal. The RFP: 

• Specifies page constraints
• Delineates specific sections
• Outlines additional attachments
• Provides other pertinent details

Components of a grant proposal

Cover letter.

Though not always explicitly requested, including a cover letter is a strategic maneuver that could be the factor determining whether or not grant funders engage with your proposal. It’s an opportunity to give your best first impression by grabbing the reviewer’s attention and compelling them to read further. 

Cover letters are not the place for excessive emotion or detail, keep it brief and direct, stating your financial needs and purpose confidently from the outset. Also, try to clearly demonstrate the connection between your project and the funder’s mission to create additional value beyond the formal proposal.

Executive summary

Like an abstract for your research manuscript, the executive summary is a brief synopsis that encapsulates the overarching topics and key points of your grant proposal. It must set the tone for the main body of the proposal while providing enough information to stand alone if necessary.

Refer to How to Write an Executive Summary for a Grant Proposal for detailed guidance like:

• Give a clear and concise account of your identity, funding needs, and project roadmap.
• Write in an instructive manner aiming for an objective and persuasive tone
• Be convincing and pragmatic about your research team's ability.
• Follow the logical flow of main points in your proposal.
• Use subheadings and bulleted lists for clarity.
• Write the executive summary at the end of the proposal process.
• Reference detailed information explained in the proposal body.
• Address the funder directly.
• Provide excessive details about your project's accomplishments or management plans.
• Write in the first person.
• Disclose confidential information that could be accessed by competitors.
• Focus excessively on problems rather than proposed solutions.
• Deviate from the logical flow of the main proposal.
• Forget to align with evaluation criteria if specified

Project narrative

After the executive summary is the project narrative . This is the main body of your grant proposal and encompasses several distinct elements that work together to tell the story of your project and justify the need for funding. 

Include these primary components:

Introduction of the project team

Briefly outline the names, positions, and credentials of the project’s directors, key personnel, contributors, and advisors in a format that clearly defines their roles and responsibilities. Showing your team’s capacity and ability to meet all deliverables builds confidence and trust with the reviewers.

Needs assessment or problem statement

A compelling needs assessment (or problem statement) clearly articulates a problem that must be urgently addressed. It also offers a well-defined project idea as a possible solution. This statement emphasizes the pressing situation and highlights existing gaps and their consequences to illustrate how your project will make a difference.

To begin, ask yourself these questions:

• What urgent need are we focusing on with this project?
• Which unique solution does our project offer to this urgent need? 
• How will this project positively impact the world once completed?

Here are some helpful examples and templates.

Goals and objectives

Goals are broad statements that are fairly abstract and intangible. Objectives are more narrow statements that are concrete and measurable. For example :

• Goal : “To explore the impact of sleep deprivation on cognitive performance in college students.”
• Objective : “To compare cognitive test scores of students with less than six hours of sleep and those with 8 or more hours of sleep.”

Focus on outcomes, not processes, when crafting goals and objectives. Use the SMART acronym to align them with the proposal's mission while emphasizing their impact on the target audience.

Methods and strategies

It is vitally important to explain how you intend to use the grant funds to fulfill the project’s objectives. Detail the resources and activities that will be employed. Methods and strategies are the bridge between idea and action. They must prove to reviewers the plausibility of your project and the significance of their possible funding.

Here are some useful guidelines for writing your methods section that are outlined in " Winning Grants: Step by Step ."

• Firmly tie your methods to the proposed project's objectives and needs assessment.
• Clearly link them to the resources you are requesting in the proposal budget.
• Thoroughly explain why you chose these methods by including research, expert opinion, and your experience.
• Precisely list the facilities and capital equipment that you will use in the project.
• Carefully structure activities so that the program moves toward the desired results in a time-bound manner.

A comprehensive evaluation plan underscores the effectiveness and accountability of a project for both the funders and your team. An evaluation is used for tracking progress and success. The evaluation process shows how to determine the success of your project and measure the impact of the grant award by systematically gauging and analyzing each phase of your project as it compares to the set objectives.

Evaluations typically fall into two standard categories:

1. Formative evaluation : extending from project development through implementation, continuously provides feedback for necessary adjustments and improvements. 

2. Summative evaluation : conducted post-project completion, critically assesses overall success and impact by compiling information on activities and outcomes.

Creating a conceptual model of your project is helpful when identifying these key evaluation points. Then, you must consider exactly who will do the evaluations, what specific skills and resources they need, how long it will take, and how much it will cost.

Sustainability

Presenting a solid plan that illustrates exactly how your project will continue to thrive after the grant money is gone builds the funder's confidence in the project’s longevity and significance. In this sustainability section, it is vital to demonstrate a diversified funding strategy for securing the long-term viability of your program.

There are three possible long term outcomes for projects with correlated sustainability options:

• Short term projects: Though only implemented once, will have ongoing maintenance costs, such as monitoring, training, and updates.

(E.g., digitizing records, cleaning up after an oil spill)

• Projects that will generate income at some point in the future: must be funded until your product or service can cover operating costs with an alternative plan in place for deficits.

(E.g., medical device, technology, farming method)

• Ongoing projects: will eventually need a continuous stream of funding from a government entity or large organization.

(E.g., space exploration, hurricane tracking)

Along with strategies for funding your program beyond the initial grant,  reference your access to institutional infrastructure and resources that will reduce costs.

Also, submit multi-year budgets that reflect how sustainability factors are integrated into the project’s design.

The budget section of your grant proposal, comprising both a spreadsheet and a narrative, is the most influential component. It should be able to stand independently as a suitable representation of the entire endeavor. Providing a detailed plan to outline how grant funds will be utilized is crucial for illustrating cost-effectiveness and careful consideration of project expenses. 

A comprehensive grant budget offers numerous benefits to both the grantor , or entity funding the grant, and the grantee , those receiving the funding, such as:

• Grantor : The budget facilitates objective evaluation and comparison between multiple proposals by conveying a project's story through responsible fund management and financial transparency.
• Grantee : The budget serves as a tracking tool for monitoring and adjusting expenses throughout the project and cultivates trust with funders by answering questions before they arise.

Because the grant proposal budget is all-encompassing and integral to your efforts for securing funding, it can seem overwhelming. Start by listing all anticipated expenditures within two broad categories, direct and indirect expenses , where:

• Direct : are essential for successful project implementation, are measurable project-associated costs, such as salaries, equipment, supplies, travel, and external consultants, and are itemized and detailed in various categories within the grant budget.
• Indirect : includes administrative costs not directly or exclusively tied to your project, but necessary for its completion, like rent, utilities, and insurance, think about lab or meeting spaces that are shared by multiple project teams, or Directors who oversee several ongoing projects.

After compiling your list, review sample budgets to understand the typical layout and complexity. Focus closely on the budget narratives , where you have the opportunity to justify each aspect of the spreadsheet to ensure clarity and validity.

While not always needed, the appendices consist of relevant supplementary materials that are clearly referenced within your grant application. These might include: 

• Updated resumes that emphasize staff members' current positions and accomplishments. 
• Letters of support from people or organizations that have authority in the field of your research, or community members that may benefit from the project.
• Visual aids like charts, graphs, and maps that contribute directly to your project’s story and are referred to previously in the application. 

Finalizing your grant application

Now that your grant application is finished, make sure it's not just another document in the stack Aim for a grant proposal that captivates the evaluator. It should stand out not only for presenting an excellent project, but for being engaging and easily comprehended . 

Keep the language simple. Avoid jargon. Prioritizing accuracy and conciseness. Opt for reader-friendly formatting with white space, headings, standard fonts, and illustrations to enhance readability.

Always take time for thorough proofreading and editing. You can even set your proposal aside for a few days before revisiting it for additional edits and improvements. At this stage, it is helpful to seek outside feedback from those familiar with the subject matter as well as novices to catch unnoticed mistakes and improve clarity.

If you want to be absolutely sure your grant proposal is polished, consider getting it edited by AJE .

How can AI help the grant process?

When used efficiently, AI is a powerful tool for streamlining and enhancing various aspects of the grant process.

• Use AI algorithms to review related studies and identify knowledge gaps.
• Employ AI for quick analysis of complex datasets to identify patterns and trends.
• Leverage AI algorithms to match your project with relevant grant opportunities.
• Apply Natural Language Processing for analyzing grant guidelines and tailoring proposals accordingly.
• Utilize AI-powered tools for efficient project planning and execution.
• Employ AI for tracking project progress and generating reports.
• Take advantage of AI tools for improving the clarity, coherence, and quality of your proposal.
• Rely solely on manual efforts that are less comprehensive and more time consuming.
• Overlook the fact that AI is designed to find patterns and trends within large datasets.
• Minimize AI’s ability to use set parameters for sifting through vast amounts of data quickly.
• Forget that the strength of AI lies in its capacity to follow your prompts without divergence.
• Neglect tools that assist with scheduling, resource allocation, and milestone tracking.
• Settle for software that is not intuitive with automated reminders and updates.
• Hesitate to use AI tools for improving grammar, spelling, and composition throughout the writing process.

Remember that AI provides a diverse array of tools; there is no universal solution. Identify the most suitable tool for your specific task. Also, like a screwdriver or a hammer, AI needs informed human direction and control to work effectively.

Looking for tips when writing your grant application? 

Check out these resources:

• 4 Tips for Writing a Persuasive Grant Proposal
• Writing Effective Grant Applications
• 7 Tips for Writing an Effective Grant Proposal
• The best-kept secrets to winning grants
• The Best Grant Writing Books for Beginner Grant Writers
• Research Grant Proposal Funding: How I got $1 Million

Final thoughts

The bottom line – applying for grants is challenging. It requires passion, dedication, and a set of diverse skills rarely found within one human being.

Therefore, collaboration is key to a successful grant process . It encourages everyone’s strengths to shine. Be honest and ask yourself, “Which elements of this grant application do I really need help with?” Seek out experts in those areas.

Keep this guide on hand to reference as you work your way through this funding journey. Use the resources contained within. Seek out answers to all the questions that will inevitably arise throughout the process.

The grants are out there just waiting for the right project to present itself – one that shares the funder’s mission and is a benefit to our communities. Find grants that align with your project goals, tell your story through a compelling proposal, and get ready to make the world a better place with your research.

The AJE Team

See our "Privacy Policy"

Grant Writing Academy

…no 1 hub for successful grant proposals

The Dos and Don’ts of Writing a Grant Proposal Cover Letter

The Dos and Don’ts of Writing a Grant Proposal Cover Letter article shows you how to follow the rules and craft winning cover letter,

Let’s say you’re a nonprofit organization seeking funding for a new project that will provide education and resources to low-income families in your community.

You’ve identified a potential funder that aligns with your mission and values, and you’re ready to submit a grant proposa l. But before you start working on the proposal itself, you need to write a cover letter that will introduce your organization and project to the funder.

Here are some dos and don’ts to keep in mind when writing your grant proposal cover letter:

• Address the letter to a specific person : Try to find out who will be reviewing your proposal and address the letter to them directly. If you can’t find a specific name, use a generic greeting like “Dear Grant Review Committee” or “To Whom It May Concern.”
• Keep it concise : Your cover letter should be no more than one page, and should briefly introduce your organization, the project you’re seeking funding for, and why you believe your organization is a good fit for the funder.
• Show enthusiasm: Let the funder know how excited you are about the project and how it aligns with their mission and values.
• Use a professional tone: While you want to convey enthusiasm, be sure to maintain a professional tone throughout the letter.
• Thank the funder : End the letter by thanking the funder for their consideration and including your contact information in case they have any questions.
• Be overly casual : While you want to convey enthusiasm, avoid being too informal in your language or tone.
• Use jargon or acronyms: The funder may not be familiar with your organization or industry-specific terminology, so avoid using jargon or acronyms that could be confusing.
• Repeat information from your proposal: Your cover letter should introduce your organization and project, but should not repeat information that is already included in the proposal itself.
• Make unsupported claims: Avoid making statements that cannot be supported by data or evidence.
• Send a generic letter: Tailor your cover letter to the specific funder and project, rather than sending a generic letter that could be used for any proposal.

By following these dos and don’ts, you can create a strong grant proposal cover letter that will introduce your organization and project to potential funders and increase your chances of receiving funding.

You may also like...

What is Grant Development Process?

Concept Note for Nonprofits

Free Grant Tracking Spreadsheet

Leave a reply cancel reply.

Your email address will not be published. Required fields are marked *

Cover Letter For Grant Proposal: Sample And Tips

If you are writing a grant proposal, composing the proposal itself will take most of your time and effort. That is as it should be. However, you shouldn’t write off the importance of the accompanying cover letter altogether either. This is an important document that serves as an introduction and contributes to the overall quality and persuasion of your grant application.

We assume your cause is worthwhile and that you have already slayed most of your proposal writing. So here we are focusing on your cover letter for the grant proposal. Keep reading for a great sample letter, then we have some great tips for composing your own.

Grant Proposal Cover Letter Sample in .docx Format

Download example (Word version)

Cover Letter Example For Grant Proposal – Text Format

Dear Dr. James,

My name is Lydia Ninja, and I am the director of the Urban Opportunities Fund (UOF). We respectfully request a grant in the amount of $15,000 in support of our Green Entrepreneur project.

Our organization serves neighborhoods in the North City corridor. Currently, our programs directly impact more than 100,000 residents. We also provide additional support services to other non-profits in the area. 

Our goal is to create financial independence and economic sovereignty in North City, where services and opportunities are often limited. We also work hard to ensure that all initiatives improve the quality of life for all citizens, even those who are not directly involved with UOF. To that end, we have launched the Green Entrepreneur Project.

As you know, healthy economic development in a depressed area must include:

• Local Ownership
• Products And Services to Benefit Residents
• A Commitment to Community Improvement From Stakeholders

The Green Entrepreneur Project is a pilot initiative with the goal of mentoring, training, and providing seed funding to entrepreneurs who are interested in launching ‘green’ businesses. These include ecological restoration firms, native landscaping companies, green consumer products, storm and wastewater management, urban gardening, etc.

We are excited to launch this program. Our belief is that it will create economic opportunities while improving biodiversity, air quality, and water quality. We also believe that it will serve as a test of interest for future green initiatives.

If successful, future funding will be provided by money released by other programs that are set to expire in 2023. We plan to begin accepting applications for admission into our program immediately after receiving funding.

Thank you for your consideration. We would like to set up a meeting in the next 30 days to discuss any further details. If you are interested, we would love to invite you to visit our facility as well.

Respectfully,

Lydia Ninja

Grant Proposal Cover Letter Tips 

Now, check out some great tips to help you pitch your organization and get funding for your research initiative.

Verify That You Need a Cover Letter

As a general rule, applications for federal grants don’t require cover letters. If that’s the case, you should skip this step. You won’t improve your chances by filling one. Thus, it is best to only include the required documents. For state, local, or corporate grants, review the application requirements. Then, follow those to the letter.

Your Cover Letter Will Probably be Long

There’s a lot of information to include in your cover letter. You are introducing your organization, providing details about your project, and giving a basic explanation of how the funding will be used. You don’t need to go into every detail. That’s what the proposal is for. However, you shouldn’t expect the letter to be less than three paragraphs, either. 

Our advice, skip the short cover letter format and go for a slightly longer letter — up to two pages is alright in this case. 

Show Who You Serve

Corporations and government agencies both want to be assured that their funds serve a diverse demographic and that services are offered to those who truly need it. Because of this, your letter should include a description of the community you plan to cater to during your project. 

Be Specific

In the opening of your letter, be sure to include your full name, the formal name of your organization, the amount of money you are seeking, and the initiative you want to be funded. Next, detail what your project will specifically do, and the benefits the community served will gain.

Don’t Be Redundant

Even though your cover letter requires a lot of details, it should be entirely its own document. Remember that you are essentially summarizing your request, and introducing your organization. You won’t help make your case by simply repeating the points in your proposal or reciting your entire academic career . Keep in mind that this is your opportunity to make an emotional connection between your project, and the group that could help you with funding it. 

Final Tip: Professionalism is Key

Your proposal letter must be easy to read, attractive, and professional. The folks who read these, and determine if your package will make it for further consideration, are often quite critical. Thus, make sure you get everything right!

Choose a great cover letter template, make sure your writing is flawless, and have a friend read over it for clarity and sincerity. Then, you should be ready to submit your proposal.

Other Cover Letter Samples

A job inquiry email sample to get your foot in the door, persuasive and professional attorney cover letter example, journalism cover letter example (+quick writing guide), cover letter example for homemaker returning to work.

A huge collection of cover letters created by a ninja team of writers and career advisors. Learn how to write, style and file cover letters that employers actually enjoy reading.

© Copyright 2023 Cover Letter Ninjas

• Privacy Policy
• Cookie Policy
• Terms and Conditions
• Disclosure Policy

Planning and Writing a Grant Proposal: The Basics

Grant Proposal Writing is Exciting, Imaginative Work

Download this Handout PDF

Overview Additional Resources about Grants and Grant Writing Considering the Audience, Purpose, and Expectations of a Grant Proposal Common Elements of Grant Proposals General Tips Successful Sample Proposals

So, you want to write a grant proposal? This is exciting! This means that you have valuable research to do or a particular nonprofit to build or a community resource you’re passionate about developing. You have a distinct vision for how something could be improved or advanced, and you’re ready to ask for funding or other support to help this vision become a reality.

As you reach toward this unrealized vision by developing a grant proposal, you should think about successful grant writing as an act of imagination. Professor Kate Vieira, a Curriculum and Instruction professor at UW-Madison with considerable grant writing experience, describes grant proposal writing as a creative process akin to fiction writing—these are works of imagination. Professor Vieira recommends approaching the task of writing a grant proposal with an attitude of wonder and excitement as you strive to turn your ideas into something real. You have a great idea, and you think that you’re the best person to achieve a specific goal. Now you just need to convince others to get excited about this vision as well.

On this page, we offer some ways of thinking about grant proposals and advice about the process of planning and writing a proposal. We consider grant proposals; overall purposes, audiences, and expectations in order to make this information applicable across a range of contexts. However, this general approach has important limits . First, you will need to get more tailored advice about grant writing within your specific discipline or sphere. Second, you’ll need to follow very carefully the exact instructions about proposals from the granting agencies to which you are applying.

Talk with professors, mentors, previous grant recipients, the funding agency/group you are applying to, and trusted advisers in your field to learn more about what successful grant proposals look like in your situation and to get feedback on your plan and on your drafting process.

Before you start writing your grant proposal, you’ll want to make sure that you:

• develop a specific, meaningful, actionable plan for what you want to do and why you want to do it;
• consider how your plan will achieve positive results;
• locate a granting organization or source that funds projects like the one you have in mind;
• research that organization to make sure that its mission aligns with your plan;
• review the organization’s proposal guidelines; and
• examine sample proposals from your department, peers, and/or the organization.

When you’ve done all of this, you’re ready to start drafting your proposal!

Additional Resources about Grants and Grant Writing

For students, faculty, or staff at UW–Madison, a great place to learn more about grants, grant proposal writing, and granting institutions is the Grants Information Collection at UW–Madison’s Memorial Library. Check out their website and our review of some of their materials as well as links to other useful grant resources here.

Considering the Audience, Purpose, and Expectations of a Grant Proposal

A grant proposal is a very clear, direct document written to a particular organization or funding agency with the purpose of persuading the reviewers to provide you with support because: (1) you have an important and fully considered plan to advance a valuable cause, and (2) you are responsible and capable of realizing that plan.

As you begin planning and drafting your grant proposal, ask yourself:

• Who is your audience? Think about the people from the agency offering this grant who will read this proposal. What are the agency’s mission and goals? What are its values? How is what you want to do aligned with what this agency is all about? How much do these readers know about what you are interested in? Let your answers to these questions inform how you present your plan, what vocabulary you use, how much background you provide, and how you frame your goals. In considering your audience, you should think about the kind of information these readers will find to be the most persuasive. Is it numbers? If so, make sure that you provide and explain your data. Is it testimonials? Recommendations from other collaborators? Historical precedent? Think closely about how you construct your argument in relationship to your readers.
• What are the particular expectations for this grant? Pay attention to everything the granting organization requires of you. Your proposal should adhere exactly to these requirements. If you receive any advice that contradicts the expectations of your particular situation ( including from this website ), ignore it! Study representative samples of successful proposals in your field or proposals that have received the particular grant you are applying for.
• How do you establish your credibility? Make sure that you present yourself as capable, knowledgeable, and forward thinking. Establish your credibility through the thoroughness of your plan, the intentional way that you present its importance and value, and the knowledge you have of what has already been learned or studied. Appropriately reference any past accomplishments that verify your ability to succeed and your commitment to this project. Outline any partnerships you have built with complementary organizations and individuals.
• How can you clearly and logically present your plan? Make sure that your organization is logical. Divide your proposal into predictable sections and label them with clear headings. Follow exactly the headings and content requirements established by the granting agency’s call for proposals.Grant proposals are direct and to–the–point. This isn’t a good place for you to embroider your prose with flowery metaphors or weave in subtle literary allusions. Your language should be uncluttered and concise. Match the concepts and language your readers use and are familiar with. Your readers shouldn’t have to work hard to understand what you are communicating. For information about writing clear sentences, see this section of our writer’s handbook. However, use a vivid image, compelling anecdote, or memorable phrase if it conveys the urgency or importance of what you are proposing to do.

Common Elements of Grant Proposals

General Tips

Pay attention to the agency’s key interests..

As mentioned earlier, if there are keywords in the call for proposals—or in the funding organization’s mission or goal—be sure to use some of those terms throughout your proposal. But don’t be too heavy–handed. You want to help your readers understand the connections that exist between your project and their purpose without belaboring these connections.

Organize ideas through numbered lists.

Some grant writers use numbered lists to organize their ideas within their proposal. They set up these lists with phrases like, “This project’s three main goals are . . . ” or, “This plan will involve four stages . . . ” Using numbers in this way may not be eloquent, but it can an efficient way to present your information in a clear and skimmable manner.

Write carefully customized proposals.

Because grant funding is so competitive, you will likely be applying for several different grants from multiple funding agencies. But if you do this, make sure that you carefully design each proposal to respond to the different interests, expectations, and guidelines of each source. While you might scavenge parts of one proposal for another, never use the exact same proposal twice . Additionally when you apply to more than one source at the same time, be sure to think strategically about the kind of support you are asking from which organization. Do your research to find out, for example, which source is more likely to support a request for materials and which is more interested in covering the cost of personnel.

Go after grants of all sizes.

Pay attention to small grant opportunities as well as big grant opportunities. In fact, sometimes securing a smaller grant can make your appeal for a larger grant more attractive. Showing that one or two stakeholders have already supported your project can bolster your credibility.

Don’t give up! Keep on writing!

Writing a grant proposal is hard work. It requires you to closely analyze your vision and consider critically how your solution will effectively respond to a gap, problem, or deficiency. And often, even for seasoned grant writers, this process ends with rejection. But while grant writers don’t receive many of the grants they apply to, they find the process of carefully delineating and justifying their objectives and methods to be productive. Writing closely about your project helps you think about and assess it regardless of what the grant committee decides. And of course, if you do receive a grant, the writing won’t be over. Many grants require progress reports and updates, so be prepared to keep on writing!

Successful Sample Grant Proposals

One of the best ways to learn how to write grant proposals is to analyze successful samples. We’ve annotated and uploaded three very different kinds of successful proposals written by colleagues associated with UW–Madison. We encourage you to carefully read these samples along with the annotations we’ve provided that direct your attention to specific ways each one is doing the work of a strong proposal. But don’t stop with these! Find additional samples on your own of successful proposals like the one you’re writing to help guide and further your understanding of what has worked and been persuasive.

• Sample Grant Proposal 1 (PDF) Fellowship Proposal for UW–Madison’s Center for the Humanities’ Public Humanities Exchange (HEX)
• Sample Grant Proposal 2 (PDF) Proposal for a 3–Year National Science Foundation Graduate Research Fellowship
• Sample Grant Proposal 3 (PDF) Madison Writing Assistance’s grant proposal to the Evjue Foundation

Academic and Professional Writing

This is an accordion element with a series of buttons that open and close related content panels.

Analysis Papers

Reading Poetry

A Short Guide to Close Reading for Literary Analysis

Using Literary Quotations

Play Reviews

Writing a Rhetorical Précis to Analyze Nonfiction Texts

Incorporating Interview Data

Grant Proposals

Additional Resources for Grants and Proposal Writing

Job Materials and Application Essays

Writing Personal Statements for Ph.D. Programs

• Before you begin: useful tips for writing your essay
• Guided brainstorming exercises
• Get more help with your essay
• Frequently Asked Questions

Resume Writing Tips

CV Writing Tips

Cover Letters

Business Letters

Proposals and Dissertations

Resources for Proposal Writers

Resources for Dissertators

Research Papers

Planning and Writing Research Papers

Quoting and Paraphrasing

Writing Annotated Bibliographies

Creating Poster Presentations

Writing an Abstract for Your Research Paper

Thank-You Notes

Advice for Students Writing Thank-You Notes to Donors

Reading for a Review

Critical Reviews

Writing a Review of Literature

Scientific Reports

Scientific Report Format

Sample Lab Assignment

Writing for the Web

Writing an Effective Blog Post

Writing for Social Media: A Guide for Academics

Dynamic title for modals

Are you sure.

Grant Writer Cover Letter Example

Cover letter examples, cover letter guidelines, how to format an grant writer cover letter, cover letter header, cover letter header examples for grant writer, how to make your cover letter header stand out:, cover letter greeting, cover letter greeting examples for grant writer, best cover letter greetings:, cover letter introduction, cover letter intro examples for grant writer, how to make your cover letter intro stand out:, cover letter body, cover letter body examples for grant writer, how to make your cover letter body stand out:, cover letter closing, cover letter closing paragraph examples for grant writer, how to close your cover letter in a memorable way:, pair your cover letter with a foundational resume, key cover letter faqs for grant writer.

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

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

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

Related Cover Letters for Grant Writer

Content writer cover letter.

Proposal Writer Cover Letter

Copywriter Cover Letter

Freelance Writer Cover Letter

SEO Content Writer Cover Letter

Staff Writer Cover Letter

Senior Writer Cover Letter

Editorial Assistant Cover Letter

Related Resumes for Grant Writer

Content writer resume example.

Proposal Writer Resume Example

Copywriter Resume Example

Freelance Writer Resume Example

Seo content writer resume example, staff writer resume example, senior writer resume example, editorial assistant resume example.

Try our AI Cover Letter Generator

Project Types We Cover

• Admissions Essay
• PowerPoint Presentation
• Research Paper
• Book Reviews
• Personal Statement
• Ph.D Dissertation
• Proofreading

Academic Fields & Subjects

• Programming
• Computer Science
• Other projects we help with
• Our Experts
• Plagiarism Checker
• Writing Tips

Grant Proposal Cover Letter As The Main Document of The Grant Application

By: Henrique Bertulino

Use a motivation letter for a grant to show the uniqueness of your idea to the future funder. Take enough time to prepare it, following some rules, and studying good samples.

Read a Request For Proposal for a Contract Bid

Personal information, executive summary, statement of need, typical mistakes, plan of evaluation, budget information, write it in short and essentially, when it is better to write a cover letter, mandatory items of the cover letter, the style of your cover letter, what should be the length of the cover letter, a sample of the cover letter will help you, where else you may need a cover letter, typical mistakes in the cover letter, make your cover letter different from others.

It is necessary to study the mission and goals of the organization that provides it. Understanding the aims of financial donors should suggest the primary vector of the motivation letter.

"Why do you think you should get a grant?" is the central question you need to answer in your letter. It is essential to formulate your thoughts in such a way as to answer the implicit question.

You need to find and reflect on the "knot" that connects your aspirations to the grant's opportunities. In this type of letter, the focus should be on problem-solving, facilitated by obtaining funding.

But these are general rules for writing a letter. Next, we will consider in detail all the writing tips for drawing up this document.

To present your project at all, you will need to go through a complex bidding process. At this stage, we advise you to focus on some key concepts.

Do you know what RFP is? And do you think you can read it effectively? If not, then you are in the right place.

Let's start with what it is. It means Request for Proposal (or Request for Quote - RFQ).

This concept is as follows: it is an application for the provision of a service or the creation of a project designed by the customer for the competition. It reflects the customer's goals, the criteria for bidders, and some other important indicators.

Are you convinced that you will meet all the requirements of the agency that offers the contract? In this case, it is essential to quickly and efficiently read the technical information you need. To qualify for a deal, pay attention to the following sections of your RFP package:

• Financial component. The first thing you should pay attention to is the question of price. It is essential to determine whether the company has set a minimum threshold for the cost of providing its services. Can you work within the allowable value of the contract? Analyze whether the RFP's financial component is suitable for both parties and do not spend too much time reading the rest of the document.
• The expected result of cooperation. Do the company's expectations meet the results of your work? You need to soberly assess your capabilities so that it does not become a problem in the future. Here the critical points are the frequency of obligations, the number, and the type of work performed.
• Duration of the contract. Some companies do not set time limits for project implementation, while others set specific deadlines. The RFP may specify a precise number of weekly, monthly hours required to implement the project. So it is worth paying particular attention to this.
• Special conditions. Examine the whole document in detail - are there any special conditions for concluding a contract? If you want to provide a quick response to RFP and avoid further misunderstandings, read each word and make sure that there are no unique aspects that the contract partner can then address.
• Adaptation to evaluation methods. To increase your chances of winning a grant application, make sure your response to RFP is consistent with the methods used to evaluate responses. These criteria can be found in the requests to participate in the competition. Rest assured, companies will not consider responses that ignore design and content requirements.

Parts of Good Grant Proposal Cover Letter

Grant proposal cover letter is a short (2-3 paragraphs) statement signed by your organization's director. The letter briefly describes the grant application's essence, the importance, and the significance of the proposed project. The message must reflect the support and approval of the project by the administration and is signed by the institution's head, or by another official, for example, the executive director.

There are essential elements of the letter, without which it will not be successful.

In the introductory part of your grant application, you describe your organization as a potential grant applicant. Please enter the name of the organization and briefly state its mission. The quality of the project is not the only important point when making a financing decision. Typically, applications are funded based on the reputation of the applicant organization as well. In the introduction, you justify your reliability and explain why your grant application deserves support.

If you are writing a cover letter for a CV or resume, look for good personal statement examples - these are the ones to include at the beginning of the letter.

Fund experts, first of all, pay attention to the formulation of the goals. Therefore, make them short. Remember the three main rules: the goal must be achievable, measurable, and limited in time. And since you are applying for a grant, it is also in the interests of the foundation.

When preparing the executive summary, keep in mind that the expert will read it entirely and carefully. The annotation should contain brief comprehensive information about the project, its ideas, and research methods. This information should be sufficient and necessary for the expert to form a picture of the problem's essence being solved on its basis. Do not use professional slang in your description; do not use common jargon. Try to write in the potential sponsor's language, using the same expressions and terms that appear in the competition announcement. Do not forget that an expert is a busy person, and if at the first moment of acquaintance with the topic, he does not have an interest in work, he will never arise.

Make sure you write down the following points here:

• The action plan you propose is in the interests of the donor.
• Your project is necessary, and its implementation is crucial for your community
• You have experience implementing similar ideas.

Remember also to specify the following items:

• Project success forecasts;
• How do you estimate the value of your offer;
• What impact will your program have;
• Specifics in determining the needs of the project.

Express your thoughts informatively but in a concise form.

Justify a list of all the needs that must be satisfied for the successful implementation of the project. It is then only, concisely, and convincingly, in 25-30 words, to convey this to the sponsor. Do not get carried away by listing difficulties and problems. Highlight only the main problem that you can solve with funding. Those reading the grant application should get the impression that you know exactly how to overcome all the difficulties. Only several specific things are missing for this.

Goals And Objectives

The goals and objectives of the project are the main sections of the grant application. One of the most common mistakes is mixing up project goals and objectives. Goals are strategic guidelines, and objectives are tactics to achieve a goal. In other words, what results you want to get at the output, and what steps you need to take for this. In doing so, always correlate goals and objectives. For example, it is not entirely appropriate to announce the possibility of solving global problems with a small amount of funding and a low level of performers' qualifications.

Achievement of specific results should be linked to the work schedule. It is impossible to achieve high results quickly, and, conversely, an unreasonably long time will correspond to low performance. Draw a sample of the result you can achieve.

Be sure to indicate your project's beneficiaries: those whose needs the implementation is aimed at the meeting. You or your organization should not assume this role. Satisfying the needs of those people and organizations whose interests are in the focus of your organization's activities is what your project should be aimed at. And indicate your needs for the implementation of the project from their point of view. Demonstrate that the project or area of activity with which it is associated is also in the sponsor's interests. If you cannot clearly define the category of beneficiaries and measure an idea's results, then it won't be easy to believe in the likelihood of its funding.

• inconsistency of the project goal with the goals and main activities of the applicant institution (or grantor);
• unclear wording;
• the set of tasks specified in the project does not correspond to the main goal of the project;
• unrealistic goals or tasks that cannot be realized within the framework of this project.

Methods And Strategies

So, in the previous sections, you caught the attention of a potential donor. Now you can dive into the details of your offer. How are you going to implement the project? This is the question you need to answer in this section.

This part contains a sample of the activities or events that need to be carried out to obtain the desired results with grant funds. It should clarify two main points:

• strategy for achieving the desired results;
• explanation of the choice of this particular strategy.

It should be noted that the latter's coverage requires a study of the experience of projects similar to the layout, which is being prepared by the applicant institution. Thus, this section justifies the choice of methods for implementing the program, what should be done, and by whom, what time frame and in what sequence, what resources will be used. At the same time, your approach to solving the problem should look attractive to the donor. It would help if you remembered that grants finance not the problem itself, but its solution. And not as a whole, but for a specific chain of events, activities envisaged by the project.

• experts do not understand what will be done, who, when, how and in what sequence will perform actions, what resources will be used;
• there is no logical connection of the chain: problem - goal - task - method;
• the proposed set of measures cannot be completed within a certain period and within the project's total cost.

A mechanism for assessing the program results will indicate that the applicant institution is professional and responsible for its implementation. The preparation of this section requires an assessment of the degree of overall performance. This will allow you to understand how much you will achieve your goals (evaluation of results). You will also need an evaluation mechanism to obtain data on the project's progress and its possible adjustments in the course of implementation (evaluation of the progress or individual stages of the project).

The overall success of a layout has several dimensions. But the main thing is economic efficiency and effectiveness. Economy efficiency is measured by comparing costs and products and results. Effectiveness is measured by the level of what the planned project results have been achieved, how stable they are, and how they affect the target audience (group).

Perhaps this is one of the most critical sections of the project. The grantor's experts treat its content with the utmost rigor. First of all, they pay attention to:

• total project cost;
• funds requested;
• the contribution of the organization itself to the costs of its implementation (if provided by the competitive conditions);
• attracted funds from other sponsors, etc.

It should be noted that donors may have different requirements for project budgeting. Therefore, you should first carefully examine the needs of the donor. The experts of the grantor usually review the budget according to several parameters, in particular:

• compliance with the competitive requirements;
• correspondence of the indicated amounts of expenses for various types of work to the real state of affairs and prices at the time of submission;
• the degree of financial participation of the grant applicant concerning the requested amount (the amount of its contribution);
• the ratio of administrative costs and direct costs of project implementation, etc.

Sometimes donors set limits for a grant, indicating the maximum or minimum amount that may be. The applicant institution must adjust its project scope and the scope of the specified amount's tasks. Typically, the project's budget consists of three main parts: salaries, main and indirect costs.

Organizational Background

At the last stage of the presentation, acquaint the donor with your organization a little deeper. Tell them about the development of your company. Where did you start, and what success have you already achieved? Here it is vital to show the progress of work. Describe the mission of your company. Uniqueness will be a critical factor in choosing a grantor between the two companies. Be sure to add the following information to this section:

• A brief digression into the history of the founding of the company;
• A list of previous achievements of your organization;
• A short story about managers and the best employees;
• A detailed description of people and activities that will be involved in the project.

At this stage, the grantor is already interested in your proposal. So get him on your side once and for all, convincing him that your company is a powerful team of results-oriented professionals.

The grant proposal cover letter contains a summary of the main essence of the project.

As a rule, most granting experts read the cover letter first and, if it makes a good impression on them, further study the grant application. Based on this practice, this document should be as clear, specific, and expressive as possible.

Experts recommend preparing the annotation last when all other sections of the

project proposals have been written. This will allow you to characterize your program as clearly as possible.

The grant proposal cover letter should inform the potential donor:

• about the institution directing the project and its executor in case of receiving a grant;
• about the problem requiring a solution (what the funds will be spent on);
• the term of the project and the territory on which it will be implemented;
• goals and objectives of the project (final result);
• methods and resources of the project;
• the cost of the project, the applicant institution's contribution (if any), and the amount requested from the donor.

Be concise, do not repeat what has already been said in the proposal, and quickly explain the matter's essence.

• Be consistent. Duplicate the date on the grant application in the grant proposal cover letter - they must match.
• Find out complete and accurate information about a potential source of funding. At the top of the letter, indicate the foundation or contact person, exact address, city, and state. Don't forget the donor's zip code.
• Your cover letter should be addressed to a real person. So show the appropriate respect. Find out who in the company is responsible for reviewing grant applications, specifying the name and position. In your address, use the word "Dear," adding the last name of the person.
• Try to state your proposal in three paragraphs. Present yourself and your organization in the introduction, and indicate what help you need and why. Then point out the importance of what you do. In the body of the letter, briefly describe the purpose and mission of your project. Finally, emphasize the need of your community to implement the proposed program.
• End the text with the words "Sincerely." Do not forget to sign the letter to the executive director and board president. In addition to the director's last name, provide the person's contact details who will answer all questions.
• Write the word "Enclosure" at the bottom of the paper.

All your text should fit on one page. A maximum of four paragraphs will be enough for a brief presentation of your project in the grant proposal cover letter.

To get an idea of the grant proposal cover letter, we advise you to look for good examples of ready-made letters or read our template .

But we want to warn you that you may have difficulty finding real cover letters because such information is not for public access.

• After you've put together a great resume in hopes of getting your dream job, be sure to consider writing a resume cover letter. A competent cover letter reveals your best qualities, grabs the attention of a potential employer, and shows your interest in the job.
• It directly depends on how well the cover letter for the CV is drawn up whether you will be invited for an interview or not.
• If you plan to devote time to studying at the university, but you do not have the financial opportunity to get a decent education, a scholarship essay for students is something you cannot do without.
• It's too long. Remember how you were forced to write a small essay? So your cover letter should be even smaller.
• It's too formal. There is no need to "I am in a hurry to notify you," "with great respect and reverence." Imagine that the same person will read it. And such a letter looks very unnatural. Free yourself a little from this "formal" box;
• Excessive emphasis on certain aspects of the project to the detriment of the rest;
• Failure to provide any critical details that help experts understand the value of this particular project;
• Inconsistency of the profile of the applicant institution with the priorities of the grant competition.
• You leave out the details. Explore the full length and breadth of the company's activities. Tell what values are close to you. Show your "deep" approach, not emotion. It's always impressive.
• Too many numbers and information about the wrong. Don't go overboard with the presentation of the entire project. To do this, you have many other sections of the presentation package.

A cover letter serves to convince the grantor of the importance and attractiveness of your project. In this section, you can concisely present the project and encourage the donor to prefer it. From what it says, experts should understand exactly what you want.

We think you understand that the donor will choose from thousands of exciting proposals. A cover letter may be your only chance to stand out from the crowd. To do this, find your uniqueness. Convince the grantor that only your company can correctly implement the plan. Emphasize your strengths so that the donor has no doubts about your competence.

User ratings:

User ratings is 4.6 stars.

4.6 /5 ( 3 Votes)

Head of Customer Success

I'm a medical doctor and brand manager. The process of getting into Med school and studying at it made me learn and apply many strategies to keep my productivity high while spending less time and effort. As a working student, I had to figure out how to study smarter, not harder. During this period, my interest in neurology and psychiatry, as well as my aspiration to help others, intensified. At Studybay, I use my knowledge, skills, and experience to develop helpful solutions for students and make their study paths more productive and fun.

Add Your Comment

We are very interested to know your opinion

Upgrade your writing skills!

Try our AI essay writer from Studybay today!