7.3 Writing a Concise and Persuasive Cover Letter

The recommended length for a cover letter is one page. A clearly written, one-page cover letter that looks professional and is easy to ready 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.”^[1] When writing the cover letter, 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 Cover Letter Correctly

• Use the formal contact information from the RFP, including the correct name and title of the contact person
• Write the address of the organization 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 name and number

2. Introduce Your Organization and Mission

• 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. Summarize the Purpose of the Project

• Prove you are a human by speaking to both the empathetic and logical sides of the reviewers
• Include the name of your project and anything that demonstrates how the outcomes align with the funder’s mission

4. Paint a Clear Picture of the Outcome(s)

• Highlight the outcome(s) that your project aims to achieve
• Write about the people in your community who will be positively impacted by your project

5. End With a Formal Closing

• Be concise and keep your closing statement between two to three sentences
• Reiterate the intentions of the project, tying in what makes it unique
• Express your appreciation for those who are reviewing the proposal
• Keep your sign-off professional by using “Sincerely”
• Include the name and contact information of the writer

The letter of proposal, or cover letter, is a wonderful opportunity to give the reviewers a clear image of your organization’s mission and how the project will impact the community and beyond. This document provides an opportunity for the writers to increase their chances of success by doing something the competitors might not. Going the extra mile can make all the difference in the end.