examples of cover letters for grants

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.

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!

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

Hello passionate changemakers,

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• About Grants
• How to Apply - Application Guide
• Format and Write

Write Your Application

The following guidance may assist you in developing a strong application that allows reviewers to better evaluate the science and merit of your proposal. This page provides tips for  demonstrating to reviewers and NIH staff the high quality of the personnel involved in your project and documenting resources and institutional support of the project. We provide information for new investigators and foreign applicants, as well.

Though the advice provided is relevant for all research grants, it is general in nature and geared toward the  NIH Research Project (R01) . The tips should not replace your organization's internal guidance, specific advice provided by NIH program or grants management staff, or instructions found in the funding opportunity or application guide .

• Where to Find Instructions for Writing Your Application

What Peer Reviewers Look For

• Research Resources, Institutional Support and Available Expertise  
• Cover Letter & Assignment Request Form
• Are You a New or Early Stage Investigator

Foreign Involvement: Institution and/or Investigator

Develop your budget, your research plan, additional elements required in a grant application, important writing tips, what to know before you start writing, where to find application instructions.

• In addition to form-by-form, field-by-field instructions you'll find guidance on formatting attachments (fonts, margins, etc., developing a budget, and more.
• Section IV. Application and Submission Information of each funding opportunity includes opportunity-specific instructions.
• Notices posted in the NIH Guide for Grants & Contracts may contain corrections, clarifications, or announcement of new policies.

If instructions in the application guide and funding opportunity conflict, the opportunity wins. If instructions in either the application guide or funding opportunity conflict with an NIH Guide notice (including a Notice of Special Interest), the notice wins.

Careful preparation and an understanding of how your application will be reviewed can help you build a solid application. During NIH’s peer review process , we convene a panel of non-Federal scientists to review your application. Although a number of factors contribute to whether your application will be funded, we place great emphasis on the review of scientific merit. The following sections describe the criteria reviewers employ to evaluate applications. Read them carefully for helpful hints on the information and content you should include in the application to garner a favorable evaluation.

Overall Impact

Reviewers will provide an overall impact score to reflect their assessment of the likelihood for the project to exert a sustained, powerful influence on the research field(s) involved, in consideration of the following review criteria, and additional review criteria (as applicable for the project proposed). 

Scored Review Criteria

Reviewers will consider each of the review criteria below in the determination of scientific and technical merit, and give a separate score for each. An application does not need to be strong in all categories to be judged likely to have major scientific impact. For example, a project that by its nature is not innovative may be essential to advance a field. 

Significance. Does the project address an important problem or a critical barrier to progress in the field? Is there a strong scientific premise for the project? If the aims of the project are achieved, how will scientific knowledge, technical capability, and/or clinical practice be improved? How will successful completion of the aims change the concepts, methods, technologies, treatments, services, or preventative interventions that drive this field? 

Investigator(s). Are the PD/PIs, collaborators, and other researchers well suited to the project? If Early Stage Investigators or New Investigators, or in the early stages of independent careers, do they have appropriate experience and training? If established, have they demonstrated an ongoing record of accomplishments that have advanced their field(s)? If the project is collaborative or multi-PD/PI, do the investigators have complementary and integrated expertise; are their leadership approach, governance and organizational structure appropriate for the project?

Innovation. Does the application challenge and seek to shift current research or clinical practice paradigms by utilizing novel theoretical concepts, approaches or methodologies, instrumentation, or interventions? Are the concepts, approaches or methodologies, instrumentation, or interventions novel to one field of research or novel in a broad sense? Is a refinement, improvement, or new application of theoretical concepts, approaches or methodologies, instrumentation, or interventions proposed?

Approach. Are the overall strategy, methodology, and analyses well-reasoned and appropriate to accomplish the specific aims of the project? Have the investigators presented strategies to ensure a robust and unbiased approach, as appropriate for the work proposed? Are potential problems, alternative strategies, and benchmarks for success presented? If the project is in the early stages of development, will the strategy establish feasibility and will particularly risky aspects be managed? Have the investigators presented adequate plans to address relevant biological variables, such as sex, for studies in vertebrate animals or human subjects? If the project involves clinical research, are the plans for 1) protection of human subjects from research risks, and 2) inclusion of minorities and members of both sexes/genders, as well as the inclusion of children, justified in terms of the scientific goals and research strategy proposed? Environment. Will the scientific environment in which the work will be done contribute to the probability of success? Are the institutional support, equipment and other physical resources available to the investigators adequate for the project proposed? Will the project benefit from unique features of the scientific environment, subject populations, or collaborative arrangements? 

Note that an application does not need to be strong in all categories to be judged likely to have major scientific impact. For example, a project that by its nature is not innovative may be essential to advance a field.

Learn more about how applications are scored.

Additional Review Criteria

As applicable for the project proposed, reviewers will evaluate the following additional items while determining scientific and technical merit and in providing an overall impact score, but will not give separate scores for these items. 

• Protections for Human Subjects
• Inclusion of Women, Minorities, and Children
• Vertebrate Animals
• Resubmission

Be sure to address any of these additional review criteria that apply to your application, as reviewers will consider them when assigning overall impact/priority scores. 

Additional Review Considerations

As applicable for the project proposed, reviewers will consider each of the following items, but will not give scores for these items and should not consider them in providing an overall impact score. 

• Applications from Foreign Organizations
• Select Agent
• Resource Sharing Plans
• Authentication of Key Biological and/or Chemical Resources
• Budget and Period Support

Learn more about how applications are reviewed and scored on our peer review process page.

Research Resources, Institutional Support and Available Expertise

Sufficient information must be included to demonstrate to reviewers and NIH staff the high quality of the PD/PI, the co-investigators, available research resources, and the applicant institution and its support of the project.

Applicants should clearly state that they have the appropriate resources to conduct the research, such as adequate equipment and laboratory space. When possible, include letters of commitment for these resources.

• Understand the level of resources needed to compete.
• Conduct an organizational assessment.
• Determine what resources and support your organization has and what additional support you'll need.
• Consider whether the available equipment and facilities are adequate and whether the environment is conducive to the research.

Independence and Institutional Support

This is important for all investigators, but particularly for new and early stage investigators or those who are early in their independent careers:

• Provide reviewers evidence that you have the appropriate experience and training to lead and manage the research project.
• Letters of reference and institutional commitment are important.
• Mention any start-up funds, support for a technician, etc. This is a positive indicator of institutional commitment to the peer reviewers.

Collaborators and Consultants

Determine the expertise needed for your research study team (individuals, collaborating organizations, resources, etc.). Most scientific work requires collaboration among researchers, and NIH is dedicated to fostering such relationships.

• Include letters of commitment in your application that clearly spell out the roles of the collaborators. The grant application should contain a signed letter from each collaborator to the applicant that lists the contribution he or she intends to make and his or her commitment to the work. These letters are often the primary assurance the reviewers have that this work will in fact be done.
• For consultants, letters should include rate/charge for consulting services.
• The format, peer review and administration of applications submitted with multiple PIs do have some significant differences from the traditional single-PI application. Therefore, it is essential to consider all aspects of the funding mechanism before applying, regardless of the type of research proposal to be submitted.
• All applicants proposing team science efforts are strongly encouraged to contact their NIH program officials at the earliest possible date to discuss the appropriateness submitting with multiple-PIs for the support of their research.  

Cover Letter & PHS Assignment Request Form

Although optional in most cases, the Cover Letter attachment on the SF424 (R&R) form and the PHS Assignment Request Form can be used to convey information to the Division of Receipt and Referral (DRR) in the Center for Scientific Review. 

• Late applications
• Required agency approvals, if needed (e.g., approval to submit application with budget period(s) of $500k or more)
• Explanation of subaward budgets not active in all budget periods
• Intent to submit a video
• Anticipation of large-scale genomic data
• Proposed use of human fetal tissue from elective abortions
• A potentially appropriate institute or center assignment
• NIH Scientific Review Group (SRG) Roster Index
• Take advantage of the Assisted Referral Tool (ART)
• Reviewers that may have a conflict of interest and why they should not be considered to review your application
• Only NIH staff with a need to know are provided access to your assignment request and cover letter. Reviewers to not access to them.

Are You a New or Early Stage Investigator?

• Determine whether you qualify as a new investigator based on the NIH definition of new investigator . NIH offers funding opportunities tailored to new investigators, such as the NIH Director's New Innovator Award . More information on NIH programs designed for new investigators can be found on the New Investigators Program Web page.
• It is to your advantage to identify yourself as a new investigator because reviewers are instructed to give special consideration to new investigators. Reviewers will give greater consideration to the proposed approach, rather than the track record.
• First-time applicants may have less preliminary data and fewer publications than more seasoned investigators, and NIH reviewers understand this. Reviewers instead place more emphasis on how the investigator has demonstrated that he or she is truly independent of any former mentors, whether he or she has some of his or her own resources and institutional support, and whether he or she is able to independently lead the research. 
• Foreign PD/PIs and those from foreign institutions should ensure their eligibility by checking the eligibility guidelines provided in every funding opportunity.
• Foreign PD/PI's and those from foreign institutions are highly encouraged to contact a NIH program officer as soon as possible in the planning and writing stages.
• Foreign applicants can learn more at our Information for Foreign Applicants and Grantees page.

This step will be one of your most time-consuming in the writing process. 

• Know what type of budget will be required to submit with your application (found in your funding opportunity).
• Understand the various components of the budget, working with your institution’s central grants office and department administrator.
• Contact NIH program officials regarding allowability and other budgetary questions.
• For more information, see Develop Your Budget .

The research plan describes the proposed research, stating its significance and how it will be conducted. Remember, your application has two audiences: the majority of reviewers who will probably not be familiar with your techniques or field and a smaller number who will be familiar.

• To succeed in peer review, you must win over the assigned reviewers . They act as your advocates in guiding the review panel's discussion of your application.
• Write and organize your application so the primary reviewer can readily grasp and explain what you are proposing and advocate for your application.
• Appeal to the reviewers and the funding ICs by using language that stresses the significance of your proposed work.

The following elements need to be included in the grant application as appropriate. Unless stated, these elements do not influence the rating (priority score) of the application. However, the reviewers are asked to comment on the adequacy of the information provided for each element. Any concerns the reviewers identify may negatively affect and postpone the granting of an award.  

• Bibliography & References Cited  Provide a bibliography of any references cited in the Research Plan. Each reference must include the names of all authors (in the same sequence in which they appear in the publication; you can use “et al.” convention in place of listing all authors in a citation), the article and journal title, book title, volume number, page numbers, and year of publication. Make sure that only bibliographic citations are included. Be especially careful to follow scholarly practices in providing citations for source materials relied upon when preparing any section of the application.  
• Office of Laboratory Animal Welfare
• PHS Policy Tutorial
• What Investigators Need to Know About the Use of Animals (PDF)
• Interactive training module: Vertebrate Animals Section (VAS) in Grant Applications
• NIAID's tutorial: Requirement for Grantees Using Research Animals  
• Consortium/Contractual Arrangements Explain the programmatic, fiscal, and administrative arrangements to be made between the applicant organization and the consortium organization(s).  
• Consultants and Collaborators Attach appropriate letters from all consultants and collaborators confirming their roles in the project. For consultants, letters should include rate/charge for consulting services.  
• Facilities & Other Resources  This information is used to assess the capability of the organizational resources available to perform the effort proposed. Identify the facilities to be used (Laboratory, Animal, Computer, Office, Clinical and Other). If appropriate, indicate their capacities, pertinent capabilities, relative proximity and extent of availability to the project. Describe only those resources that are directly applicable to the proposed work.  
• Inclusion of Women, Minorities and Children in Research  Peer reviewers will also assess the adequacy of plans to include subjects from both genders, all racial and ethnic groups (and subgroups), and children, as appropriate, for the scientific goals of the research will be assessed. Plans for the recruitment and retention of subjects will also be evaluated.  Check out the NIH inclusion of women and minorities policy website which has resources such as a decision tree to help you determine which of your studies are subject to NIH’s inclusion policy.  
• Multiple PD/PI  For applications designating multiple PDs/PIs , you must include a leadership plan.  
• Other Plans(s) Applicants proposing to conduct research that will generate scientific data are subject to the NIH Data Management and Sharing (DMS) Policy and must attach a DMS Plan in this section. Note that applicants whose project also falls under NIH’s Genomic Data Sharing (GDS) Policy are expected to provide a single plan that covers the sharing of both scientific data and genomic data. See NIH’s DMS and GDS policies on the NIH Sharing website .  
• Page Limits Follow the page limits specified for the attachments in your grant application, unless otherwise specified in the funding opportunity.  
• Protection of Human Subjects from Research Risk  Applicants must assure NIH that all human subjects are protected. Reviewers will assess the potential risk to human subjects in proposed research and evaluate what protections are in place to guard against any research-related risk. Awards cannot be made until assurances are on file with the Office for Human Research Protections (OHRP). Decision charts are presented that are helpful in thinking through relevant human subject protections issues (see http://www.hhs.gov/ohrp/policy/checklists/decisioncharts.html ).  
• Resource Sharing Plan(s)  This section includes the Model Organisms Sharing plan when applicable. See NIH’s Model Organisms Sharing Policy .  
• Select Agents  Identify any select agents to be used in the proposed research. Select agents are hazardous biological agents and toxins that HHS or USDA have identified as having the potential to pose a severe threat to public health and safety, to animal and plant health, or to animal and plant products. CDC maintains a list of HHS and USDA Select Agents and Toxins.  
• Use of Internet Sites  NIH instituted a policy that prohibits the use of World Wide Web addresses (URLs) in grant applications in the place of text describing the same material. This is because of the potential for providing a large amount of extra material from a Web site beyond what would fit in the page limit, and thereby giving an unfair advantage to some applicants and a large additional burden for reviewers.

You’ve planned, you’ve researched, you understand the application…now it’s time to write.  A well-written, well formatted application is an important key to success.  Remember the details when formatting attachments ! 

• Before you start writing the application, think about the budget and how it is related to your research plan. Remember that everything in the budget must be justified by the work you've proposed to do.
• Be realistic. Don't propose more work than can be reasonably done during the proposed project period. Make sure that the personnel have appropriate scientific expertise and training. Make sure that the budget is reasonable and well-justified.  

Start with an outline, following the suggested organization of the application. The thought process of the application should be easy to follow. 

Note:  Upon submission, NIH Systems will automatically add: headers, footers (time stamping, tracking number, funding opportunity number, and page numbers). Therefore, do not include headers or footers.

• Write clear headings.
• Use sub-headings, short paragraphs, and other techniques to make the application as easy to navigate as possible. Be specific and informative, and avoid redundancies.
• Bookmark major sections.
• Use diagrams, figures and tables, and include appropriate legends, to assist the reviewers to understand complex information. These should complement the text and be appropriately inserted. Make sure the figures and labels are readable in the size they will appear in the application.
• Use bullets and numbered lists for effective organization. Indents and bold print add readability. Bolding highlights key concepts and allows reviewers to scan the pages and retrieve information quickly.
• Utilize white space effectively.
• Write a clear topic sentence for each paragraph with one main point or idea.  This is key for readability.
• Make your points as direct as possible. Avoid jargon or excessive language.
• Write simple and clear sentences, keeping to about 20 words or less in each.
• Be consistent with terms, references and writing style.
• Use the active, rather than passive, voice. For example, write "We will develop an experiment, "not "An experiment will be developed."
• Spell out all acronyms on first reference.
• If writing is not your forte, seek help!
• Include enough background information to enable an intelligent reader to understand your proposed work.
• Support your idea with collaborators who have expertise that benefits the project.
• Have zero tolerance for typographical errors, misspellings, grammatical mistakes or sloppy formatting. A sloppy or disorganized application may lead the reviewers to conclude that your research may be conducted in the same manner.
• Remember the Details!    There are format requirements , such as font size, margins, and spacing.  Make sure you are familiar with them before submitting your application and label sections as directed.  You don’t want your application delayed because any of these details are not incorporated.
• If more than one investigator is contributing to the writing, it would be helpful to have one editor not only review for punctuation errors, but ensure that the application has a consistent writing style.
• Request your colleagues or mentors review a first draft of your specific aims early in the process. This step can save lots of valuable time.
• Allow time for an internal review by collaborators, colleagues, mentors and make revisions/edits from that review. If possible, have both experts in your field and those who are less familiar with your science provide feedback.
• Ask those who are providing a review to use a critical eye and evaluate the application using the peer review criteria
• Allow sufficient time to put the completed application aside, and then read it from a fresh vantage point yourself. Also, try proofreading by reading the application aloud.
• Conduct your own review based on the NIH's five peer review criteria.  How would you rate your own application?
• Prior to submission, look over the entire grant application one final time. Remember, you want a convincing proposal that is also formatted according to the application guidelines, punctuation error-free, clear to read, and is to the point!

This page last updated on: April 10, 2023

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Grants Manager Cover Letter Example

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Start your Grants Manager cover letter with a strong opening that captures the reader's attention. Begin by addressing the letter to a specific person, if possible. Use the first paragraph to succinctly introduce yourself and express your enthusiasm for the opportunity. Highlight your relevant experience in grant management, showcasing your understanding of the grant-making process, compliance, and stewardship. Mention a key achievement or a unique skill that aligns with the responsibilities of the role and the mission of the organization. This personalized and engaging start will set a professional tone and demonstrate your genuine interest in contributing to the organization's goals.

The best way for Grants Managers to end a cover letter is with a strong, confident closing that reiterates their interest in the position and their readiness to further discuss how their skills and experience align with the grant-making goals of the organization. A suitable ending might be: "Thank you for considering my application. I am enthusiastic about the opportunity to contribute to [Organization's Name]'s mission and to bring my expertise in grant management to your team. I am looking forward to the possibility of discussing how my background in [specific relevant experience or skill] can support your funding objectives. Please feel free to contact me at your earliest convenience to arrange a meeting." This conclusion is polite and professional, while also demonstrating a proactive approach and eagerness to move forward in the selection process. It also opens the door for further communication, which is crucial in the relationship-driven field of grant management.

Grants Managers should include the following elements in a cover letter: 1. **Introduction**: Begin with a professional greeting and an introduction that includes the specific grant or funding opportunity you are applying for. Mention how you learned about the grant, if relevant. 2. **Organization Overview**: Briefly introduce your organization, its mission, and the work it does. Highlight any relevant achievements or recognitions that establish credibility and align with the goals of the grantor. 3. **Purpose of the Grant**: Clearly state the purpose of the grant request. Explain the project or program that requires funding, its objectives, and its expected impact. Make sure to articulate how the project aligns with the funder's priorities and interests. 4. **Qualifications**: Detail your experience and qualifications as a Grants Manager, including your track record of managing grants successfully. Provide examples of past projects that were completed on time and within budget, and how they have made a difference. 5. **Need Statement**: Describe the need that your project or program addresses. Use data and evidence to support the necessity of the funding and to demonstrate an understanding of the issue at hand. 6. **Project Description**: Offer a concise overview of the project for which funding is sought. Include information on project activities, timelines, and the personnel involved. Explain how the project will be implemented and managed. 7. **Budget Summary**: While the full budget details will be in the grant proposal, provide a brief summary of the funding request in the cover letter. Indicate the total amount needed and a high-level breakdown of how the funds will be used. 8. **Sustainability**: Address the sustainability of the project. Explain how the project will continue to have an impact beyond the grant period and how future funding will be secured. 9. **Closing Statement**: Reiterate the alignment between your organization's goals and the funder's objectives. Express appreciation for the consideration of your application and include a statement of willingness to provide further information or to meet for a

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