Proposal Letters
Components of a good letter proposal:
Ask for the gift:
The letter should begin with a reference to your prior contact with the funder, if any.
State why you are writing and how much funding is required from the particular
foundation.
Describe the need:
In a much abbreviated manner, tell the funder why there is a need for this project, piece
of equipment, etc.
Explain what you will do:
Just as you would in a fuller proposal, provide enough detail to pique the funder’s
interest. Describe precisely what will take place as a result of the grant.
Provide agency data:
Help the funder know a bit more about your organization by including your mission
statement, brief description of programs offered, number of people served, and staff,
volunteer and board data, if appropriate.
Include appropriate budget data:
Even a letter request may have a budget that is a half page long. Decide if this
information should be incorporated into the letter or in a separate attachment.
Whichever course you choose, be sure to indicate the total cost of the project. Discuss
future funding only if the absence of this information will raise questions.
Close:
As with the longer proposal, a letter proposal needs a strong concluding statement.
Attach any additional information required:
The funder may need much of the same information to back up a small request as a
large one: board list, a copy of your IRS determination letter, financial documentation,
and brief resumes of key staff.
It may take as much thought and data gathering to write a good letter request as it does
to prepare a full proposal. Don’t assume that because it is only a letter, it isn’t a time-
consuming and challenging task. Every document you put in front of a funder says
something about your agency. Each step you take with a funder should build a
relationship for the future.