1. Let’s Write a Math, Science & Technology Grant
Part 2: Writing a Letter of Inquiry,
Cover Letter, and the Proposal
You found the Grant, now it’s time to write it!
G. Carlin – July 2007

2. The
Letter of Inquiry

3. Letter of Inquiry
Prior to submitting a full proposal, or even instead of one.
Describes the suitability of a match between your proposal and the grantor’s interests.
All the elements that would eventually be part of a full proposal.
An increasing number of funders prefer a LoI. The LoI is a “mini-proposal”. The objective of a LoI is to get the funder to invite you to submit a proposal.

4. Letter of Inquiry Two to three pages
Presentation of the need or problem you have identified.
Proposed solution
Organization's qualifications for implementing that solution.
Next steps (ie. follow-up phone call)
Succinct BUT thorough!!!

5. Components of the Letter of Inquiry
1. Introduction
2. Organization Description
3. Statement of Need
4. Methodology
5. Funding sources
6. Final summary
Not unlike a grant proposal. And even though it a “letter” – basically the same amount of time and work to write it. In order to write a good letter you need all the same info as a proposal – but it must be condensed.

6. Letter of Inquiry Template Heading
Organization Letterhead
Date
Name
Title
Organization
Address
City, State, Zip

7. Letter Of Inquiry Template
Dear Name:
The (Your Organization) seeks support of $XX,XXX from the ABC/XYZ Foundation for (seed money, general support, project support, publications support, etc.) of our (special project). [1] We are grateful for the support we received from the ABC/XYZ Foundation in 19XX for (description) and think this new proposal may be of comparable interest to your foundation. [2] We think this project is very much aligned with ABC/XYZ goals in (field of interest, other funded projects or guideline statement).
Our organization, established in 19XX, is serving the (geographical) community with our services: (List). Recently we were honored by (description) for (accomplishment). (Insert one or two other accomplishments of entire organization.)
The project for which we request funds will make a difference in the lives of (such and such clientele) in the following way: (insert specifics of plan). The project will take the X amount of time, X amount of $$$$ and we expect the following concrete results: [a], [b], and [c].
We have received (grant support, contributions, inkind, volunteer, volunteer staff help, etc.) in the early stages. Support the first year will come from [a], [b], and [c] and the project will (be complete at that time or supported in the future by [a], [b], and [c]).
We invite you visit the project and we will call by (date) (or within two weeks) to arrange your visit. We will be glad to submit a full proposal with additional information for your further review.
Sincerely,
(sign)
Your Name
Your Complete Phone Number
Publication of McClellan Funding Information Library, San Mateo, California-April 1993 (Rev.)

8. 1. Introduction Executive summary (1 paragraph)
Name of your organization
Amount needed or requested
Description of the project
Qualifications of project staff
Brief description of evaluative methodology
Timetable

9. 2. ORGANIZATION DESCRIPTION
Brief history and description of your current programs.
Demonstrate a direct connection between what is currently being done and what you wish to accomplish.
Focus on the ability of your organization to meet the stated need.
Concise. You will flesh this section out in greater detail if you are invited to submit a FULL proposal.

10. 3. STATEMENT OF NEED
Must convince the reader that there is an important need that can be met by your project.
The statement of need includes:
a description of the target population and geographical area
appropriate statistical data in abbreviated form, and several examples.
Essential element of the LoI.

11. 4. METHODOLOGY
The methodology should be appropriate to your statement of need and present a clear, logical, and achievable solution to the stated need.
Describe the project briefly, including
Major activities
Names and titles of key project staff,
Desired objectives.
This will be presented in greater detail in the full proposal.

12. List other funding sources being approached for support.
Sentence or a brief paragraph.
Remember, no foundation will support a project 100%. Therefore, they want to see you are asking for the remaining funds from different grantors.

13. 6. FINAL SUMMARY Restates the intent of the project
Affirms your readiness to answer further questions
Thanks the potential funder for its consideration.

14. Mailing the Letter of Inquiry
Addressed to the appropriate contact person at a foundation or to its CEO
Sent by regular mail.

15. The
Grant Proposal

16. What You Need to Think About …
Who are you?
How do you qualify?
What do you want?
What problem will you address and how?
Who will benefit and how?
What specific objectives will you accomplish and how?
How will you measure your results?
How does your funding request comply with the grantmaker's purpose, goals and objectives?

17. Components of a Proposal
1. Executive Summary/Abstract
2. Background/Need
3. Project Description
4. Budget
5. Organizational Information
6. Conclusion

18. 1. Executive Summary/Abstract
Summary of the entire proposal.
One page or less.
Same format as the proposal.
This first page of the proposal is the most important section of the entire document. Here you will provide the reader with a snapshot of what is to follow. Specifically, it summarizes all of the key information and is a sales document designed to convince the reader that this project should be considered for support. Often grant readers STOP here (does not match purpose, too much $,organization doesn’t have …)

19. Executive Summary includes …
Problem A brief statement of the problem or need your agency has recognized and is prepared to address (1 or 2 paragraphs).
Solution A short description of the project, including what will take place and how many people will benefit from the program, how and where it will operate, for how long, and who will staff it (1 or 2 paragraphs).
Funding requirements An explanation of the amount of grant money required for the project and what your plans are for funding it in the future (1 paragraph).
Organization and its expertise
A brief statement of the history, purpose, and activities of your agency, emphasizing its capacity to carry out this proposal
(1 paragraph).
4-6 Paragraphs in total.

20. 2. Background/Need
Describes what your organization has done in the past.
A brief background of the specific problem in your area.
Data to support your claims.
2 pages
Your next task is to build on this initial interest in your project by enabling the funder to understand the problem that the project will remedy. It establishes that your nonprofit understands the problems and therefore can reasonably address them. you must assemble all the arguments. Then present them in a logical sequence that will readily convince the reader of their importance.

21. Remember, in your Needs …
Use current, accurate data and information that BESTS supports your project idea.
Even though there is need, there must be HOPE!
A “solution” cannot be a problem.
Funders know the current data and info, that’s there business!!! If you use data/info that is not relevant to your project idea, it calls the entire proposal into question. Circular reasoning in which “absence of a solution” is proposed as a problem and an answer.

22. When stating Needs, be carefull …
“Problem is Worse or Solution is Better”
Don’t be critical of other nonprofits.
“Work should compliment, but not duplicate the work of others!”
Do you want to call attention to specific problem and how it is worse in the area you want to address (ie. South Bronx)? When stating you have a better solution, be careful of being critical of the competition. Grantors like collaboration, and may than wonder why you aren’t collaborating with key competitors. You should make it clear that you are cognizant of, and on good terms with, others doing work in your field

23. 3. Project Description a. Objectives b. Methods
c. Staffing/administration
d. Evaluation
e. Sustainability
3 pages

24. a. Objectives/Goals
Measurable outcomes of the program. They define your methods.
Tangible, specific, concrete, measurable, and achievable in a specified time period.
Objectives are specific accomplishments.
Goals are prospective outcomes.
Grantseekers often confuse objectives with goals, which are conceptual and more abstract while the objective is much more specific. Use numbers, bullets, or indentations to denote the objectives in the text. Don't promise what you can't deliver.

25. Four Types of Objectives
Behavioral - A human action is anticipated.
Example: Fifty of the 70 children participating will learn to swim.
Performance - A specific time frame within which a behavior will occur, at an expected proficiency level, is expected.
Example: Fifty of the 70 children will learn to swim within six months and will pass a basic swimming proficiency test administered by a Red Cross-certified lifeguard.
Process - The manner in which something occurs is an end in itself.
Example: We will document the teaching methods utilized, identifying those with the greatest success.
Product - A tangible item results.
Example: A manual will be created to be used in teaching swimming to this age and proficiency group in the future.

26. b. Methods
Specific activities you will conduct in order to meet your objectives.
Includes a(n)
Approach
Action plan
Timeline section.
The methods section enables the reader to visualize the implementation of the project. It should convince the reader that your agency knows what it is doing, thereby establishing its credibility.

27. Methods: How, When, & Why?
How: Description of what will occur during the life the project.
When: The order and timing of the tasks, both as a narrative and a timetable.
Why: Use expert testimony and/or examples of other projects that worked to show why the planned work will most effectively lead to the outcomes.
Your methods should match the previously stated objectives. The timetable tells the reader "when" and provides another summary of the project that supports the rest of the methods section. A time table helps so the grants decision-maker does not have to map out the sequencing on his or her own. You may need to defend your chosen methods, especially if they are new or unorthodox.

28. c. Staffing/Administration
Volunteers, Consultants, and Paid Staff.
Number of staff, their qualifications, and specific assignments. (few sentences)
Delineate the practical experience you require for key staff, as well as level of expertise and educational background.
Plans for administering the project.
Details about individual staff members involved in the project can be included either as part of this section or in the appendix, depending on the length and importance of this information. If an individual has already been selected to direct the program, summarize his or her credentials and include a brief biographical sketch in the appendix. A strong project director can help influence a grant decision. It needs to be clear who is responsible for financial management, project outcomes, and reporting.

29. d. Evaluation Plan
Process and Outcome Measures that will be used to evaluate the success of your project.
Describes how
evaluation data will be collected and analyzed
how the results will be reported and
audience it will be shared with.
Evaluation plans include both qualitative and quantitative data.
An evaluation can often be the best means for others to learn from your experience in conducting the project. One measures the product; others analyze the process and/or strategies you've adopted. Most seek to determine the impact on the audiences you serve and the measurable outcomes of your grant project. Some funders allow for the inclusion of the cost of evaluation as pat of the project budget.

30. e. Sustainability
long-term financial viability of the project to be funded.
prove either that your project is finite (start-up and ending dates)
capacity-building
make your organization attractive to other funders in the future
Some want to know who else will be receiving a copy of this same proposal. You should share this information with the funder. Evidence of fiscal sustainability.

31. 4. Budget One-page statement of projected expenses
Itemize all expenses.
Detailed justification for each expense (only if necessary)
Projected support and notes explaining various items of expenses.
As you prepare to assemble the budget, go back through the proposal narrative and make a list of all personnel and nonpersonnel items related to the operation of the project. Be sure that you list not only new costs that will be incurred if the project is funded but also any ongoing expenses for items that will be allocated to the project. Would also include revenues (but don’t anticipate anyone generating a revenue)

32. Budget Worksheets
Dollar ($) figure for each item should be summarized on worksheets.
costs should be grouped into subcategories, reflecting the critical areas of expense.
All significant costs should be broken out within the subcategories, but small ones can be combined on one line.

33. Budget Subcategories
You might divide your expense budget into personnel and nonpersonnel costs.
Personnel subcategories: salaries, benefits, and consultants.
Nonpersonnel subcategories: travel, equipment, and printing.
Overhead, or indirect costs

34. Budget Narrative
Used to explain any unusual line items in the budget and is not always needed.
"Notes to the Budget," with footnote-style numbers on the line items in the budget keyed to numbered explanations.
Straight test is used if an extensive or more general explanation is required.
Remember the basic narrative about the project and your organization belongs elsewhere in the proposal, not in the budget narrative. If costs are straightforward and the numbers tell the story clearly, explanations are redundant.

35. 5. Organizational Information
Two pages or less:
nonprofit (program) came into existence
your mission
description of how your project idea fits within or extends that mission
description of the organization's structure, programs, leadership, and special expertise.
Attach a brochure or other prepared statement
Normally a resume of your nonprofit organization should come at the end of your proposal. Usually, it is better to sell the need for your project and then your agency's ability to carry it out. You should include the full board list in an appendix. If your agency is composed of volunteers or has an active volunteer group, describe the function that the volunteers perform.

36. Organizational Information: Staff
Staff Description:
Numbers of full and part-time staff, volunteers
Levels of expertise
Describe the
Types of activities in which your staff engages
Assistance they provide
Audience they serve
Any special or unusual needs they face
why they rely on your agency.
Cite the number of people who are reached through your programs.
Many funders today state that they prefer a brief letter proposal; others require that you complete an application form.

37. 6. Conclusion A concluding paragraph
Outline some follow-up activities or state how the project might carry on without further grant support.
Make a final appeal for your project.
Briefly reiterate what your nonprofit wants to do and why it is important.
Why funding is necessary to meet the project goals.
Don't be afraid at this stage to use a bit of emotion to solidify your case.

38. Appendices Includes only relevant documentation, such as:
Letters of support
Data sources
Resumes for key staff
Evaluation protocols.

39. Letters of Support
Target audience thinks you are doing something useful.
All letters of support and commitment should be collected and placed in the appendix.
Collecting support letters can be difficult at times, but do not underrate the importance of support letters to enhance the credibility of your application.

40. The Cover Letter Brief explanation of the project
Relevance to the foundation’s or granting agency’s interest.
Total funding requirement.
Personal and organizational credentials.
Expression of enthusiasm.
Offer to supply additional information as needed.
Accompanies the proposal.

41. Cover Letter Sample 1 Organization Letterhead Date
Name Title Organization Address City, State, Zip
Dear Name:
The (Your Organization) seeks support of $XX,XXX from the ABC/XYZ Foundation for (seed money, general support, project support, publications support, etc.) of our (special project). [1] We are grateful for the support we received from the ABC/XYZ Foundation in 19XX for (description) and think this new proposal may be of comparable interest to your foundation. [2] We think this project is very much aligned with ABD/XYZ goals in (field of interest, other funded projects or guideline statement).
Our organization, established in 19XX, is serving the (geographical) community with our new services: (List). Recently we were honored by (description) for (accomplishment). (Insert one or two other accomplishments of entire organization.)
The enclosed full proposal describes the (need for the project) and the distinctive way our organization seeks to fill that need.
Thank you for encouraging us to submit this proposal. We would be pleased to provide other information in writing or in person at your convenience. We understand that this proposal will be considered on (date) and we will call you a few days later to learn the outcome.
Sincerely,
(sign)
Your Name Your Complete Phone Number

42. Sample Cover Letter 2
Date Name, Title (Grantmaker Contact) Foundation, Bank, Corporation (Grantmaker) Address City, State, Zip Code RE: Name of Grant (Name of Organization) is pleased to submit this request for your review. We look forward to your partnership in our cooperative efforts to rebuild (Name of Community). Our proposal requests $ (amount of request) to launch our creative homeowner downpayment revolving loan program to provide a 50/50 match downpayment to enable the low- and moderate-income residents of (Name of Community) the opportunity to own their own homes. Our homeownership downpayment loan model is creative in promoting homeownership opportunities for the tenants of (Name of Organization) rental housing. this (Name of Grant) program supports the (Name of Grantmaker) objectives to promote community resident home-ownership opportunities. We have secured $ (Amount) funds to seed the program, have pre-qualified more than 100 community residents for downpayment loans, and bring a 50/50 match for every dollar in this request. For the last fifteen years, (Name of Organization) has successfully produced affordable housing in (Name of Organization). We have delivered more than 1000 units of affordable housing to our community. Your ongoing investment in our housing programs and projects will enable us to continue to effectively serve our impoverished community, and its working poor residents. Thank you for your interest in (Name of Organization). We envision building upon our collaborative success by developing our homeownership downpayment loan program with you. Sincerely, (Name of CEO/Board Chair) (Title of CEO/Board Chair)