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

7.1 Introduction

If first impressions are really as important as people say, paying close attention to the letter of intent (which is 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, confident, and tailored to the opportunity presented by the funder. This summarized version of the proposal is the first chance the organization has to make a compelling impression on the funder. Usually cover letters are allowed, but occasionally they are not. It is always best to check the guidelines first.

7.2 The Purpose of the Cover Letter

The cover letter is an excellent addition to a grant application. Not all organizations submit a cover letter, so including one offers an extra opportunity to connect with the reviewer and build rapport. A cookie cutter letter is a mistake. The cover letter is often the first thing that the reviewers read. Following a “thank you” template will not help the application stand out. Take advantage of this opportunity to 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, while others do not. Even if a cover letter is not required, they may still be submitted and can strengthen your chances of being funded. When a cover letter is required, ensure you fulfill all requirements. 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 previously mentioned, the cover letter is a shortened version of the grant narrative and should include the most important pieces of your project. It should be a professional, formal letter that is easy to read and clean yet utilizes 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 cover letter is to give the reviewers a snapshot of why your project stands 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 includes details about the applying organization that will highlight the project and goals. According to the Indeed Career Guide, “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 and passionate but grounded.

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.”^[2] 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.

7.4 Cover Letter Best Practices

Best practices are considered by organizations of all kinds. When it comes to grant writing and the cover letter, authenticity, formality, and conciseness all come to mind.

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 be tough to hear, but the results of a so-so cover letter will be just that: so-so. A team that has put so much time and effort into their grant proposal should definitely take advantage of the opportunity the cover letter presents to maximize success.

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

7.5 Example Cover Letter

Below is a fictional example of a cover letter relevant to a foundation that supports youth mental health.

7.6 Learning Activities

Cover Letter Practice

Rewrite a portion of the above cover letter in your own words. Feel free to focus on any of the paragraph objectives such as company value, data, credibility and trust, or appreciation and call to action.