Research Knowledge

Formatting Your Cover Letter
Follow these basics and you can't go wrong:

1-Use your organization's letterhead. Put the same date on the cover letter that is on the completed grant application. That is the date the application will be sent to the grantor. This will make all the documents in your proposal package consistent.

2-For the inside address (goes at top of 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.

3-In your salutation, use "Dear" plus the personal title (Mr., Ms., Mrs.,Dr., Messrs., etc), followed by the last name. It is very important that the letter be to a particular person. Call the foundation or corporate office to make sure you have the right person and the right personal title. These things may seem like minutiae, but success can turn on attention to such details.

4-Your first paragraph should be short and focused. Introduce your organization (its legal 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.

5-Write one or two more paragraphs that are very brief and succinct. State your organization's purpose and how it fits with the funder's mission or funding priorities. Include the fact that your board of directors is in full support of the project.

6-End your letter with a final, summarizing paragraph. Include a thought about what this funding partnership can mean for your project's target audience.

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 fist name, middle initial, last name, and job title. Although the ED or board president should sign the letter, the contact person's name and contact information can be included at the end of the last paragraph.

At the bottom of the letter, include the word, "ENCLOSURE" (in all caps).