7.1 Introduction

“The first impression is by appearance. The best impression is by words.” ~ Vikrmn (CA Vikram Verma)

 

If first impressions are really as important as people say, giving great attention to the letter of intent (which is most often referred to as a cover letter), will serve the applicant extremely well. The cover letter is a summarized version of the proposal. It is concise and confident, and tailored to the opportunity presented by the funder. This shortened version of the proposal is the first chance that the organization has to make a compelling impression on the funder. Most often cover letters are allowed, but occasionally they are not. It is always best to check the guidelines first.

7.2 Understanding the Purpose of the Cover Letter

The cover letter is an excellent addition to a grant application. Not all organizations submit a letter, so including one gives a grant writer the chance to connect with the reviewer and build rapport. A standard or prescribed letter is a mistake. The cover letter is often the first thing that many people, including all reviewers, see and/or read. Following a “thank you” template will not help the application stand out. Take advantage of this opportunity, and introduce your organization, idea, or goal with a hook that will speak to the mission of the funding company.

Some grant applications require a cover letter or letter of intent (LOI), also known as a letter of inquiry, while others do not. Even if a cover letter is not required, they may still be submitted and may strengthen your chances of being funded. Be sure to follow all requirements for the cover letter when it is mandated that one be submitted. Common required sections include the following:

• Introduction
• Statement of need
• Methodology
• Other funding sources
• Summary statement

If you have already written the grant narrative, it will be easier to write the cover letter. As mentioned, it is a shortened version of the grant narrative and should include the most important pieces of your project. It needs to be a professional, formal letter that is easy to read and clean, yet should include emotion or pathos to emphasize your need. Tip! Be sure to stay within required page limits. A common requirement is one page in length, single-spaced.

The purpose of the letter of proposal is to give the reviewers a snapshot of what makes the project stand out from the rest. If written well and with intention, the cover letter will grab the attention and the favor of the scorers. Intentional writing will include personal details about the applying organization that will highlight the project and goals. The Indeed Career Guide heeds, “Introducing your organization at the beginning of your grant proposal cover letter can be beneficial, as it can provide reviewers with a background understanding of your organization and its purpose.”^[1] Finally, be authentic; passionate, but grounded.

7.3 Writing a Concise and Persuasive Letter of Proposal

The advised length for a letter of proposal is one page. With this in mind, clear writing combined with an easy-to-read, professional look will surely grab the attention of reviewers. Grants.gov advises, “Request that your colleagues or mentors review a first draft of your specific aims early in the process.”^[2] When writing the letter of proposal, remember that this is your first opportunity to appeal to the pathos of your reviewer. Try to put the following into practice:

1. Address the letter correctly.

• Make sure to use the formal contact information from the RFP including the correct name and title of the contact person.
• The address of the organization should be written as a traditional header at the top left of the page.
• Along with the address and name of the organization, note the RFP grant announcement number and the grant announcement name.

2. Introduce your organization and mission.

• Be sure to include the title of your organization.
• Summarize the values of your organization and showcase the mission.
• Share how long your organization has been in business.

3. Genuinely summarize the purpose of your project.

• Prove you are a human and speak to the empathetic and logical side of the review team.
• Include the name of your project and anything that might show how the outcomes align with the funder’s mission.

4. Paint a picture of the outlook of your project when it is complete.

• Highlight the benefits that your project will achieve.
• Write about the people in your community who will be positively impacted by your project.

5. End with a formal closing and salutation.

• Be concise and keep your closing statement between two to three sentences.
• Reiterate the intentions of the project, tying in what makes it unique.
• Demonstrate your appreciation to those who are reviewing the proposal.
• Keep your signature line professional by using ‘Sincerely.’
• Include the name and contact information of the writer.

The letter of proposal or cover letter is a wonderful opportunity for the reviewers to get a succinct image of what your organization’s mission is and how it will impact those in the community and beyond. More importantly, the document provides an opportunity for the writers to increase the chance for success by doing something the competitors might avoid. Going the extra mile can make all of the difference when scores narrow in the end.

7.4 Best Practices for Addressing Key Points in a Letter of Proposal

Best practices are taken into consideration in organizations of all kinds. When it comes to grant writing and the cover letter, authenticity, formality, and conciseness all rise to the surface.

Summit Strategy states, “Proposal writers fall into the trap of copying and pasting the same old boilerplate text they’ve always used, which typically sounds like every other firm submitting a proposal. The result? Your proposal that you worked on for months ends up forgotten on the ash heap of boring proposal history.”^[3] This might come across strongly worded, but the results of a so-so cover letter will be just that: so-so. It doesn’t seem reasonable that a team that has put so much time and effort into a grant proposal not use the cover letter to maximize their success.

In some cases, such as when applying for a grant with the National Institute of Allergy and Infectious Diseases, letters of proposal or cover letters are only submissible if there is special information or an approval needed, the application is late or in need of a correction, or contains genomic data.^[4] Once again, following directions proves critical when it comes to grant writing. The success rate and score your submission will receive will have an advantage when time and care is put into its development.

7.5 Example Letter of Proposal

Below is a fictional example of a letter of proposal that would be relevant to a foundation that supports the mental health of youths.

Learning Activities

Your Turn!

Chapter Seven Assignment: Write and Edit a Portion of the Letter of Proposal