sample of grant proposal cover letter

How to Write a Cover Letter for Your Grant Proposal

Customer Success Manager at Instrumentl

Reviewed by:

October 27, 2021

Last Updated:

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!

Grant Proposal Template for Nonprofits (+5 Tips Included)

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.

Good grant application letters reference the funder's requirements, is directed toward the funder and not generic, and includes a cover letter.

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.

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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.”

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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.

Mistakes to Avoid When Writing a Grant Proposal Cover Letter

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.

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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

Free Comprehensive Grant Proposal Cover Letter Sample 01 for Word Document

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.

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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.

Photo of cover letter for grant proposal

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

Photo of cover letter for grant proposal sample

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.

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How to Write a Great Grant Proposal Cover Letter

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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

How to writer 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.

Common grant proposal cover letter elements

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.

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Sample Letters

Grant Proposal Cover Letter Samples

Designing an appealing and comprehensive proposal to market you and your project to specific individuals or private institutions or agencies is integral so that you may have sufficient funds to fully support your projects. One of the most important things that you need to consider in preparing your grant proposal is an effective cover letter. In this article, we will provide some beneficial tips that you should learn and apply while writing your cover letter introduction for grant application. Plus, we include various grant application letter samples that you can use. Please continue reading!

Grant Proposal Cover Letter

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[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Recipient’s Name]

[Recipient’s Title/Position]

[Organization Name]

[Organization Address]

Dear [Recipient’s Name],

I hope this letter finds you well. My name is [Your Name], and I am writing to you on behalf of [Your Organization/Project Name]. Our organization is dedicated to [Briefly describe the mission or purpose of your organization].

I am reaching out to inquire about the possibility of receiving funding support from [Recipient’s Organization/Grant Program]. We are currently seeking financial assistance to [Briefly describe the purpose or goals of your project or program]. This initiative aims to [Describe the impact or benefits of your project or program].

As you may know, [Explain why this project or program is important and how it aligns with the goals or priorities of the recipient’s organization or grant program]. With your support, we believe that we can make a significant difference in [Describe the intended beneficiaries or community that will benefit from your project or program].

I have attached a detailed proposal outlining the scope of our project or program, budget breakdown, and expected outcomes. Additionally, I am available to discuss any questions or provide further information at your convenience.

We understand that [Recipient’s Organization/Grant Program] receives numerous funding requests, and we are grateful for your time and consideration. We are confident that our project or program aligns with your organization’s mission and goals, and we hope to have the opportunity to partner with you in making a positive impact in our community.

Thank you for your attention to this matter. We look forward to the possibility of working together and creating lasting change.

[Your Title/Position]

[Your Organization Name]

Enclosure: Project Proposal

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[Your Organization’s Name]

[Your Organization’s Address]

[Date: March 21, 2024]

[Ms. Emily Parker]

[Grant Coordinator]

[Hope Foundation]

[123 Hope Street]

[Cityville, State, Zip Code]

Dear Ms. Parker,

I hope this letter finds you well. My name is Sarah Johnson, and I am writing to you on behalf of Community Care Foundation, a nonprofit organization dedicated to providing healthcare services to underserved communities in the greater metropolitan area.

I am reaching out to express our sincere interest in applying for funding from the Hope Foundation to support our “Health for All” initiative. The “Health for All” initiative aims to expand access to primary healthcare services for low-income families and individuals who lack adequate medical insurance coverage.

Our organization has identified a pressing need within our community, where many individuals struggle to afford basic healthcare services. Through the “Health for All” initiative, we plan to establish a mobile medical clinic that will travel to underserved neighborhoods, providing free medical consultations, screenings, and preventive care services.

Enclosed, you will find our complete grant proposal, which provides detailed information about our organization, the proposed “Health for All” initiative, budget breakdown, and expected outcomes. We have also included supporting documents, such as our organization’s financial statements and relevant certifications.

We understand that the Hope Foundation receives numerous grant applications, and we are grateful for the opportunity to submit our proposal for consideration. We are committed to transparency, accountability, and achieving measurable results, and we welcome any questions or feedback you may have.

Thank you for considering our request for funding. We are excited about the possibility of partnering with the Hope Foundation to create positive change in our community. We look forward to the opportunity to discuss our proposal further and explore how we can work together to make a difference.

Sarah Johnson Executive Director Community Care Foundation

Enclosure: Grant Proposal

I hope this letter finds you well. My name is [Your Name], and I am writing to you on behalf of [Your Organization’s Name]. Our organization is dedicated to [Briefly describe the mission or purpose of your organization].

I am pleased to submit our budget proposal for [Describe the purpose or project for which the budget is being proposed]. This proposal outlines the financial plan for [Briefly describe the scope and objectives of the project or program].

Enclosed, you will find a detailed breakdown of our proposed budget, including expenses for personnel, supplies, equipment, and any other relevant costs. We have carefully considered all aspects of the project to ensure that our budget is realistic and aligned with our goals.

We believe that the proposed budget is both comprehensive and cost-effective, and it reflects our commitment to maximizing the impact of our resources. We are confident that with your support, we can successfully implement [Describe the intended outcomes or benefits of the project or program].

Thank you for considering our budget proposal. We are excited about the possibility of partnering with [Organization Name] to bring this project to fruition and make a positive difference in our community. Should you have any questions or require further information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Enclosure: Budget Proposal

I hope this letter finds you well. My name is [Your Name], and I am writing to you on behalf of [Your Organization’s Name], a nonprofit organization dedicated to [Briefly describe the mission or purpose of your organization].

I am reaching out to request funding support from [Organization Name] to support our [Name of Project or Program]. Our project aims to [Briefly describe the goals and objectives of your project or program].

The [Name of Project or Program] addresses a critical need within our community, and we believe that with your support, we can make a meaningful impact and improve the lives of those we serve.

Enclosed, you will find our complete grant proposal, which provides detailed information about our organization, the proposed project or program, budget breakdown, and expected outcomes. We have also included supporting documents, such as our organization’s financial statements and relevant certifications.

We understand that [Organization Name] receives numerous grant requests, and we are grateful for the opportunity to submit our proposal for consideration. We are committed to transparency, accountability, and achieving measurable results, and we welcome any questions or feedback you may have.

Thank you for considering our request for funding. We are excited about the possibility of partnering with [Organization Name] to create positive change in our community. We look forward to the opportunity to discuss our proposal further and explore how we can work together to make a difference.

A well-crafted grant proposal cover letter can significantly enhance your application’s chances of success. It serves as the introduction to your proposal, setting the tone and summarizing the key points. Here are six essential parts to include in a successful grant proposal cover letter:

Introduction and Executive Summary : Start with a brief introduction of your organization and its mission. Quickly transition into an executive summary of the grant proposal, highlighting the main goals and the impact the grant would have. This section should grab the reader’s attention and make them want to learn more.
Statement of Need : Clearly and concisely articulate the need or problem your project aims to address. This section should demonstrate your understanding of the issue and why it is crucial to address it now. It sets the stage for the rest of the proposal by showing the funder the importance of your project.
Project Description : Provide a succinct overview of the project for which you’re seeking funding. Include information on what the project entails, its objectives, and the strategies you will use to achieve these objectives. Highlight how your project aligns with the funder’s priorities and goals.
Funding Request : Specify the amount of funding you are requesting and give a brief overview of how these funds will be used. It’s important to be clear and precise in this section to give the funder a clear understanding of your financial needs.
Organization’s Capability and Expertise : Highlight your organization’s strengths, past successes, and expertise in the area for which you are seeking funding. This section is your chance to convince the funder that your organization is capable of successfully implementing the project and managing the funds responsibly.
Closing and Call to Action : Conclude your cover letter with a strong closing statement that reiterates the impact the grant would have. Include a call to action, inviting the funder to review your sample proposal for more detailed information. Thank the funder for considering your request, and provide your contact information for follow-up questions or discussions.

Remember, the cover letter should not only convey the essential information about your grant proposal but also reflect your organization’s professionalism and passion for the project. It should be well-written, concise, and tailored to the specific funder, demonstrating why your project deserves their support.

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Writing a compelling cover letter for your grant proposal is a critical step in securing funding for your project. Here are eight tips to help you craft an effective cover letter:

Address the Right Person : Always address the cover letter to the specific individual handling grant applications, if possible. Personalizing the letter can make a difference, showing that you’ve taken the time to research who is responsible for reviewing your proposal.
Be Concise and Clear : Keep your cover letter succinct. Aim for no more than one page, focusing on the most important aspects of your proposal and how they align with the funder’s priorities. Clarity and brevity are key to making a strong impression.
Highlight Your Organization’s Strengths : Briefly introduce your organization and its mission at the beginning of the letter. Emphasize any unique qualities or successes that make your organization the right choice for the grant.
State the Problem and Your Solution : Clearly define the problem your project aims to address and how you intend to solve it. This demonstrates your understanding of the issue and your proactive approach to making a change.
Specify the Funding Request : Mention the amount of funding you are requesting and give a high-level overview of how the funds will be used. Be transparent and direct about your financial needs.
Show Alignment with the Funder’s Goals : Research the funder’s goals and priorities, and explicitly connect how your project aligns with them. This shows that your proposal is not only valuable but also a good fit for the funder’s objectives.
Include a Call to Action : End your letter with a polite call to action, encouraging the funder to read your full proposal for more detailed information. Express your willingness to provide further details or to meet in person to discuss the proposal.
Proofread and Professionalize : Before sending, thoroughly proofread your cover letter to eliminate any typos or grammatical errors. Use professional language and a formal letter format to convey seriousness and professionalism.

Your cover letter is an opportunity to make a strong first impression on the funder. By following these tips, you can create a compelling narrative that highlights the significance of your project and why it deserves funding, setting the stage for your detailed proposal to shine.

agency grant proposal cover letter sample

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mistakes to avoid writing a grant proposal cover letter 1024x576

When crafting a cover letter for your grant proposal , avoiding certain pitfalls can significantly increase your chances of making a positive impression. Here are key mistakes to steer clear of:

Generic Addresses : Avoid starting with “To whom it may concern.” Do your research to find out the name of the person or the title of the grant manager. Personalizing the letter shows attentiveness and respect.
Lack of Customization : Each grant proposal cover letter should be tailored to the specific grant and funding organization. Using a one-size-fits-all approach can make your application seem impersonal and lackluster.
Repeating the Proposal : While it’s important to summarize key points, the cover letter shouldn’t simply repeat what’s in the proposal. Instead, highlight the most compelling aspects of your project and its alignment with the funder’s goals.
Overlooking the Mission Match : Failing to explicitly connect your project with the funder’s mission and goals is a missed opportunity. Make it clear why your project is a good fit for their priorities.
Neglecting the Organization’s Strengths : Not showcasing your organization’s qualifications, expertise, or unique capabilities can weaken your proposal. Highlight your successes and strengths to build confidence in your project’s potential.
Being Vague about the Funding Request : Avoid ambiguity about how much funding you’re asking for and how it will be used. Be clear and specific about your financial needs to show you’ve thoughtfully planned your project.
Forgetting a Call to Action : Ending your letter without a clear next step can leave things hanging. Invite the reader to review your full proposal and offer to provide additional information or meet to discuss further.
Typos and Grammatical Errors : Errors in your cover letter can undermine the professionalism of your application. Proofread carefully and consider having someone else review your letter as well.
Omitting Contact Information : Make sure your contact information is easy to find and correct. Forgetting this crucial detail can make it difficult for funders to reach out for more information or to award funding.
Ignoring the Cover Letter : Lastly, not including a cover letter or treating it as an afterthought is a significant mistake. The cover letter is your chance to make a strong, personal appeal to the funding organization.

By avoiding these common mistakes, you can craft a more compelling and effective grant proposal cover letter, improving your chances of securing the funding your project needs.

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According to the book “ How to Write a Grant Proposal ,” a request for grant proposal cover letter is a written document of an introduction concerning a research project and a way of getting started on the right foot by introducing your work instead of launching into the request right away. By using an effective cover letter for a grant proposal, you can leverage it to create an excellent first impression, especially when you send your proposal to a foundation or a state program.

When you write a grant proposal cover letter , take note that you need to write simple and concise words and your tone should be positive, confident, and inviting. Keep your overall letter in one page only and it must have a 12-point text font with at least an inch of the margins. Below are important ways you can do while preparing the cover page for grant proposal sample :

For your heading, type the name of the institution or organization, the person you are addressing as well as the address of the person or the organization at the left side of your page. Then, type the formal opening statement by addressing the person you are writing the letter. Avoid using “To Whom It May Concern” because this shows that you are not prepared and have not done the basic and essential research to identify the gran t program contact person.

Before including the highlights of your project, you need to fulfill your potential funder’s interests and standard. That’s why you and your team must research the primary interests of your potential funder by reading and analyzing several literature, past projects work , resources and other information about the funder. Funders have a difficult time in making right decisions especially in offering grants.

So, when writing your grant application letter , your project should match the issue that is crucial to the funder or simply, your project must be targeted to create an innovative solution to the problem which greatly interests the grant maker.

Your project proposal should provide a detailed description of the highlights of your project. Describe the specific location and target population in your cover letter as you paint a thumbnail illustration of your part of the world, as well as the target audience that your project intends to serve. Aside from this, t he University of North Carolina Wilmington recommends that you should include the support goals and objectives inside your letter. Explain your purpose for your proposal submission.

You should be polite and humble when writing your grant application letter format . This is very ideal when you’re trying to ask for financial aid from several individuals or organizations. So, use simple, clear, and direct words. Avoid inserting complex terms and sentences.

William Faulkner once said: “Gratitude is a quality similar to electricity: It must be produced and discharged and used up in order to exist at all.” For the last paragraph of your grant proposal cover letter, show your deep gratitude by expressing your heartfelt thanks and appreciation to your potential funder who will provide financial assistance or support for your project scope. In this way, you will give a positive impression to your overall letter.

Write the complete details of the sample agreement or relationship as it clearly refers to the grant application. Specify the representative’s signature and organization letterhead. Include testimonies that prove the grant applicant’s appropriateness for the particular project or relationship. Mention specific achievements, valuable metrics, current objectives, and future goals.

The first step that you need to do in writing a grant proposal is perform a background research on your potential funder. Follow closely the specific guidelines of your funder. Coordinate with each other by explaining your interests and intentions concerning your project. Remember to edit and proofread your formal proposal.

Based on an article , grant funds are typically used to finance the investigation of a business theme, offer working capital for starting up a business or other purpose. Additionally, these funds can be utilized to supplement existing funds.

Grant reviewers look for the design and illustrations, target page, clarity and simplicity, potential problems and alternate solutions, and research project timeline in your proposal.

Therefore, we highly recommend that you follow the aforementioned tips in this article when you write your cover letter for your grant proposal. Your document needs to convince your potential funders that your project objectives are specific, measurable, attainable, realistic and time oriented (SMART), that your proposal’s logic model demonstrates a clear and effective process, that your project design addresses the needs of your target group, and many more significant aspects. To help you in writing your grant proposal letter writing , you can click and download our templates here!

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How to Write an Effective Grant Proposal Cover Letter

Make It Brief but Inviting

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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.

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How to Write Goals and SMART Objectives for Your Grant Proposal
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Grant Application Cover Letter

September 22, 2023

A Grant Application Cover Letter is a formal document that accompanies a grant application, typically addressed to a potential grantor or a funding organization. This letter serves as an introduction to the grant proposal, providing a concise overview of the project or program for which funding is sought.

It plays a critical role in making a first impression and convincing the grantor that the project is worth considering for funding.

The art of crafting a compelling grant application cover letter is integral in navigating the competitive terrain of grant procurement. This initial document serves as a pivotal interface between the applicant and the potential funding entity, reflecting the aspirations, the precision, and the authenticity of the proposed project.

A well-constructed cover letter can be instrumental in shaping favorable impressions, setting the stage for a thorough review of the accompanying application.

The essence of a grant application cover letter is to succinctly communicate the core objectives and anticipated impacts of the proposed endeavor. It acts as a gateway to the intricate details of the application, providing a glimpse into the innovation, relevance, and feasibility embedded within the project.

Given its paramount importance, it is crucial for applicants to meticulously align the content of the cover letter with the ethos and expectations of the funding organization.

In the dynamic landscape of grant procurement, the necessity for clarity, coherence, and congruence in articulating project outlines and objectives cannot be overstated.

The cover letter should resonate with the mission and values of the granting entity, elucidating the synergies between the proposed project and the overarching goals of the funder.

The intricate balance between conciseness and comprehensiveness in presenting the project’s scope and significance is vital in maintaining the interest and curiosity of the reviewers.

The strategic incorporation of pertinent information regarding the applicant’s background, expertise, and the contextual relevance of the project is crucial in establishing credibility and demonstrating commitment.

The inclusion of such elements not only substantiates the feasibility of the project but also reinforces the alignment between the applicant’s capabilities and the project’s demands. It serves to instill confidence in the reviewers about the applicant’s competence and the potential success of the proposed initiative.

Moreover, the articulation of the project’s goals, the anticipated outcomes, and the prospective benefits is essential in elucidating the transformative potential embedded within the proposal.

It provides an opportunity for applicants to showcase the uniqueness and the value proposition of their project, distinguishing it from the plethora of applications. The emphasis on the anticipated impacts and the broader implications of the project fosters a sense of relevance and urgency, compelling the reviewers to delve deeper into the application.

In this realm of incessant competition and evolving expectations, the role of meticulous research and nuanced understanding of the funding organization’s priorities is undeniable. The nuanced tailoring of the cover letter to resonate with the specific interests, values, and mission of the grantor is instrumental in establishing a connection and fostering alignment. The infusion of insights gleaned from thorough research enhances the authenticity and the contextual relevance of the cover letter, optimizing its potential to captivate and convince.

Furthermore, the meticulous attention to detail and adherence to the prescribed guidelines and format is essential in preserving the integrity and the professionalism of the application. The precision in language, the clarity in expression, and the coherence in structure are vital in conveying the seriousness and the sophistication inherent in the proposal. The avoidance of ambiguity, redundancy, and over-complexity is key in maintaining the fluidity and the accessibility of the content.

Understanding the Purpose

A grant application cover letter often serves as the first point of contact between the applicant and the granting institution. The purpose of this crucial document goes beyond merely introducing the project; it acts as a window, revealing the potential, viability, and relevance of the proposed endeavor, and its alignment with the funder’s objectives.

Understanding the purpose of a cover letter in the grant application process is pivotal. It’s the initial framework, setting the tone and providing a concise snapshot of the applicant’s proposal.

This document is vital for creating a strong first impression, reflecting the essence of the project and its potential impact. It lays the groundwork, inviting the grantor to explore the application further, beckoning them into the depths of the envisioned project, its aims, methodologies, and the anticipated outcomes.

Importance of a Cover Letter:

The value of a meticulously crafted cover letter cannot be understated in the world of grant applications. It’s the initial handshake, the first interaction that could make or break the journey of the proposed project. It’s not merely an informative piece but a persuasive document that strives to resonate with the reviewers, subtly conveying the symbiotic alignment between the project’s goals and the funding organization’s mission. It serves to entice, to pique interest, leading the way for the detailed exposition contained within the application.

Role in Creating a First Impression:

First impressions carry immense weight, dictating the subsequent interactions and shaping the perceptions of the reviewers. A well-articulated cover letter is instrumental in constructing a favorable and lasting impression.

It’s the preliminary canvas, painting a vivid picture of the project’s essence, its innovativeness, and its potential to effect meaningful change. The emphasis on clarity, conciseness, and relevance is paramount in ensuring the sustained interest and engagement of the reviewers, steering them towards a deeper exploration of the proposal.

Complementing the Grant Application:

The cover letter and the grant application share a symbiotic relationship, each enhancing the impact of the other. The cover letter serves as a gateway, a concise summary accentuating the pivotal aspects of the project, while the application delves into the intricate details, substantiating the claims and the projections made in the cover letter. This harmonious interplay is crucial in presenting a coherent, comprehensive, and compelling narrative, optimizing the chances of securing the coveted grant.

Setting the Tone:

The tone of the cover letter is a subtle yet powerful element, reflecting the applicant’s approach, attitude, and the level of professionalism. A balanced, respectful, and earnest tone is crucial in establishing rapport and credibility. The infusion of enthusiasm, conviction, and humility can significantly enhance the relatability and the authenticity of the document, fostering a sense of trust and resonance with the reviewers. The deliberate alignment of the tone with the ethos and the expectations of the funding organization is key in optimizing the impact and the persuasiveness of the cover letter.

Essential Components

The crafting of an effective grant application cover letter is akin to constructing a building; every component, every element has a role, ensuring the overall stability, coherence, and impact of the structure. The integral components of a cover letter work in unison to present a well-rounded picture of the project, its relevance, and the prospective benefits, compelling the reviewers to delve deeper into the details provided in the grant application.

A well-structured cover letter is a blend of pertinent information, clear articulation, and strategic emphasis. It consists of several critical elements, each contributing to the overall narrative and impact of the document.

These components, from address to signature, collectively serve to introduce, elucidate, and emphasize the project’s goals, methodologies, anticipated outcomes, and alignment with the funding organization’s mission and values. The meticulous attention to each element ensures the coherence, clarity, and persuasiveness of the cover letter, optimizing its potential to captivate and convince.

Address and Salutation:

The address and salutation set the tone for the interaction, reflecting the professionalism and the attention to detail inherent in the applicant. The accurate addressing of the funding organization and the appropriate salutation are foundational in establishing rapport and conveying respect. The meticulous verification of the organization’s name, the recipient’s title, and the preferred form of address is crucial in avoiding inaccuracies and ensuring a positive first impression.

Introduction:

The introduction serves as the entry point, the initial glimpse into the essence of the proposed project. It’s the succinct articulation of the project’s core objectives, its relevance, and its alignment with the funder’s goals. The strategic emphasis on clarity, conciseness, and relevance in the introduction is vital in capturing the interest of the reviewers and compelling them to explore further. The integration of a hook, a unique angle or insight, can significantly enhance the impact and the memorability of the introduction.

Project Description:

The project description is the heart of the cover letter, providing a concise yet comprehensive overview of the proposed endeavor. It delves into the specifics, elucidating the methodologies, the anticipated outcomes, and the broader implications of the project. The meticulous balancing of detail and brevity is crucial in maintaining the engagement of the reviewers, providing them with a clear understanding of the project’s scope, significance, and feasibility, while fostering a sense of curiosity and anticipation.

Project’s Objectives:

The articulation of the project’s objectives serves to clarify the envisioned outcomes and the intended impacts of the proposal. It’s the clear, coherent presentation of the goals, the transformative potential, and the alignment with the funding organization’s mission. The emphasis on specificity, measurability, attainability, relevance, and time-bound nature of the objectives is essential in conveying the viability and the value proposition of the project, instilling confidence in the reviewers about the prospects of success.

Budget Overview:

The budget overview provides a snapshot of the financial aspects of the project, offering insights into the allocation, utilization, and management of the funds. It’s the transparent, accountable presentation of the financial needs, the justifications, and the anticipated returns on investment. The strategic integration of a budget overview in the cover letter is instrumental in establishing credibility, demonstrating financial acumen, and reinforcing the feasibility and the sustainability of the project.

Closing Remarks and Signature:

The closing remarks and the signature are the final touches, the concluding interactions that re-emphasize the key points and express gratitude for the consideration. The infusion of sincerity, humility, and optimism in the closing remarks is vital in leaving a lasting, positive impression. The professional, respectful signature reflects the earnestness and the commitment of the applicant, serving as a subtle reminder of the authenticity and the integrity inherent in the proposal.

Tailoring the Content

Navigating the nuanced landscape of grant application cover letters necessitates more than just a clear understanding of the project and its components; it requires a meticulous approach to tailoring content. Customizing the narrative to align with the values, interests, and expectations of the granting organization is pivotal in creating resonance and establishing connection.

Tailoring the content of a grant application cover letter is akin to designing a key that perfectly fits a lock. It involves a comprehensive understanding of the funding organization’s mission, goals, and preferences, and aligning the cover letter’s narrative, tone, and emphasis accordingly. This customized approach enhances the relevance and the appeal of the document, optimizing its potential to engage, resonate, and convince. It transforms the cover letter into a dynamic, adaptive entity that speaks directly to the unique needs and aspirations of the grantor.

Understanding the Funder’s Mission:

To tailor content effectively, a profound understanding of the funder’s mission and values is indispensable. This knowledge serves as the foundation upon which the narrative is built, ensuring alignment and coherence with the grantor’s expectations and aspirations. A deep dive into the organization’s objectives, areas of interest, and previous funding initiatives provides insights into their preferences and priorities, enabling the crafting of a narrative that is attuned to their ethos.

Aligning Project Goals:

Once the funder’s mission is discerned, aligning the project’s goals with it is crucial. This involves highlighting the synergies between the proposed project and the grantor’s objectives, emphasizing the mutual benefits and the shared vision. Articulating the project’s objectives in a way that reflects the funder’s interests and values enhances the perceived relevance and value of the proposal, fostering a sense of partnership and shared purpose.

Demonstrating Impact:

The emphasis on the anticipated impacts and benefits of the project is integral in tailoring the content. Demonstrating the transformative potential of the proposal in terms that resonate with the funder’s goals creates a compelling narrative. The quantifiable presentation of the expected outcomes, their broader implications, and their alignment with the grantor’s mission reinforces the feasibility and the significance of the project, instilling confidence and interest in the reviewers.

Using Appropriate Language:

The language used in the cover letter is a subtle yet powerful element in tailoring the content. It reflects the understanding, the respect, and the alignment with the grantor’s culture and values. Adopting a tone and a vocabulary that resonate with the organization’s ethos enhances the relatability and the accessibility of the document. The infusion of terms, phrases, and references that are familiar and valued by the grantor contributes to the authenticity and the appeal of the narrative.

Addressing Specific Criteria:

Funding organizations often have specific criteria and expectations for grant applications. Addressing these explicitly and meticulously in the cover letter is essential in creating a tailored narrative. It demonstrates attentiveness, thoroughness, and alignment with the organization’s standards and requirements. Providing clear, concise responses to the outlined criteria enhances the clarity and the coherence of the document, optimizing its potential to meet the specific needs and expectations of the grantor.

Incorporating Feedback:

If available, incorporating feedback from previous interactions or applications with the funding organization is a strategic move in tailoring content. It reflects adaptability, responsiveness, and a commitment to continuous improvement. Addressing the areas of concern, emphasizing the enhancements made, and reiterating the alignment with the funder’s goals contribute to the credibility and the persuasiveness of the proposal, optimizing its chances of success.

Common Pitfalls and How to Avoid Them

Crafting a compelling grant application cover letter involves navigating around various potential pitfalls. These missteps can significantly hinder the impact and effectiveness of the document, thereby reducing the likelihood of securing the grant.

Identifying common pitfalls in writing grant application cover letters is crucial for avoiding them and enhancing the document’s effectiveness. These pitfalls often revolve around clarity, relevance, conciseness, and alignment with the grantor’s mission and expectations. By being cognizant of these pitfalls and implementing strategic measures, applicants can optimize the cover letter’s coherence, persuasiveness, and appeal, increasing the chances of a favorable reception.

Lack of Clarity:

One common pitfall is the lack of clarity and coherence in presenting the project’s goals, methodologies, and anticipated outcomes. How to Avoid: Prioritize clear, concise articulation of the project’s essence and its alignment with the funder’s mission. Use straightforward language and logical structuring to enhance understanding and engagement.

Neglecting the Funder’s Mission:

Another pitfall is neglecting to align the project’s objectives and impacts with the funder’s mission and values. How to Avoid: Conduct thorough research on the funding organization’s goals, preferences, and previous grants to tailor the content effectively, emphasizing mutual benefits and shared values.

Overloading with Details:

Overloading the cover letter with excessive details and technical jargon can overwhelm the reviewers and obscure the main points. How to Avoid: Maintain a balance between detail and brevity, focusing on the most pivotal aspects of the project. Use accessible language and provide succinct, relevant information to keep the reviewers engaged and informed.

Ignoring Specific Criteria:

Ignoring the specific criteria and guidelines provided by the funding organization can lead to non-compliance and reduced credibility. How to Avoid: Carefully review the application guidelines and address each criterion meticulously, demonstrating attentiveness and alignment with the organization’s standards and expectations.

Overlooking Proofreading:

Submitting a cover letter with errors and inconsistencies can convey a lack of professionalism and attention to detail. How to Avoid: Allocate ample time for proofreading and revisions. Seek feedback from peers or mentors and use editing tools to ensure accuracy, coherence, and polish.

Grant Application Cover Letter Example

Dear Madam Rosy,

I am reaching out on behalf of Girls Empower, a dedicated non-profit organization with a mission to foster learning and development opportunities for young girls from underserved communities.

We believe in the transformative power of education and empowerment to build a foundation for a more equitable, inclusive future. We are fervent advocates of nurturing potential, fostering resilience, and creating platforms for voices waiting to be heard.

We are writing to express our sincere interest in partnering with the Impact Makers Foundation, whose commitment to making a lasting difference aligns seamlessly with our core values and objectives. We humbly seek your support and consideration for a grant amount of $150,000 to launch our initiative titled “E mpowering Futures: Nurturing the Next Generation of Female Leaders.”

The “Empowering Futures” initiative aims to provide holistic education, mentorship, and skill development programs for 200 young girls aged 10-15 in Ohio, focusing on STEM education, leadership training, and personal development. We anticipate that the successful implementation of this project will result in enhanced academic performance, improved self-esteem, and the cultivation of leadership skills among the participants, ultimately contributing to the development of empowered, informed individuals capable of driving positive change in their communities.

We believe our initiative resonates with the mission of the Impact Makers Foundation to cultivate change and foster development in communities in need. The synergies between our goals create a mutual ground for collaboration, wherein we can collectively work towards the empowerment and upliftment of young girls, aiding them in transcending barriers and realizing their fullest potentials.

Our approach combines immersive learning experiences, mentorship programs, and interactive workshops. Each participant will be paired with a mentor to guide them through their journey, fostering a supportive, enriching environment. We anticipate the transformative impact of our program will not only be reflected in the improved academic and personal development of the participants but also in the positive ripple effects it will create within their communities.

The requested grant of $150,000 will be allocated judiciously to cover program development, educational materials, mentorship facilitation, and logistical expenses. We are committed to ensuring transparency, accountability, and optimal utilization of the funds to maximize the impact of the initiative.

We are excited about the prospect of collaborating with the Impact Makers Foundation to bring our shared vision to life. We believe that, together, we can ignite the spark of learning, leadership, and empowerment in the hearts of young girls, creating a wave of positive change that will echo through generations.

We extend our heartfelt gratitude for considering our application and are open to providing any additional information or clarifications required. We eagerly await the opportunity to discuss our proposal further and explore the possibilities of joining hands to make a lasting impact in the lives of the young girls who are the promise of our future.

Thank you for your time, consideration, and dedication to creating a world where every individual has the opportunity to thrive and make a difference.

Joy Martins

Executive Director

Girls Empower

Crafting an articulate and impactful grant application cover letter is truly an art form that combines clarity, coherence, precision, and a deep understanding of both the project at hand and the mission of the funding organization. From understanding the intrinsic purpose of the cover letter to meticulously tailoring the content and avoiding common pitfalls, each step in the process is crucial in constructing a compelling narrative that resonates with the grantors.

This comprehensive exploration has delved into the multifaceted approach required to master the art of writing grant application cover letters.

We’ve navigated through the essential components, the significance of tailoring the content, and the importance of avoiding typical missteps. The insights provided aim to empower individuals and organizations to create powerful, persuasive cover letters that align seamlessly with the values and objectives of funding bodies, thereby optimizing the chances of securing essential grant funding.

Remember, a well-crafted cover letter serves as the gateway to your project, reflecting its essence, its potential, and its alignment with the funder’s mission. It’s the strategic amalgamation of authenticity, alignment, clarity, and relevance that constructs a convincing, memorable narrative.

So, as you embark on your grant application journey, keep in mind the invaluable techniques and insights discussed, and approach the art of writing grant application cover letters with diligence, adaptability, and a profound sense of purpose.

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Elevate Your Grant Writing Game: Dive Deeper with Expert Resources!

If you’ve ever felt the rush of excitement upon spotting a potential grant opportunity, only to be met with the daunting challenge of crafting the perfect proposal, you’re not alone.

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2. Becoming the Grant Guru: Embrace your freelance journey with techniques and strategies that ensure success in the grant universe.

3. Mastering Grant Writing: Your nonprofit’s go-to guide for developing compelling proposals that captivate and convince.

4. The Small Business’s Guide to Winning Grants : Tailored insights to ensure your business’s endeavors are backed by the right funding.

Whether you’re taking your first steps in grant writing or seeking to refine your approach, there’s something in this collection for everyone.

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Work With Me: Elevate Your Nonprofit’s Grant Writing Game!

Hello passionate changemakers,

Does your nonprofit organization resonate with these challenges?

1. Feeling overwhelmed by the intricate maze of grant proposal writing?

2. Struggling to secure vital funding due to lackluster proposals?

3. Battling with limited in-house expertise to identify suitable grant opportunities?

4. Frustrated by not knowing how to articulate your mission effectively to potential funders?

If you nodded in agreement to any of these, you’re not alone. But here’s the good news: Together, we can change this narrative.

Why Partner With Me?

I bring to the table a unique blend of expertise and experience. As a seasoned Grant Writing Consultant, I’ve dedicated my career to mastering the art and science of grant writing. But beyond the knowledge, I carry a heartfelt passion for amplifying the impact of nonprofits like yours.

What I Offer:

1. Grant Writing Training: Let’s empower your team! Through comprehensive workshops, I’ll train your staff to craft compelling proposals that captivate, convince, and convert.

2. Personalized Grant Proposal Writing: Leverage my expertise to develop meticulously tailored proposals that reflect your organization’s vision, mission, and impact stories.

3. Strategic Grant Research: Don’t waste hours on unsuitable opportunities. With my deep industry insights, I’ll help identify grants that align with your objectives and values.

4. Report Development: Secure future funding by showcasing your successes. I’ll help you design robust, engaging reports that keep funders connected to your cause.

Our Journey Together:

Our collaboration begins with understanding – diving deep into your organization’s ethos, the communities you serve, and the impact you wish to create. It’s a partnership where your dreams become mine, and together, we’ll weave narratives that resonate, inspire, and secure the resources you need.

Your work in the nonprofit sector is invaluable. Every program initiated, every life touched, every community transformed – it all starts with a well-written proposal that opens doors to necessary funding. Let me be that catalyst for you.

A Future of Possibilities:

Picture this: A future where your nonprofit isn’t just surviving, but thriving. A world where your initiatives are backed by ample funding, and your stories of impact echo in the hearts of donors and communities alike.

So, if you’re ready to ascend the ladder of grant writing success and fuel your organization’s mission with robust funding, I’m here, eager and ready.

Let’s co-create this success story.

Reach out today, and let’s set the stage for a brighter, impactful tomorrow.

Email Address: [email protected]

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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.

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

Top Tips and Sources to Find Grants for Your Nonprofit

Communicating with Grant Makers | Tips and Insights

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How do I write a proposal cover letter?

The cover letter often is your proposal's first chance to connect your project with the reader's philanthropic mission. It goes on top of a proposal, but it is not the same as an executive summary, which states your proposal's key points.

At minimum, your cover letter should:

Request your dollar amount and introduce your project in the first sentence
Describe how your project and/or organization will further the foundation's mission
Reference your most recent contact with the foundation
List the proposal's contents
Give contact details in case the funder wants additional information
Be signed by your organization's executive director

Dive in to this topic with our self-paced course: Crafting compelling grant proposals Learn how to craft a compelling and competitive proposal.

Sample cover letters

Samples of actual cover letters are usually hard to find because the donor and applicant may be very protective of these documents. Also, they usually are very specific to the project, organization, and funder.

However, our Sample Documents section is a searchable collection of proposals, cover letters, letters of inquiry, and proposal budgets that were actually funded. Each proposal includes a critique by the decision-maker who awarded the grant.

You also might check if anyone in your professional networks would be willing to share sample proposals and cover letters.

See also our related Knowledge Base articles:

How do I write a grant proposal?

What should be included in a letter of inquiry? Where can I find samples?

Have a question about this topic? Ask us!

Candid's Online Librarian service will answer your questions within two business days.

Este artículo está disponible en español

Explore resources curated by our staff for this topic:, staff-recommended websites, sample cover letters & proposals.

Nonprofit Guides has a sample proposal cover letter, letter of inquiry, proposal, budget, and other items that may be of use to grantseekers.

Sample Grant-Proposal Cover Letter

Sample cover letter that introduces a grant proposal.

How to Write an Effective Grant Proposal Cover Letter

Lists attributes and tips to write good cover letters. Includes sample cover letter.

Sample Cover Letter,Proposal,Letter Proposal

Each section includes a brief description of its purpose and what to include.

Staff-recommended books

Winning Grants Step by Step

Find: Amazon | Free eBook

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How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

Senior Content Marketing Manager at Loopio

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn:

What is a Proposal Cover Letter?

What to Include in a Proposal Cover Letter
How to Write a Proposal Cover Letter
5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

Eileen Kent, President, Custom Keynotes LLC

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

A greeting : Introduce your company and what you do.
Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
Relevant references: Help the prospect understand why they should choose you over competitors.
Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
Where is the funding for the project coming from?
Does the client have any hot-button issues regarding the project?
What is the desired end-result?
What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

Review competitors’ websites
Read competitors’ financial statements
Look at review websites like G2 or Forrester reports including your competition
Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Cristina Miller, Proposal Writer, Gallup

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

Use a company letterhead
Address the letter to the individual specified in the RFP
Sign the cover letter from a senior person at your company
If the response is from a strategic partnership between two companies, use dual signatures
Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

Real proposal cover letter example from a security company
Example proposal cover letter for an amusement park
Real proposal letter & executive summary from an enterprise design consultancy
Winning cover letter example from KCI technologies
Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

51% more RFP responses
42% less time spent answering proposal questions
85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

The best proposal software for 2024 (top four tools), the raci chart: how to respond faster to security questionnaires, 51 fascinating rfp statistics on the state of bidding in 2023.

Four common grant proposal documents (free samples included)

Melissa Pulis (she/her)
July 13, 2023

Person typing on a laptop with document icons coming out of a folder.

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
Candid’s tools
Fundraising, giving, and donations
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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.

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.

Kate, Digital Communications Manager, Candid says:

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!

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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

Compelling cover letter example for network engineer, an acute account manager cover letter example, an acute accounts payable cover letter example, cover letter example for museum job.

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.

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How to Write a Grant Proposal for Your Nonprofit Organization + Template & Examples

In order to get funding for your nonprofit corporation, you may find yourself writing a grant proposal to secure nonprofit grants . A great proposal can make all the difference in whether or not your nonprofit receives the money it needs. In this article, we’ll outline what should be included in your grant proposal and we’ll give you a sample template with an example of how to be successful in your proposal.

What Is a Grant Proposal?

A grant proposal is a document that requests funding from a government agency or private foundation. The proposal outlines the nonprofit’s mission and goals, as well as how the funding will be used. A grant is similar to a business plan; the key difference is that a business plan is typically presented to a private party who will fund your organization in return for debt or equity. If creating a business plan, we suggest using an AI business plan generator or a business plan builder . If creating a grant, use the nonprofit grant proposal template below.

What Should Be Included In Your Grant Proposal?

There are several key elements that should be included in your grant proposal:

-Cover Letter/Letter Of Intent: This is a letter that introduces your nonprofit and outlines its mission. It should also explain why you are requesting funding and how the money will be used.

-Executive Summary: This is a brief overview of your nonprofit and what it does. It should include information on your target population, as well as the goals of your nonprofit and how the funding will be used.

-Needs Statement: This is a statement that outlines the problems your nonprofit is trying to solve. It should include data and statistics to back up your claims.

-Program Description: This is a description of the programs and services your nonprofit offers. It should include information on who the programs serve, as well as how they are operated.

-Budget: This is a detailed budget of how the funding will be used. It should include information on salaries, overhead costs, and any other expenses.

-Evaluation Plan: This is a plan for the evaluation process that determines the success of your nonprofit programs. It should include information regarding who will be responsible for conducting the evaluation, as well as how often it will be conducted.

-References: This is a list of references that can attest to the successful work or services offered by the nonprofit organization. References can be provided by individuals, businesses, or other organizations.

-Proof Of 501(c)3 Status: Some organizations may require proof that your nonprofit is a 501(c)3 organization. The designation as a “501(c)3” nonprofit organization certifies the exemption of federal taxes for your nonprofit.

Step By Step Process of Writing a Grant Proposal

Now that you know what should be included in your proposal, it’s time to start writing. Follow these steps to ensure that your proposal is well-written and accurate:

Identify The Problem/Program That Needs Funding

The first step in writing your proposal is to identify the problem or program that needs funding. What are you trying to solve with this grant money? Be specific and use data and statistics to back up your claims.

Research Grant Options

Before you start writing your proposal, it’s important to do your research. You should have a good understanding of the organization you are applying to and what their requirements are. Additionally, you should be familiar with the grant process and what is required of you.

Gather the Required Documents

Once you have a good understanding of the grant process, it’s time to start gathering the required documents. This will vary depending on the organization you are applying to, but may include things like your nonprofit’s 501(c)3 status, financial statements, and program evaluations.

Write a Cover Letter/Letter of Intent

The cover letter or letter of intent is your nonprofit’s introduction. In this letter, you will want to explain the mission and goals of your nonprofit organization. You should also explain why you are requesting funding and how the money will be used.

Write the Rest of the Grant Proposal

Now it’s time to start writing the rest of your proposal. Begin with an executive summary that outlines your nonprofit and what it does. Then, include a needs statement that outlines the problems you are trying to solve, followed by a program description that outlines the programs and services you offer. Next, include a detailed budget of how the funding will be used. Finally, include an evaluation plan of how you will evaluate the success of your nonprofit’s programs.

Proofread and Edit Your Proposal

Once you have finished writing your proposal, it’s time to proofread and edit it. Make sure that there are no errors and that all of the required information is included. Additionally, you may want to have someone else read it over to make sure that it is clear and concise.

Finalize and Submit

After you have proofread and edited your proposal, it’s time to submit it. Follow the instructions of the organization you are applying to and submit your proposal by the deadline.

After you have submitted your proposal, it’s important to follow up. This shows that you are interested in the grant and that you are committed to the process. Additionally, it gives you an opportunity to clarify any questions or concerns that the organization may have.

Grant Proposal Template & Example

If you need some help getting started, you can use the following template as a guide. Keep in mind that this is just a general outline and you will need to tailor it to the specific organization you are applying to.

Name of Organization:

Phone Number:

Contact Name:

We are pleased to submit our grant proposal for your consideration. Our organization, (name of organization), is a non-profit (or for-profit) corporation that is dedicated to (mission statement). We are requesting funding in the amount of $ (requested amount) for our programs and services.

The money we receive from this grant will be used to fund our (program name) program. This program provides (services offered). Last year, we served a total of (number of clients served). We are expecting to serve an increased number of (clients/patients/students, etc.) this year.

Our program is unique because (explain what makes your program special or different from others). We have been in operation for (length of time) and our track record shows that we are successful at (outcomes achieved).

Our organization is run by a board of directors who are committed to our mission. We have a staff of qualified professionals who are experienced in working with (population served). Our programs are accredited by (name of accrediting body, if applicable).

Attached to this proposal, you will find our non-profit exemption status, financial statements, program evaluations, and other supporting materials. If you have any questions, please do not hesitate to contact us. We thank you for your time and consideration.

(Your name)

(Your title)

How To Write a Grant Proposal: Guide + Templates

Fundraising practices.

Megan Allison

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Nonprofit grant proposals can be a daunting task for fundraisers, but it’s a key way to help gain more sustainable funding for your organization. From finding the right grants to writing and applying for them, grant proposals require a lot of research and attention to detail! Even experienced fundraisers can feel overwhelmed, but by following a planned process and some best practices, you can take the stress out of appealing to grant funders.

What is a grant proposal?
5 best practices for writing a convincing grant proposal

How to write a grant proposal for nonprofits in 11 basic steps

Where to find grant opportunities
Grant proposal templates
Grant proposal do’s and don’ts

What is a grant proposal?

A grant proposal is a structured document that outlines the need for funding, your nonprofit’s objectives, the proposed project’s scope, and the budget you need to accomplish your project. It serves as your voice when grant funders are reviewing proposals, and it can decide whether you secure the grant or not.

Nonprofit grant proposals need to tell a moving story about your organization’s mission and vision while adhering to the stringent guidelines set forth by the grant maker. Writing a good grant proposal requires attention to detail, strategic thinking, and a compelling solution to a problem.

What do you write in a grant proposal?

Before you start writing your grant proposal, you need to know the key parts to include when writing your proposal .

Cover letter: Your cover letter is the first impression you make on the grant review committee. Include big accomplishments and details that will help persuade the reviewers of the success of your work.
Executive summary: The summary is a snapshot of your proposal. Create a concise but compelling way to capture your mission, the project’s scope, and the budget in a single page.
Statement of need: Dive deep into the problem your nonprofit is trying to solve with grant funding. Use data to make a clear case for why the funder’s support is crucial to the impact you can make.
Project description: Your description details how your organization intends to address the problem identified in your statement of need. Approach this with clear and tangible solutions to the issue at hand.
Organization background : Show your nonprofit’s history, current programs, and any previous successes that demonstrate your capacity to handle the project you’re proposing for the grant.
Budget: Go into detail about how exactly you plan to use the grant funding for your program.
Sustainability plan: The fundraising world is looking more to sustainability to ensure organizations are getting to the root of a problem rather than just applying a short-term bandage. Outline how your program can continue long-term to help the problem at hand.
Overall impact: Bring the grant review committee back to the main goal of your proposal by highlighting the overall impact your project aims to achieve.

Each component of your grant proposal serves a unique purpose! Use your nonprofit’s voice to help ensure the work you do is highlighted through each part.

5 best practices for writing a convincing grant proposal

1. make sure you have everything you need for your application. .

The guidelines for the grant you’re applying for should have all the information you’ll need to collect to apply for the grant. Two things you should make sure you have before you apply are your mission statement and any required paperwork. Your mission statement should be clear and explain your nonprofit’s purpose to provide a first impression for funders.

There are a few types of paperwork you may need to meet the grant’s eligibility requirements. Funders may request financial statements or annual reports, as well as other documentation on your nonprofit to be submitted with your proposal. Make sure you can match all the eligibility criteria before preparing your proposal to avoid wasting energy on applications that are ineligible for approval.

2. Tell a powerful story.

Grant funders are looking for projects that can create a lasting impact in their communities. To show your organization can create long-term change, use success stories that can be backed with data to show what your nonprofit can do. Emotional pull is an important part of the grant writing process, but numbers help solidify your funding request.

Craft a story that paints a clear image of your nonprofit’s identity, both visually and narratively. Share both successes and challenges to build a realistic visual of how your organization solves problems.

3. Research previous winners.

Before writing, research the grant you’re applying for and who the previous grant awardees are. Understand what the grant funders value to ensure your proposal is aligned with those priorities. Studying winning proposals from the past can provide insight into what works best for a specific funder. Look for common elements across different winners and structure your proposal in a similar fashion without losing your nonprofit’s voice.

4. Writing clearly and concisely.

Avoid using overly specific jargon and be as clear as possible. You’re an expert in your field, but the grant funders might not be. Your proposal might make perfect sense to you, but to others, it could take too much time to understand. Your communication needs to come across clearly, convey why your project matters, and how it will address the funder’s priorities. Make a checklist to guarantee you hit every point in your narrative.

5. Double check your work.

Proofread your proposal multiple times and have others review it as well. Typos and grammatical errors can detract from the power of your message. It also helps you ensure that your messaging is consistent throughout the proposal and that you’ve met all necessary guidelines.

man typing up a nonprofit grant proposal on a computer

1. Finding the right grants to apply to

Look through well-established grant databases, set up Google alerts, check out company foundations, and network with other nonprofits to keep track of available grants that align with your mission and find one that will fit your program needs.

2. Making a list of guidelines you must match

Create a checklist of the grant’s guidelines that need to be met in the proposal you submit. This helps you ensure accuracy and thoroughness throughout the writing process and provides an easy resource when double checking your work

3. Summarizing your work

In a few sentences, summarize what your nonprofit does and the primary focus of your work and the project you’re submitting for the grant. You can use this summary as a baseline for creating your nonprofit voice for the proposal, as well as use it to make first impressions when networking with potential funders.

4. Illustrating the problem you solve

Use real examples and statistics to help you illustrate the problem you’re tackling. You can show the urgency and need for solutions to the problem by providing tangible evidence of the issues occurring within your community.

5. Specifying goals and objectives

Your project needs to have specific goals with metrics you can measure to show your success. These goals should be directly related to resolving the problem you’ve identified in your community. Your objectives should also be something you can reasonably accomplish.

6. Explaining your project plan

Detail the steps of your project to achieve your objectives. Be specific about who will do what, when, and how to give an overview of the proposed timeline. You should also include how each step will help you move towards your objectives.

7. Proposing your budget

The budget is a key component of your grant proposal. Every line item should be justified and directly tied to activities that will help you achieve your goals. Your budget needs to be reasonable and fit within what the grant is able to offer in funding.

8. Planning your evaluation

Decide which metrics you’ll use to measure the success of your project. This part of your proposal demonstrates your commitment to accountability and your capacity to manage the grant. Pick a few key ways the funders can evaluate your program.

9. Ensuring sustainability

Show how you’ll maintain the project’s success after the funds from the grant are exhausted. Present a realistic, long-term plan for continuation. Your grant proposal doesn’t just fund a project with short-term results–it should initiate a change or growth that’s sustainable without continuous support from the funder.

10. Revising your proposal

Never rush the review process! After completing your first draft, provide a copy to a few reviewers to ensure your message gets across. You should also review yourself a few days after finishing up your draft to get a fresh look. You’ll be surprised how a clear head can help provide new insights.

11. Following Up

If you haven’t heard back within a reasonable time, it’s okay to follow up with the grant funders. Keep it simple and check if they’ve had a chance to review your proposal. You can also ask the grant review committee to provide feedback on your proposal to help you improve for your next proposal.

eBook cover and prompt to download Qgiv's Sustainable Giving Report

Where to find grant opportunities

There are a couple places you can look when trying to find grant opportunities . Well-known grant databases, such as grants.gov or GrantWatch , can be great resources to do a wide search of grants. You can also look at large corporations to check if they provide grants, such as Carnegie Foundation or Bank of America . Local government branches that work within your cause are also great resources for grants. You can also network with your board members or other nonprofits to find grant opportunities that you already have a connection with.

Here are 10 more places to find grants:

National Endowment for the Arts
GrantFinder
Economic Development Directory
Walmart Foundation
Coca-Cola Foundation
Aldi Cares Community Grants
Candid’s Foundation Directory
GrantStation
Home Depot Foundation

Grant proposal templates

If you’re looking for a place to start, use this grant proposal template:

Cover letter

Dear [Grantor’s name],

Introduce your organization and thank the grantor for the opportunity to apply. Then, provide a brief overview of your nonprofit, including your mission, goals, and any unique strengths that set your organization apart.

Next, describe the specific project you’re seeking funding for. Explain the problem or need it addresses, the objectives of the project, why your organization is well-suited, and the intended outcomes. Include one or two examples of relevant experience that show your organization’s ability to complete the project.

Thank the grantor for considering your application and provide contact information to answer any questions they may have.

Executive summary

Provide a brief summary of your proposal that provides the grantor the most important details of your project. Explain what your organization does, why the project is important, who the project helps, and an overview of your suggested budget in a concise manner. Be sure to include the items listed below.

Mission statement
Problem statement
Objective of the project
Intended outcomes
Funding request

Statement of need

Provide context about the issue or challenge that your organization is addressing with this project. Describe the problem in depth and highlight its impact on the community using key statistics about the problem. Provide examples of how this project aligns with your nonprofit, as well. Include images and data graphs to provide a visual of the issue.

Project description

Provide an overview of your proposed project, including its objectives, activities, and intended impact. Outline the specific activities and steps needed to achieve the project’s purpose, as well as details about each activity. Let the grantor see your staffing structure and what responsibilities each role will have in the project.

Include a timeline of key deadlines for your project into smaller phases and explain which activities will take place during each phase. The goal of this section is to show a thorough and transparent plan to the grantor. Break this section down into the sections listed below.

Activities and action plan
Staffing structure
Project manager
Roles and responsibilities

Organizational background

Use this section to introduce your organization to the grant reviewer and establish credibility. Restate your missions and values, and describe the different services and programs currently offered by your nonprofit to show your experience in similar projects.

Detail any previous achievements your organization had serving the community to provide credibility and a record of success to your proposal. Include any relevant qualifications your nonprofit has in your cause that could help with accomplishing your proposed project.

Provide an explanation and estimation for each expense of your project (materials, marketing, technology, administration, etc.). The grantor will want to know exactly how you plan to use the funds provided by the grant, so be as specific as possible in your budget when showing how your expenses directly contribute to achieving the project objectives.

Link each line item from the proposed budget to your project’s goal to show each expenses’ part in achieving the desired impact. Provide a chart or graph to add a visual representation of the budget.

Sustainability plan

Outline your nonprofit’s strategy for creating long-term sustainability of the proposed project. These plans should include where future funding will come from, what plans you have for long-term staffing of the project, and what ongoing support the program will receive from your organization.

This section is to show the grantor that the project will provide a reliable solution for the problem and not a short-term fix that relies purely on the grant fund.

Overall impact

Provide a detailed overview of the impact the proposed project will have on the community. Describe what the long-term benefits of the project will be on the community and how this impact can be measured by the grantor. Specify objective metrics that the grantor can use to examine the accomplishments of the project and include what metrics would need to be reached to indicate success.

AI prompt ideas

Consider using AI to generate new ideas for the different sections of your proposal. It can help you add a fresh perspective to your proposal or save you from writer’s block. Here some prompt ideas to help you fuel your writing process:

“Write a one-page executive summary of [insert proposal sections] highlighting [your organization] accomplishments.”
“Create a data table of [public program data] to show the success of [program name].”
“Describe how [project mission] could help solve [community problem].”
“Use [project estimates] to create a budget for [program name].”
“Define the overall impact of [project plan] on [community problem].”

woman typing up a nonprofit grant proposal on a laptop

Grant proposal do’s and don’ts

Use these grants do’s and don’ts as a reminder for writing the best grant proposal you can.

Do prepare well ahead of time

Grant proposals need to be a well-planned effort, not a last-minute scramble. Planning ahead can help you make a more polished proposal.

Do communicate a consistent message

If it doesn’t feel like your proposal matches your mission, you’ll be less likely to receive the grant. Ensure the messaging of your proposal matches your nonprofit’s mission and branding.

Do show transparency

Be open about how your nonprofit works and how you use funds. Transparency shows the grant funders that your organization is trustworthy to follow through with your proposal.

Don’t submit without creating a connection

Your proposal isn’t just a document–it’s an overall approach to creating financial partnerships for your organization. Don’t submit your proposal without reaching out and connecting with your potential funder.

Don’t skim the guidelines

The guidelines provided for each grant are specific to the grant and are required by the funders to get their funding. Missing out on a guideline can mean you lose your chance at the grant.

Don’t be vague on your impact

The grant funders want to see results. Making vague claims about what your organization can do without backing it with data can undermine your credibility.

Final thoughts

The grant proposal process can be challenging, but the results are well worth the effort. Successfully securing a grant can provide more sustainable financial support needed to accomplish your nonprofit’s next big project and make a meaningful impact in your community.

Every word in your proposal should lead the review committee back to the main problem your project can solve with the help of the grant. Tell your story and make a compelling case for why your nonprofit deserves funding and how you can change the world.

Additional resources

Use these additional resources to help you find and write grant proposals for your organization.

Quick Guide to Grants for Nonprofits: Tips, Resources & More . Use this guide for more tips and resources for writing grant proposals.
How to Find & Engage The Right Grant Funders For Your Nonprofit . Find grant funds to apply to using this guide.
How To Find And Get Grants . Check out this webinar on how to find and get grants.
Demystifying the Grants Lifecycle: Grant Seeking Lessons and Pro-tips from the Field . Watch this video to learn tips on getting grants from experts in the field.

Increase online fundraising with Qgiv! Request a Demo

About the Author

Megan is a writer at Qgiv who takes pride in helping nonprofits. In her freetime, she enjoys reading, music, and playing with her two cats.

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Blog Business How to Write a Grant Proposal [Templates Included]

How to Write a Grant Proposal [Templates Included]

Written by: Tobi Ojenike Feb 28, 2024

If you work for a nonprofit organization or are a researcher, you’ll know that a grant proposal is a document submitted to a funding agency.

Grant proposals are also known as a request for application, notice of funding opportunity, or request for quotes and qualifications.

Grant proposals are your chance to convince grantmaking bodies (agencies that distribute funds) to hand over money. Generally, grant proposals include information such as an organization’s mission and budgetary needs.

In this post, I’ll show you how to write a successful grant proposal (tips and templates included!) and then teach you how to make a grant proposal using a Proposal Maker and grant proposal templates .

Click to jump ahead:

Factors to consider before writing a grant proposal

How to write a grant proposal

Sample grant proposal templates.

How to create a grant proposal with Venngage

Here are some things to consider before writing a grant proposal

Audience: Consider your target audience and tailor your copy to their interests and needs.
Funding: Choose your funder carefully. Always have an alternative list of potential funders and know the long-term sustainability of your project.
Understand the grant requirements: Every grantmaking body sets its own rules regarding goals, application deadlines, and guidelines, so make sure you understand them and can differentiate between them.
Have a plan : Create a specific, actionable plan for what you want to do and why. Make sure you know how your plan will achieve positive results.
Write a draft : Research and write down each request in an outline. Plan how you’ll add visuals to give your grant proposal an extra edge.
Be clear and concise: Avoid writing in the past tense and use action verbs. Again, visuals can sometimes be a better option over words.
Include supporting materials : Provide a budget of how you’ll use the funds and include evidence to substantiate any claims you make.

Other helpful tips to consider

Here are some extra tips to help you write a grant proposal that stands out.

Start early
Apply early and often
Get feedback and revise your proposal accordingly
Be brief, concise and clear
Be organized and logical
Be explicit and specific
Be realistic in designing the project
Follow up after the proposal

Grant writing can be tricky, but it doesn’t have to be if you understand the basics.

In this section, I’ll give you tips on how to write grant proposals that’ll impress prospective funders (grant writers take note!).

Include a cover letter

The cover letter is not technically part of a grant proposal but they’re core to a successful grant application because it helps funders understand who you are.

Busy decisionmakers want to know who they’ll be funding and look for clues in your cover letter after reading through your proposal.

In your cover letter, don’t be afraid to bring out your personality, but also make sure you cover the basics like how your project fits with the funder’s objective.

Minimalist Blue Gray Small Business Grant Proposal

Include an executive summary

The executive summary is probably the first (and maybe only) part of a grant proposal read by a funding organization.

It needs to be concise and summarize key points such as goal, strategy, people involved, expected results, and budgetary needs.

Here’s an example executive summary for some inspiration.

Provide organizational information

Providing organizational information in a grant proposal helps build credibility and establishes trust.

More importantly, this section allows funders to assess the alignment between their funding priorities and your organization’s goals and activities.

Therefore, make sure to answer questions like: What is your mission? Do you have an organizational history? What will be the impact of this project? What other programs or services do you render?

Here’s an example of background organizational information you can make your own.

State your objective(s)

Early in your grant proposal, you should state the objectives of your project, the target audience, and expected results.

This underscores the feasibility of your project within a grant timeframe and can influence funders’ decision on a project’s worthiness (i.e.; the difference between a yes and no).

Here’s a great example of a grant proposal that nails this section.

Describe the statement of needs

The statement of needs section is used to build strong case for your project.

In this section, use data, facts and figures to back statements. This will be more meaningful than just words alone.

But make sure your data is accurate. There’s nothing worse than misleading information which can lead to rejections and damage your reputation.

Here’s a grant proposal template that has a customizable statement of needs.

Explain your methods and strategies

You’ve identified a problem and solution, but how are you going to achieve what you plan to do?

That’s what the methods and strategies section is for. Here, potential funders want to see how you’ll use their funds to determine if the project is viable.

For example, maybe your objective is to enhance community health through a mobile clinic initiative.

Detail each step of this process from procurement of medical equipment and vehicles, recruitment and training process for healthcare professionals, and logistics for deploying mobile clinics.

Here’s an example of a grant proposal that first lists goals and objectives and immediately provides an overview of the path to success.

Include an evaluation plan

When funders hand out money, they have certain conditions, like making sure you are held accountable of project progress. Often, you’ll only get more money to continue as you complete milestones.

The evaluation plan section is where you show funders how you’ll spend money as described in your grant proposal to ease their fears and doubts.

This section also shows funders that you have a realistic timeline for the project and that you’re not using the funds for any other purposes.

Grant Proposal for Education Initiatives

Include a project budget

Perhaps the most part of your grant proposal is the project budget. This is where you reveal exactly how you’ll be using funds.

Be transparent and provide a full overview of expenses and detail where and how it’ll be spent.

A great way to do this is to use an itemized table or financial plan.

When presenting an overall sum, make sure you don’t overstate or understate your needs. You don’t want funders to doubt your true intent or doubt project viability.

Here’s a grant proposal with a budget section you can use.

Include a financial sustainability plan

Most grant writers overlook including a long-term financial sustainability plan.

Most funders view grants as a long-term investment and want to back projects that can be sustainable even after the money stops rolling in.

Demonstrating a clear understanding of these factors shows funders that you have thoroughly considered the project’s financial trajectory and are prepared to manage it responsibly.

What should you include here? Total cost of future ownership, maintenance costs, inflation, ongoing, and future growth potential are a few ideas.

Sign off with your team information

Treat grant proposals as official documentation.

At the end of your grant proposal, include your (or your company’s) contact details. This makes it easier for the funders to reach out to you and do their research on you and your team.

Here’s an example of a grant proposal with a great ‘about us’ section.

Now that you understand the basics of a grant proposal, it’s time to get to work and create your own.

But you don’t need to start from scratch. Instead, edit these grant proposal templates and convert them into your own winning proposal

(Hint: visit the links to see the entire template).

Olive Green and White Simple Modern Minimalist Grant Proposals

How to create grant proposals with Venngage

If you want to create grant proposals that grab attention, look no further than Venngage.

With Venngage, you can you communicate boring technical info with engaging visuals and customize our professionally-designed grant proposal templates.

You don’t need to be a designer to use Venngage. If you know how to work Microsoft Word or Google Slides or similar tools, you can use Venngage.

Step 1 – Sign up for a Venngage account (it’s free!)

Step 2 – Go to the “Templates” page and select “Proposals”

Venngage already has grant proposal templates you can edit to suit your idea and vision.

To find them, go to our templates page and choose the “Proposals” category. After selecting it, this screen should load.

Note : Some of our grant proposal templates are free to use and some require a small monthly fee. Sign-up is always free, as is access to Venngage’s online drag-and-drop editor.

Step 3 – Select the “grant proposal” subcategory

Look for the grant proposals subcategory in the proposals template page and select it.

Step 4 – Customize your grant proposal

Browse our selection of grant proposal templates. Once you find one you like, click on it to launch the editor tool.

Here, you’ll be able to add your own text, change the design, and customize the template as you like.

Some of your customization options include:

Add engaging visuals and symbols
Change color scheme
Change the fonts and text to match your brand or style
Move elements around with a drag and drop interface

For example, let’s pretend I chose this grant proposal template to customize.

Let’s edit this together.

For example, I want to replace the logo to reflect my company. Well, just select it and click the “ Replace ” feature on the top left.

Once you click “ Replace “, a tab will open where you can select visuals from our library of icons. You can also upload an image (your logo).

By the way, our in-editor library has thousands of free, professional icons, plus diverse icons.

Now, let’s say I want to change the background color of some of my template.

That’s easy as well! Just select the text or background and select the “Replace” feature again. This time, you’ll be prompted with another pop-up where you can select a different color.

education grant proposal background change

If you sign up for a Business Plan, you’ll also get access to My Brand Kit . With this, you can apply your brand colors to any design with one click.

Step 5 – Save, share, or download your grant proposal

When your grant proposal is complete, you can save it as a PDF or PNG file if you’re on a Business Plan.

However, all users will always have access to shareable link that they can send potential funders.

Final thoughts: Create grant proposals with Venngage and secure funding today

A well-structured grant proposal with appealing visuals can make a lasting impression on funders and tip the balance in your favor.

Don’t waste your time with tools like Word, Google Docs where you’ll get limited design flexibility and visuals that don’t engage.

Instead, head over to Venngage’s grant proposal templates to give yourself a winning edge.

Frequently asked questions

How long is a grant proposal?

The length of a grant proposal depends on the funder but a typical grant proposal is usually between 5-20 pages. The funding body might request additional documents as well, so it’s important to know funding guidelines.

What is the writing style for a grant proposal?

The writing style for a grant proposal is formal. You want to be concise and objective, so focus on clarity, impact and your alignment with the priorities of the funder.

What is the lifecycle of a grant proposal?

The grant proposal lifecycle begins with research, planning and development, followed by drafting, revising and editing the narrative and budget. Applications are then submitted before funders review and make decisions. If successful, negotiations may occur to finalize details, after which the funded project is implemented according to the approved plan. Finally, progress and final reports are submitted to the funder. This cyclical process ensures accountability and project success.

What is the difference between a proposal and grant proposal?

Proposal is a broader term encompassing various applications for funding, resources, or partnerships whereas a grant proposal specifically refers to an application for grant funding from a foundation, government agency, or other organization.

What is the difference between a grant proposal and a grant letter?

A grant proposal is a detailed document that includes the project description, methodology, financial plan, and financing rationale. A grant letter, on the other hand, can be a more straightforward request or statement of interest.

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How to Write a Grant Proposal (Steps, Strategies, Sample Template)

May 3, 2024 by Chinny Verana Leave a Comment

Blog Banner How to write a grant proposal

Securing funding through grants can truly transform aspirations into reality, offering vital resources to fuel vision. Yet, for many nonprofits, small businesses, or individuals, the process of applying for a grant can seem overwhelming. Where should you start?

That’s where this guide steps in. Here, we provide a comprehensive resource, breaking down the complex task of writing a grant proposal into manageable steps and actionable strategies. Whether you’re experienced or new to this, our guide gives you what you need to write a great proposal.

What are grants?

Grants are non-repayable funds or products disbursed by grant makers, typically government agencies, foundations, corporations, or nonprofit organizations. They are provided to individuals, organizations, or communities to support specific projects, programs, research, or initiatives that align with the grant maker’s priorities and objectives.

Unlike loans, grants do not need to be repaid, but they often come with certain conditions or requirements for how the funds are used and accounted for.

What is a grant proposal?

A grant proposal is a formal request for funds from a grant-making entity, such as a government, corporation, foundation, or trust. In the nonprofit sector, these funds are vital for sustaining operations and launching new projects. The proposal outlines the organization’s needs, how the funds will be used, and the expected outcomes. It aims to convince the funder to provide financial support for a specific project or initiative.

Factors to Consider Before Writing a Grant Proposal

Before writing a grant proposal, it’s important to identify and understand your audience. Familiarize yourself with the funders who will be reviewing your proposal. What are their interests, priorities, and procedures for reviewing grant proposals? This insight will help you customize your proposal effectively, ensuring it aligns with their expectations and resonates with their objectives.

Alignment with Your Mission

Make sure the project you’re asking for money fits well with your organization’s goals and long-term vision. In order to show funders that your project is an extension of your existing efforts, clearly explain how your project contributes to your organization’s mission.

Eligibility

Verify that your organization meets the eligibility requirements of the funder. Carefully review the eligibility criteria set by the funder. These can include the type of organizations that can apply, geographical focus, thematic areas of interest, and the size of grants awarded.

Stay informed about the application deadline and other important dates during the grant process. Plan your proposal development carefully to allow enough time for drafting, revising, getting internal approvals, and submitting well before the deadline. This organized approach ensures that you can handle any unexpected issues and submit a polished proposal on time.

Budget Needs

Understand your project’s financial requirements in detail. This includes both the total budget and how funds from the grant will be allocated. Ensure that your budget is realistic and aligns with the funder’s guidelines for allowable expenses.

Funder’s Priorities

Each funder has specific areas of interest or priorities that guide their funding decisions. Make sure your project addresses these priorities clearly and convincingly, showing how it contributes to the funder’s goals.

Competition

Consider the level of competition for the grant you’re applying for. If it’s highly competitive, you may need to create a more detailed and compelling proposal. Researching past projects that received funding can provide valuable insights into what the funder is seeking, helping you tailor your proposal accordingly. This strategic approach increases your chances of success by aligning your proposal with the funder’s preferences and expectations.

Make sure your proposal is easy to understand, short, and interesting. Avoid using complicated words that might confuse someone who doesn’t know much about your organization or the field you’re working in. This way, even people who are new to the topic can see why your project is important and how it could make a difference.

Assess the resources, both human and financial, that your organization will need to dedicate to the proposal writing process, as well as to the project’s implementation. Make sure you have the capacity to manage the grant if awarded.

10 Steps on How to Write a Grant Proposal

Write a cover letter.

Start with a compelling cover letter. It should introduce your organization, briefly outline your project, and highlight the alignment between your project’s goals and the funder’s objectives. The cover letter sets the tone for the proposal, so make it engaging and concise.

Here’s an example of a cover letter:

An example of grant proposal cover letter.

Summarize the Proposal in an Executive Summary

The executive summary is a snapshot of your grant proposal, providing a concise overview of your project and its objectives, the problem it aims to solve, and the impact you anticipate. This section should be clear and compelling to encourage the reader to delve into the details of your proposal.

Here’s an executive summary example:

An example of executive summary for a grant proposal

Outline Organizational Information

Provide a comprehensive overview of your organization, including its mission, history, key achievements, and any other details that establish your credibility and capacity to execute the proposed project successfully.

An example of outline for grant proposal template

Define Goals and Objectives

Clearly articulate the specific goals and objectives of your project. This section should outline what your project aims to achieve and how these aims support the funder’s priorities or interests.

An example temple of goals and objectives in writing a grant proposal

Present a Problem Statement

Describe the issue or need your project intends to address. This should be supported by relevant data, research, and analysis that underscore the significance of the problem and your organization’s capacity to address it effectively.

A template example of problem statement for grant proposal

Detail the Project Description

Offer a comprehensive description of your project, including its methodology, activities, timeline, and staffing. This section is the core of your proposal, outlining how you plan to achieve the objectives you’ve set.

An example of project description for grant proposal for nonprofit

Prepare a Detailed Budget

Provide a clear, itemized budget that outlines how the grant funds will be allocated. This should include all expenses related to the project, demonstrating financial prudence and transparency.

Develop an Evaluation Plan

Detail how you will measure the success of your project and the impact of the grant funds. This plan should outline the metrics and methods you will use to evaluate the project’s outcomes.

An example of evaluation strategy for grant proposal

A comprehensive evaluation report will be compiled at the mid-year and final stages of the program to summarize key findings, lessons learned, and recommendations for future program development and replication.

Include a Financial Sustainability Plan

To keep your project financially healthy after your first grant ends, you need a strong financial plan. This plan should think about different ways to earn money like donations , selling products, offering services, or organizing events.

At the same time, it’s important to strategize to keep your costs low, which not only safeguards your project’s financial stability but also for long-term success.

Wrapping Up Strong with Your Team Information

Briefly recap the main points of your proposal. Highlight the problem you’re addressing, your proposed solution, and the expected outcomes. Emphasize the significance and importance of your project. Remind the funder why your proposal is essential and why it deserves funding.

Discuss the potential impact of your project. Highlight the positive changes it can bring about in the community or field it serves. Convey confidence in the success of your project. Assure the funders that you and your team are capable of executing the proposed plan effectively.

At the same time, clearly state what you need from the funder whether it’s for financial support, resources, or collaboration. Offer your contact information for any further questions or clarifications. Make yourself available to discuss the proposal in more detail if needed. And don’t forget to include your and your organization’s details for any further questions or clarifications.

Alternative for Grant Funding

1. crowdfunding.

Crowdfunding is a fundraising method that uses online platforms (Kickstarter, GoFundMe, Indiego) to raise a small amount of money from a large number of people.

Key considerations when utilizing crowdfunding platforms include:

Engagement : Requires active promotion and regular updates to attract and maintain backer interest.
Rewards : Many crowdfunding campaigns offer rewards or incentives to donors as a way to encourage contributions.
Platform Fees : Be aware of the fees charged like transaction fees and percentage of funds raised by the platform to help you budget and plan your campaign.

2. Corporate Sponsorships and Partnerships

Corporate partnerships and sponsorships can serve as alternatives for several reasons:

Direct Financial Support: Instead of seeking a grant proposal, organizations can ask corporations for funds to support their projects. In return, the corporations might get recognition or other benefits.
In-kind Contributions : Corporations can offer non-monetary support, services, or expertise instead of money, which can help the organization and lessen the need for grants.
Brand Visibility: Partnering with corporations can give both parties good visibility. Companies might sponsor events in exchange for having their logo displayed or being recognized in promotions.
Employee Engagement : Corporate partnerships can include activities like volunteering or mentoring by employees. This helps the project and makes employees feel good about their work.

3. Fundraising Events

Another alternative to grant proposals is organizing fundraising events ( galas , silent auctions , or community activities ) which can help you bring in money for your initiatives. However, success depends on a few important things:

Planning : These events need a lot of planning and resources to make them happen. Everything from where it’s held to what happens during the event needs careful thought and organization.
Promotion : Through social media, email campaigns, and traditional advertising, you can generate buzz and maximize attendance.
Cost : While fundraising events can help you allocate more money, you need to consider the expenses in organizing such events compared to how much you think you’ll raise.

4. Individual Donations

Individual giving is a great alternative to grant funding because it diversifies income and reduces reliance on limited grants. Donations from individuals are more flexible and come with fewer restrictions. In 2022, individual donations made up $499.33 billion of all charitable giving in the U.S., which shows a decline of 3.4 percent in 2021 to 2022.

Additionally, individual donors build community and ensure consistent support while making it a reliable and adaptable funding strategy.

5. Social Enterprises

Social enterprises offer nonprofits a way to increase their funding while staying true to their mission. Take a thrift store run by a nonprofit, for instance. Not only does it generate revenue, but it also provides affordable goods to the community and creates job opportunities.

Similarly, publishing services can produce materials that promote the nonprofit’s cause while bringing in income. Training programs not only educate but also empower individuals, all while contributing to the organization’s financial stability.

6. Planned Giving and Bequests

Bequests are gifts made through a person’s will or estate plan to support charitable organizations after their passing. This alternative can greatly benefit nonprofit organizations by providing them with reliable and potentially significant sources of funding. One notable example of a bequest that made an impact is the story of the late Oseola McCarty, a washerwoman from Hattiesburg, Mississippi.

Despite her modest earnings, she managed to save a large sum of money over her lifetime. She decided to leave a portion of her life savings to the University of Southern Mississippi to fund students who can’t afford to go to college.

In 1995, it was announced that McCarty had set aside $150,000 from her savings to establish the Oseola McCarty Scholarship Fund . Her remarkable gift gained national attention, showcasing how anyone, no matter their financial situation, can make a lasting impact through a bequest. And her legacy continues through the successful students who benefited from her scholarship, spreading her positive impact even more.

7. Government Contracts and Funding

For nonprofits providing services that align with government priorities, securing contracts can be a stable funding source. These often require detailed proposals and compliance with specific requirements but can cover costs for extensive programs.

Regulations : Be prepared to comply with government regulations and reporting requirements.
Competitive Bidding : Government funding often involves a competitive bidding process.
Sustainability : Government funding can provide stable, long-term support.

8. Foundation and Corporate Grants

While similar to grant funding, foundation, and corporate grants can provide nonprofits with targeted funding opportunities. To make the most of these opportunities, it’s essential to conduct thorough research to identify foundations or corporations aligned with your organization’s mission. Building relationships with program officers or corporate giving managers can also enhance your chances of securing grants. When crafting proposals, ensure they are tailored to address the priorities and guidelines of these potential funders.

For instance, if your nonprofit focuses on environmental conservation, seeking funding from a foundation dedicated to environmental causes like the National Geographic Society could be a strategic move. This approach increases the likelihood of successful grant applications and fosters mutually beneficial partnerships.

9. Membership Programs

For some organizations, membership programs can be an effective way to generate income. Members pay a fee in exchange for benefits, such as access to exclusive content, events, or discounts. This not only helps financially, but it also creates a sense of belonging among members who share the organization’s goals. Plus, members can provide valuable feedback and ideas for making the program even better.

10. Loans and Investment

Nonprofit organizations have different ways to get funding for their projects, and two important options are loans and investments. Loans are like borrowing money that you have to pay back, and they can come from special places or regular banks. Investments are when people give money to support a project and hope to make a profit in return.

These options have their pros and cons, but if used wisely, they can give nonprofits the money they need to do important work. Whether it’s starting a new program, launching a business, or growing existing services, loans and investments can help nonprofits make a positive impact in their communities.

How to Handle Rejection and Feedback in Grant Writing

Stay positive and professional.

Receiving a rejection can be disheartening, but it’s essential to maintain a positive and professional attitude. Remember that rejection is a normal part of the grant writing process and does not reflect your worth or the value of your project. Keep in mind that there are always more opportunities out there, and a positive mindset will help you stay motivated and resilient.

Request Feedback

After receiving a rejection, don’t hesitate to reach out to the funder and request feedback on your proposal. Politely ask for specific insights into why your proposal was not selected and what you can improve on in future submissions. Constructive feedback from funders can provide valuable insights into areas of weakness and help you refine your approach.

Analyze the Feedback

Take the time to analyze the feedback you receive from funders carefully. Look for common themes or areas of weakness mentioned across multiple rejections. Pay attention to the strengths and weaknesses identified in your proposal and any specific suggestions for improvement. Use this feedback as a roadmap for revising and strengthening your future proposals.

Learn from the Experience

Rejection can be a valuable learning experience if you approach it open-mindedly. Use the feedback you receive to identify areas where your proposal fell short and consider how you can address these shortcomings in future submissions. Reflect on your overall approach to grant writing and look for opportunities to refine your strategy based on what you’ve learned.

Revise Your Proposal

Based on the feedback you’ve received and your own analysis, revise your proposal to address any identified weaknesses or areas for improvement. Be strategic in your revisions, focusing on strengthening the sections of your proposal that were identified as weaknesses while preserving the elements that were well-received. Take the time to thoroughly review and refine your proposal before resubmitting or applying to other opportunities.

Seek Additional Options

In addition to revising your proposal, consider exploring alternative funding sources or opportunities. Look for grants that may be a better fit for your project or consider other avenues for financial support, such as crowdfunding, sponsorships, or partnerships. Keep an open mind and be proactive in seeking out new opportunities that align with your project goals and objectives.

Continue Learning and Improving

Grant writing is a skill that can be honed over time, so don’t be discouraged by rejection. Instead, view each rejection as an opportunity to learn and improve. Take advantage of resources such as workshops, webinars, and online tutorials to enhance your grant writing skills. Stay informed about best practices in grant writing and continually seek out opportunities for professional development.

Don’t Give Up

Above all, don’t give up in the face of rejection. Persistence is key in grant writing, and many successful projects have faced multiple rejections before ultimately securing funding. Stay focused on your goals, remain resilient in the face of setbacks, and keep pushing forward. With perseverance and a willingness to learn from each experience, you can increase your chances of success in grant writing.

Now, it’s time to put this knowledge into action in your upcoming grant proposal. By focusing on the details, maintaining persistence, and clearly illustrating how your project matches the goals of the funder, you’re setting yourself up for success. If this guide has been useful to you, consider passing it along to others who might find it valuable as well. We’re always eager to hear about your experiences and successes, so feel free to share them with us. Let’s create positive change together, one grant at a time.

And if you’re looking to streamline your event planning or fundraising efforts, remember to explore Event Smart . Our platform can be a powerful tool in your arsenal, helping you manage events that may arise from your successful grant proposals. Sign in with Event Smart or start our free 14-day trial today and see how we can help elevate your projects to the next level.

More From Forbes

20 expert methods to make your grant proposal stand out.

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Grants are a critical source of funding for nonprofits, but drafting a proposal to secure a grant is challenging and highly competitive. To increase chances of success, a proposal must be clear, compelling and persuasive.

Below, 20 Forbes Nonprofit Council members explain how to elevate your proposal process and get one step closer to securing that grant for your organization. Follow their recommended approaches to take your applications to the next level.

1. Tell Success Stories

Always tell as many success stories as possible, even if it can only be told on the cover or in the introduction. Successes demonstrate the organization's impact on a human level; this is where the mission can resonate the most. Decision makers naturally require explicit data-driven outcomes to better understand the financial ask, but what’s almost as important is ensuring they feel moved and inspired. - Lisa Rusyniak , Goodwill Industries of the Chesapeake, Inc.

2. Talk About Consequences Without The Grant

Talk about the counterfactual point of what would happen in the absence of this grant. What would stay the same, get worse or change? Then, connect that answer back to how the grant will make a difference in the lives of those you are hoping to support in a way that would not otherwise be possible. - Caroline Whistler , Third Sector Capital Partners

3. Explicitly Write To The Requirements

Whether it’s a grant or other kind of solicitation, my one basic suggestion is to write explicitly to the requirement. Show the grant offeror that you understand the requirement, how you will meet the requirement with outcomes and how your approach has high value added. Too often, proposal/grant writers focus on the message they want to send as opposed to the requirements of the solicitation. - Pat Tamburrino , NobleReach Foundation

Best High-Yield Savings Accounts Of 2024

Best 5% interest savings accounts of 2024, 4. establish a relationship prior to submission.

While not always possible, the most surefire way to ensure your grant proposal is successful is for its submission to be the culmination of a relationship already developed and a program already discussed rather than the launch of either. Through this approach, persuasion happens as part of conversations where you align and agree, thus taking the pressure off character limits and written words. - Patricia McIlreavy , Center for Disaster Philanthropy

5. Present Concrete Evidence

A proposal for funding should cite data and research to clearly demonstrate the need and the impact the nonprofit can have in closing the opportunity gap. Presenting concrete evidence enhances credibility and persuades donors of the project’s significance and potential outcomes. In addition, keeping language succinct and clear is also advisable. - Randy Wong , Hawaii Youth Symphony

6. Demonstrate Your Credibility And Track Record

Grant-making institutions look for proposals that demonstrate institutional competency and experience in implementing impactful, mission-aligned programs. Demonstrate your organization's credibility, expertise and track record in delivering similar projects. Highlight successful outcomes you’ve achieved to establish confidence in your ability to effectively utilize funds and deliver results. - Michael Horowitz , The Community Solution Education System

7. Communicate Long-Term Outcomes

I believe that the best strategy for grants is to tie them to long-term outcomes. Many corporations and foundations desire immediate impact or results, but real change takes time. Grantees should invest in organizations and ideas with a plan for growth and evolution over a period of years. This approach allows nonprofits to communicate funding needs for infrastructure and sustaining operations. - Terry Bowman , ReadWorks

Forbes Nonprofit Council is an invitation-only organization for chief executives in successful nonprofit organizations. Do I qualify?

8. Showcase Your Value Proposition

Proposed projects should accomplish the donor’s objectives and leave room for collaboration. For a competitive edge, mirror language from the original notice of funding opportunity, demonstrate an understanding of the donor’s priorities and speak directly to measurable, sustainable outcomes. Define what sets you apart and outline a solid value proposition for the donor’s investment. - Sharon Payt , International Justice Mission

9. Build An Outline

We always build an outline for a grant proposal. Outlining forces you to clearly explain your project's purpose, goals and methods. Most of all, an outline creates a roadmap for the grant proposal, ensuring that information is presented logically and flows smoothly, allowing multiple team members to contribute and provide feedback, ultimately strengthening the proposal. - Erin Mote , InnovateEDU

10. Share Third-Party Verified Research

Depending on your area of focus, there may be opportunities to seek state and federal funding. These funders typically look for organizations with solid track records and a thoughtful plan for sustainability beyond the initial funding. Having research and strong data that is verified by a third party is helpful, as is having strong relationships with community leaders and elected officials. - Tom Ulbrich , Goodwill Industries of Western New York, Inc.

11. Show The Difference You Are Making

Focus on the expected results. All nonprofits are seeking to do good work and have appealing missions. More and more funders today are focused on the impact their dollars will have on the community, not just the organization. That means moving beyond the process and focusing on clear interim and summative metrics. Like nonprofits, funders want to know they are making a difference. - Patrick Riccards , Driving Force Institute

12. Mirror The Funder's Language

Mirror the language of the funder. Every funder has particular focus areas or interests. Read their website, social media and funding announcements to pull out the main themes and even some phrases they use often. Use these back in the grant to ensure you pitch your work in a way that resonates and can be a significant first step in connecting with their mission and focus. - Matthew Gayer , Spur Local

13. Clearly Answer What Is Being Asked

It may sound simple, but speaking directly and concisely to the question the application is asking. Make sure that you are addressing the interests of the funders and connect how you are going to solve a problem or meet a need. - Jamee Rodgers , Urban Neighborhood Initiative

14. Align Your Project With Funder's Goals

Craft a compelling grant proposal by aligning your project with the funder's goals. Clearly outline your organization's mission and track record of success while detailing the project's impact and outcomes to demonstrate how it will effectively utilize the funding. - James Dismond , Hospice Care of the Lowcountry

15. Seek Alignment With The Funder’s Strategic Focus

It's critical to align your mission and vision with the strategic focus of the grant funder. Too often, nonprofits apply for grants with guidelines that are clearly not consistent with the organization’s mission or the project’s deliverables. Your argument strengthens when you can bring together the goals and values of both the nonprofit and the funder to deliver a win-win outcome. - Victoria Burkhart , The More Than Giving Company

16. Anticipate Follow-Up Questions

Anticipate the follow-up questions and answer those in the proposal. Put yourself in the place of the reviewer and answer the questions that may not specifically be on the application. For example, if they ask how many people will receive services, go a step further and give an example of a recipient and the impact on their life. - Kimberly Lewis , Goodwill Industries of East Texas, Inc.

17. Show How The Grant Will Support Your Goal

Grants should support, not supplant, more than 30% of your annual revenue. Be strategic with your mission's immediate impact, but also clearly outline how your mission makes a future impact on those you serve and the community as a whole. This shows a longitudinal pathway grant funders like because it shows you are planning to sustain with or without their individual grant. - Erin Davison , Big Brothers Big Sisters of Southwest Louisiana

18. Clarify Effects And Outcomes

Clarifying the project's effects and outcomes helps you win. Emphasize measurable results and illustrate how grant funds will directly contribute to project goals to demonstrate project value and effectiveness. This helps grant evaluators comprehend your proposal and shows the possible benefits of their investment. Add data-driven facts and match your proposal with the funder's vision. - Jason Fields , Madison Region Economic Partnership

19. Be Sincere In Your Passion For The Project

It can be easy to find a grant desirable merely for the price tag. However, the best-written, most persuasive grants come from a true passion for the objective. Sincerity and authenticity are palpable when the writer is in alignment with the goals of the proposal. Be discerning, and do not pursue grant funding if you are not in love with the project for the long haul of deliverables. - Tara Chalakani , Preferred Behavioral Health Group

20. Match The Grantor's Own Narrative Style

Whether it’s a grant, major gift or corporate proposal, the key to persuasion is hidden in plain sight. Look at the stories the grant providers tell in their own annual reports, on their social media and on their websites. What questions do they ask in their application? Their language choices and narrative style all tell you exactly what will be most persuasive to them. - Cherian Koshy , Kindsight

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How To Write a Grant Proposal Cover Letter (With Example)
If you're planning to write a cover letter for your grant proposal, here are some helpful steps you can follow: 1. Use a formal header. At the top of a grant proposal cover letter, most professionals choose to include a formal header. In this section, you can include elements such as: Your contact information.
Writing a Grant Writer Cover Letters: Do's, Don'ts & Examples
The grant proposal sample cover letters letter introduces you and provides an overview of your experience and qualifications. While it should be brief, it should clearly explain why you are uniquely qualified for this job opportunity. The grant proposal cover letters letter should also demonstrate your knowledge of the company or organization ...
How to Write a Cover Letter for Your Grant Proposal
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.
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 ...
Cover letter for grant proposal: Sample & tips for success
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 ...
How to Write a Great Grant Proposal Cover Letter
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 ...
FREE 7+ Grant Proposal Cover Letter Samples in PDF
Sample Grant Proposal Cover Letter Template. co-case.org. Details. File Format. PDF; Size: 198 KB. Download. Tips For Writing a Cover Letter For a Grant Proposal. Writing a compelling cover letter for your grant proposal is a critical step in securing funding for your project. Here are eight tips to help you craft an effective cover letter:
How to Write an Effective Grant Proposal Cover Letter
Formatting Your Cover Letter. 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 ...
Grant Application Cover Letter
A Grant Application Cover Letter is a formal document that accompanies a grant application, typically addressed to a potential grantor or a funding organization. This letter serves as an introduction to the grant proposal, providing a concise overview of the project or program for which funding is sought. It plays a critical role in making a ...
How To Write An Effective Grant Proposal
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
PDF Nonprofit Grant Proposal & Cover Letter Template
Cover Letter Template [MM/DD/YYYY] [Recipient Name] [Recipient Title] [Funding Organization Name] [Funding Organization Address] [Salutation] [Body Text] Begin with a few sentences introducing yourself, your organization, and the communities you serve. Express your appreciation for the recipient's time spent reviewing the proposal.
PDF Sample Grant Proposal
The cover letter should contain a summary of your proposal, introduce your organization and summarize any recent communications you've had with the funding organization. Include the amount of funding that you are requesting, the population it will serve, and the need it will help solve. Try to bring your project to life in the cover letter ...
How to Compose a Professional Cover Letter for Grant Proposals
1. Utilize your company letterhead. 2. Ensure the letter's date corresponds to the date of your application proposal. 3. Constrain the letter to a single page, comprising three to four paragraphs ...
How do I write a proposal cover letter?
However, our Sample Documents section is a searchable collection of proposals, cover letters, letters of inquiry, and proposal budgets that were actually funded. Each proposal includes a critique by the decision-maker who awarded the grant. You also might check if anyone in your professional networks would be willing to share sample proposals ...
How to Write a Winning Proposal Cover Letter (5 Examples)
Step 1: Read the RFP Cover to Cover. This step seems obvious, but it's surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter. While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use.
Four common grant proposal documents (free samples included)
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 ...
Cover Letter For Grant Proposal: Sample And Tips
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.
Grant Proposal For Your Nonprofit + Template & Examples
Write a Cover Letter/Letter of Intent. The cover letter or letter of intent is your nonprofit's introduction. In this letter, you will want to explain the mission and goals of your nonprofit organization. You should also explain why you are requesting funding and how the money will be used. Write the Rest of the Grant Proposal
How to write a grant proposal: a step-by-step guide
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 ...
PDF Sample Grant-Proposal
Sample Grant-Proposal. We are requesting $ (Dollar Figure) for a community-built playspace in our neighborhood, to be located at (Exact Address and Location). We believe this request fits under your giving area of (Foundation's Specific Giving Area) because (Detail Reasons). Our vision and mission are central to our efforts in generating ...
How To Write a Grant Proposal: Guide + Templates
What do you write in a grant proposal? Before you start writing your grant proposal, you need to know the key parts to include when writing your proposal. Cover letter: Your cover letter is the first impression you make on the grant review committee. Include big accomplishments and details that will help persuade the reviewers of the success of ...
How to Write a Grant Proposal [Templates Included]
Here are some extra tips to help you write a grant proposal that stands out. Start early. Apply early and often. Get feedback and revise your proposal accordingly. Be brief, concise and clear. Be organized and logical. Be explicit and specific. Be realistic in designing the project. Follow up after the proposal.
How to Write a Grant Proposal for Nonprofit
The cover letter sets the tone for the proposal, so make it engaging and concise. Here's an example of a cover letter: Summarize the Proposal in an Executive Summary. The executive summary is a snapshot of your grant proposal, providing a concise overview of your project and its objectives, the problem it aims to solve, and the impact you ...
20 Expert Methods To Make Your Grant Proposal Stand Out
19. Be Sincere In Your Passion For The Project. It can be easy to find a grant desirable merely for the price tag. However, the best-written, most persuasive grants come from a true passion for ...
200+ Professional Cover Letter Examples for Job Seekers
Employer name. Company Name. Street address. City, State. Salutation. Dear [Hiring Manager's Name], Opening Paragraph (Introduction) Your cover letter opening should contain a self-introduction. Write about who you are, where your expertise lies, where you found the job posting, and why you want to apply for the job.