In short
A grant proposal cover letter is a one-page letter, addressed to a named person at the funder and signed by your most senior leader, that says who you are, what you are asking for, how much and for how long, and why this funder is the right partner. Three short paragraphs of 250 to 300 words are enough.
The covering letter is the first thing a funder reads and the last thing you should write. It does not repeat the proposal; it introduces it, makes the request clearly and shows that you have chosen this funder deliberately.
What to include
- Your organisation’s letterhead: name, address, phone and email.
- The date and the full name, title and address of the person you are writing to.
- A subject line that names the project, the amount and the duration.
- Who you are and what you are asking for, in the first two sentences.
- The problem and your solution in two or three sentences.
- Why this funder: a specific link to its priorities or past grants.
- A named contact and the signature of your executive director, chair or chief executive.
A three-paragraph structure
- Paragraph 1: introduce your organisation and state the request: the project, the amount and the duration.
- Paragraph 2: the problem and your solution, with one striking fact and one expected result.
- Paragraph 3: why this funder is the right partner, the total cost and any co-funding, and an offer to discuss the proposal.
Dear Dr. Santos,
Bright Futures Trust is pleased to submit this proposal for Solar Digital Classrooms for 20 Rural Schools, a 12-month project that will give 1,500 students in off-grid communities their first real access to computers and digital skills. We request USD 222,000 towards a total project cost of USD 250,800.
Common mistakes
- Writing “To whom it may concern” when the programme officer’s name is easy to find.
- Running over one page, or repeating the executive summary.
- Forgetting to state the amount and duration.
- Using the same letter for every funder.
- Numbers that do not match the budget.
Frequently asked questions
Who should sign a grant proposal cover letter?
The most senior person authorised to commit your organisation, usually the executive director, chief executive or chair of the board.
Is a cover letter the same as a letter of inquiry?
No. A cover letter accompanies a full proposal. A letter of inquiry is sent first, on its own, to ask whether the funder would like to receive a proposal.
Written by Gachi Foundation, a non-profit in Jharkhand, India. All proposal-writing resources.