Letters of Inquiry to Foundations

Most foundations require a letter of inquiry as the first contact.  If the project seems to be within their guidelines and funding priorities, they will then invite the submission of a full proposal. 

First of all, the grant writer should restrict the length of this letter to no more than two pages if the guidelines do not specify.  In this letter, your only job is to convince the foundation that your project is a good fit with their fields of interest. 

Prior to beginning the letter, a decision should be made on the amount to be requested.  This will be dependent in large part on the resources of the foundation.  Search material should discuss the total assets of the foundation, along with the average grant amount, the smallest grant, and the largest grant.

The first paragraph should clearly state the purpose of the project so that the reviewer will know exactly what will be done. This is also the place for the total project cost and the amount requested from the foundation.  Lastly, a couple of sentences regarding how the project fits with the foundation’s funding priorities should be included.  These basic facts are important to have in the very beginning, so that they will catch the reviewer’s eye and she will want to read on.

The next paragraph should go into detail regarding the need for the project and include as much statistical information as possible.  This is also the place to make a strong appeal to the emotions of the reader.  It is wise to give one or two specific examples of the distress suffered as a result of the need for the project.  This is where the “human factor” comes in.  The grant writer will be wise to combine hard data and emotion in this section.

Following this, a history of your organization should be given.  This should include a description of similar projects which have been successfully undertaken.  This is also the place to discuss your organization’s mission and its priorities. You want to convince the reader that your organization has the capacity to undertake the project, that your staff has the appropriate skill sets for the work, and that you will give it the priority it deserves so that it may be completed in a timely manner.

The next section of the inquiry letter should go into some detail regarding how the project will be implemented.  It is important to detail each step in the process from beginning to end.  By doing so, the reader may see the feasibility of the project and feel confident that your organization knows exactly what it takes to get the project completed on schedule and within the budget.  Goals, objectives, and positive outcomes will also be discussed here.

Sustainability and evaluation should be discussed next.  Having solid plans in place for both issues assures the foundation that your organization has thoroughly thought through the entire process.  The foundation will want to know that resources have been identified to continue the project beyond the grant period and that a thorough evaluation will be performed in order to determine its effectiveness.

Close the letter by offering to meet with the foundation officials at their office, host a site visit, or discuss the project over the telephone.  Emphasize your willingness to provide any additional information requested by the foundation.