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How to Write an Effective Letter of Support

Letters of support from collaborators and consultants.

The following suggestions are for grant proposal letters of support from consultants and collaborators. Funding agency guidelines (e.g. NIH , NSF , other) and funding opportunity requirements take precedence over these suggestions.

If you need a letter of support, we recommend that you offer to draft the letter for your collaborator(s)/consultant(s). Providing a draft will help achieve two important outcomes:

• That the letter of support will contain all of the information you need, and
• That you will get the letter back from your collaborator(s)/consultant(s) in a timely fashion, assuming you give them enough lead time. We suggest 2-3 weeks.

Drafting your own letters of support also serves another important purpose. It can give both parties an early warning of unrealistic expectations. It is a vehicle for negotiating exactly what services, reagents, or expertise will be provided to support your work. Note that drafts of Letters of Support may need to be reviewed for compliance by the appropriate Tufts office before sending to your collaborator(s)/consultant(s).

The goals of a letter of support are to:

• Specify what the collaborator(s)/consultant(s) will contribute to the research
• Convince the reviewer that the collaborator(s)/consultant(s) will fulfill the request
• Convey enthusiasm for the work
• Lend credibility to your proposal

Letters of support should:

• Be unique and written from the point of view of your collaborator(s)/consultant(s)
• Be on institutional letterhead and signed by the appropriate party (someone authorized to make the commitment of support)
• Be addressed either to the PI of the proposal or to the granting agency – check the guidelines of the specific grant and/or agency
• Be focused on requested topics and not contain details that are expected to be in the research description section (this is required by NIH and a good idea for most agencies)
• Address any specific guidelines (e.g., particular assurances) required by the funding agency or the university, as outlined in the Funding Opportunity Announcement (FOA) or as requested by your Research Administrator.
• 2020 NIH Research Forms F indicate that letters of support from consultants should include rate/charge for consulting services, level of effort, and if access to core facilities will be provided as a fee-for-service.
• Most NSF letters of collaboration have a specific, one-sentence, template that should be used unless the solicitation states otherwise; see the 2020 NSF PAPPG .

Be sure to follow all FOA, funding agency, and Tufts University guidelines. Beyond that, as long as your letter demonstrates specifically what your collaborator(s)/consultant(s) will be contributing to the project, there is no one way to draft a strong letter of support. One format that you might consider in the absence of specific agency guidelines follows.

Example Letter of Support Format

First Paragraph  (1-3 sentences)

• Statement of support for the project/research – use words that convey enthusiasm
• Identify the research project by name/title

Examples: “I am pleased to support your research proposal titled xxxx.” “Your proposal to do xxxx has my enthusiastic support.”

Body Paragraphs  (1-3 paragraphs, or more as necessary)

• If applicable, state how the goals/research of the collaborator(s)/consultant(s) are well-aligned with the goals of the proposed research. What is the collaborator’s motivation to work with you?
• State as specifically as possible the role of the collaborator(s)/consultant(s) in the project.
• What is their relevant experience/expertise? Have they previously worked on a similar project? Do they have a successful track record?
• Do they have specialized equipment or reagents? Other resources?
• If you have worked with this collaborator before, be sure to say so! It demonstrates that a productive relationship has already been established.
• Be sure to include all information required by the funding agency; for example, for NIH, the rate or charge and level of effort for consultant services.

Last Paragraph  (1-3 sentences)

• Include a cordial closing. The level of formality should be determined by the level of personal relationship between the PI and the collaborator(s)/consultant(s). If you know each other very well, it can be less formal.

Examples: “I look forward to collaborating with you on this work.” “Best of luck with your grant application.”

Last updated: May 2020                                                     

Source: OVPR Research Development , Tufts University

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Writing a Letter of Support for Grants: Examples and Frameworks | Grantboost

Asking for a grant can be a daunting process. You know that the competition is fierce, and the Grantor’s organization is looking for the best and brightest. You need a team behind you that is as dedicated and committed to your cause as you are. That’s where letters of support come in.

What Is A Letter of Support?

Who normally writes a letter of support, how long should a letter of support be.

• Letter of Support Frameworks

Problem, Solution, and Impact Framework

Personal connection framework.

• Evidence Based Framwork
• Letter of Support for Grants Templates

Examples of Letters of Supports for Grants

• Writing Letters of Support for Grants w/ AI

A letter of support (not to be confused with a Letter of Inquiry ) is a document that advocates for a project, program, or organization and is typically written by an individual or organization outside of the project or organization itself. It is used to supplement a grant proposal and provides additional evidence to support the proposal’s objectives, methods, and potential impact. The letter of support should emphasize the writer’s personal connection to the project and highlight the project’s importance and potential benefits. The letter should be persuasive, clearly written, and provide examples of how the project can make a difference in people’s lives.

Letters of support are a powerful tool in your grant application arsenal. They provide evidence that your project has the backing of respected professionals, organizations, and individuals. They demonstrate that your proposal is not just your own opinion, but that it is supported by the wider community. Most importantly, they show that you have a plan that others are bought into as well.

A letter of support is usually written by an individual or organization outside of the project or organization seeking funding. This can include community leaders, elected officials, experts in the field, or organizations with a similar mission or interest. The writer of the letter should have a personal connection to the project and be able to speak to its importance and potential impact.

It is important to choose a writer who is well-respected and influential in the community, as their support can add credibility to the project and increase the chances of funding. Additionally, the writer should have a clear understanding of the project’s goals, methods, and expected outcomes, as they might be asked to provide specific examples of how the project has made a difference in the community.

In some cases, the grant organization may provide guidelines for who can write a letter of support and what should be included. It is important to carefully review these guidelines and ensure that the writer is able to meet the requirements outlined by the grant organization.

When it comes to the length of a letter of support, there isn’t a strict rule. As a general guideline, it should be no longer than one page, two at the absolute max. The most important thing is to make sure that your letter is concise and to the point. A letter that is too long may be overwhelming and lose the attention of the reader. On the other hand, a letter that is too short may not provide enough detail to convince the grant organization of the merits of your project. This should give you enough space to provide all the necessary details while keeping the letter short and sweet.

Frameworks You Can Use When Writing a Letter of Support

Advocates can follow different frameworks when writing a letter of support. One popular framework is the “Problem, Solution, and Impact” model. In this framework, the letter first introduces the problem that the project is addressing, then outlines the solution proposed by the project, and finally discusses the expected impact of the project. This framework is useful because it presents a clear narrative that connects the problem with the solution and the expected outcome.

Another framework is the “Personal Connection” model, which emphasizes the personal connection between the writer of the letter and the project or organization. This framework can be particularly effective when the writer has a personal relationship with the project or organization, as it can add a sense of authenticity and credibility to the letter.

A third framework is the “Evidence-Based” model, which focuses on providing evidence to support the project’s goals and expected outcomes. This framework typically includes data and statistics that demonstrate the need for the project and the expected impact it will have.

Regardless of the framework chosen, it’s important to keep the focus on the project and its goals. The letter should be written in a clear and concise manner, with a persuasive tone that highlights the project’s importance and potential impact.

The problem, solution, and impact model is a framework that can be used when writing a letter of support for a grant opportunity. This model is particularly effective in highlighting the need for the proposed project, the unique solution being offered, and the potential impact of the project on the community or field.

The components that make up this framwork are:

Problem: The first component of the framework is to clearly identify the problem or need that the project is addressing. This can include data and statistics to support the argument that the problem is significant and widespread. The writer should also explain why the problem is important and how it affects the community or field.

Solution: The second component of the framework is to explain the unique solution that the project is offering. This can include a description of the methods, techniques, or strategies that will be used to address the problem. The writer should also explain why this solution is effective and how it differs from other approaches that have been tried in the past.

Impact: The third and final component of the framework is to discuss the potential impact of the project on the community or field. This can include both short-term and long-term impacts, as well as any specific outcomes or goals that the project aims to achieve. The writer should also explain why the proposed project is likely to be successful and how it will make a difference in people’s lives.

By using the problem, solution, and impact model, the writer can provide a clear and compelling case for why the project is needed, how it will work, and what the potential benefits will be.

Ready to try the Problem, Solution and Impact Model for your letter of support? Check out our template and start crafting your compelling letter today.

The personal connection model is a framework for writing a letter of support that emphasizes the writer’s personal connection to the project or organization. This framework can be particularly effective when the writer has a strong relationship with the project or organization, as it can add a sense of authenticity and credibility to the letter.

The personal connection model typically includes several key components:

Introduction: The letter starts with an introduction that establishes the writer’s relationship to the project or organization. This can include how the writer first became involved with the project, why they believe in the project’s goals, and any personal experiences that have influenced their support.

Personal anecdotes: The letter includes a short personal anecdote or story that illustrate the writer’s connection to the project or organization. These anecdotes can be powerful in demonstrating the importance and impact of the project, as they provide concrete examples of how the project has made a difference in people’s lives.

Emotional appeal: The letter makes an emotional appeal to the reader by highlighting the writer’s passion and commitment to the project or organization. This can include expressing gratitude for the opportunity to be involved with the project and conveying a sense of urgency about the need for funding.

Call to action: The letter concludes with a call to action that encourages the grant organization to fund the project. This can include a clear statement of the project’s goals and expected outcomes, and an invitation to the reader to contact the writer for more information.

When using the personal connection model, it’s important to strike a balance between personal anecdotes and a persuasive tone that highlights the project’s importance and potential impact. The letter should be written in a clear and concise manner, with a focus on how the project will benefit the community or achieve its goals. By emphasizing the writer’s personal connection to the project, the personal connection model can be an effective way to persuade grant organizations to fund important projects.

Click here to access our Personal Connection Model template and start writing your letter of support faster, today.

Evidence Based Framework

The evidence-based model is another framework that can be used when writing a letter of support for grants. This model focuses on presenting evidence to support the need for the proposed project and the effectiveness of the proposed solution. Here are the components that make up a successful evidence-based letter of support:

Background: The first component of the framework is to provide background information on the issue or problem being addressed by the proposed project. This can include data, statistics, and research studies that support the argument that the issue is significant and widespread.

Evidence: The second component of the framework is to provide evidence to support the effectiveness of the proposed solution. This can include studies, research articles, or other types of evidence that demonstrate the potential impact of the proposed project.

Expertise: The third component of the framework is to highlight the expertise of the individuals or organizations involved in the proposed project. This can include descriptions of the qualifications and experience of the project team, as well as any relevant partnerships or collaborations that have been established. Outcomes: The final component of the framework is to describe the specific outcomes or goals that the proposed project aims to achieve. This can include both short-term and long-term outcomes, as well as any specific metrics that will be used to measure success.

By using the evidence-based model, the writer can provide a compelling case for the need for the proposed project and the effectiveness of the proposed solution. This framework can be especially effective when used in combination with other types of evidence, such as personal anecdotes and expert testimonials, to support the argument. Additionally, it is important to ensure that the language used in the letter is clear, concise, and easy to understand, as well as tailored to the specific audience and purpose of the grant application.

Ready to try the Evidence Based Model for your letter of support? Click here to access our template and start crafting a strong, evidence-based argument to support your grant application!

Letters of Support For Grants Templates

If you’re struggling with writing your own letter of support, we encourage you to try some of the templates we’ve provided below. By using them as a guide, you can craft a compelling letters of support that will strengthen any grant application and increase the chances of securing funding.

Problem, Solution, and Impact Template

Dear [Funder’s Name], I am writing in support of [Name of the organization] and their proposed [Name of the project/program]. As someone who is passionate about [Relevant issue], I believe this project has the potential to make a real impact in our community. The problem we are facing is [Brief description of the issue or problem], which has had a negative impact on our community by [Impact of the problem]. This is a pressing issue that demands immediate attention and action. Fortunately, [Name of the organization] has developed an innovative and effective solution to this problem. By [Briefly describe the proposed solution], we can address this issue and make a real impact in our community. The potential impact of this project is significant. [Statistics or data that support the impact of the proposed solution]. If we can successfully implement this project, we can [Positive outcomes that will result from the project]. I strongly believe that [Name of the project/program] is the right solution for our community. [Name of the organization] has a proven track record of success and has the experience and expertise to execute this project with excellence. Thank you for considering this proposal. Your support will make a meaningful difference in the lives of our community members. Sincerely, [Your Name]

Personal Connection Template

Dear [Funder’s Name], I am writing to express my enthusiastic support for [Name of the organization] and their proposed [Name of the project/program]. As someone who has experienced the [Relevant issue], I can personally attest to the urgent need for this project in our community. The team at [Name of the organization] understands the challenges that individuals like me face every day. They have been a trusted resource and source of support for me, and I am grateful for their work. The [Name of the project/program] has the potential to make a real difference in the lives of people like me. By [Briefly describe the proposed solution], this project will provide critical support to those in our community who are most in need. I believe that [Name of the organization] is uniquely positioned to execute this project with excellence. Their expertise, compassion, and dedication to this issue are unparalleled. I am proud to support [Name of the organization] and their efforts to make our community a better place. I hope that you will join me in supporting this important project. Thank you for your consideration. Sincerely, [Your Name]

Evidence-based Template

Dear [Grantor Name], I am writing this letter in support of [Organization Name] and their proposed project [Project Name]. As [Your Position] of [Your Organization Name], I have had the privilege of working alongside the [Organization Name] team and can attest to their expertise in [Field/Area of Work]. The need for [Project Name] is significant and widespread in the [Community/Population] we serve. [Insert statistics or data that supports this claim]. The proposed solution put forth by [Organization Name] has the potential to make a real impact in [Community/Population] and address the issue at its root cause. In support of the proposed solution, I would like to highlight [Insert evidence, such as studies or research articles, that demonstrate the effectiveness of the proposed solution]. Additionally, the expertise of the [Organization Name] team is unparalleled in the [Field/Area of Work]. They have a proven track record of success in [Insert examples of previous projects or initiatives that demonstrate expertise]. The specific outcomes and goals of the proposed project include [Insert short-term and long-term outcomes that the project aims to achieve], with a specific focus on [Insert metrics that will be used to measure success]. I wholeheartedly endorse the proposed project [Project Name] by [Organization Name] and believe that it has the potential to make a lasting impact in the [Community/Population] we serve. Thank you for your consideration. Sincerely, [Your Name]

Letter of Support Example: Personal Connection Framework :

Dear John Doe, I am writing to express my enthusiastic support for the Women’s Health Initiative and their proposed Breast Cancer Survivor Support Program. As a breast cancer survivor myself, I can personally attest to the urgent need for this program in our community. The team at the Women’s Health Initiative understands the challenges that individuals like me face every day. They have been a trusted resource and source of support for me, providing critical emotional and physical support during my journey. The Breast Cancer Survivor Support Program has the potential to make a real difference in the lives of survivors in our community. By providing access to counseling, support groups, and educational resources, this program will help women navigate the challenges that come with a breast cancer diagnosis and treatment. I believe that the Women’s Health Initiative is uniquely positioned to execute this program with excellence. Their expertise, compassion, and dedication to women’s health are unparalleled. I am proud to support the Women’s Health Initiative and their efforts to make our community a better place. I hope that you will join me in supporting this important program. Thank you for your consideration. Sincerely, Jane Doe ”

Letter of Support Example: Evidence Based Framework :

Dear John, I am writing to express my strong support for the proposed Literacy for All program, which I believe will have a significant impact on improving the literacy rates in our community. The need for this program is evident from the alarming statistics that indicate that nearly 50% of the adult population in our community lacks basic literacy skills. The Literacy for All program is based on a wealth of research that demonstrates the importance of early childhood literacy interventions, particularly for children from low-income families. Studies have shown that children who are not reading proficiently by third grade are more likely to struggle academically, drop out of school, and face a range of social and economic challenges later in life. The proposed program includes evidence-based strategies such as providing high-quality literacy instruction, offering family literacy programs, and providing access to books and other resources. It is designed to reach children and families in the most vulnerable communities in our area, where the need is greatest. The Literacy for All program has the potential to transform the lives of thousands of children in our community. By improving literacy skills at an early age, we can help set these children on a path toward success in school and in life. I urge you to support this vital program and invest in the future of our community. Thank you for your consideration. Sincerely, Ezenwa ”

Writing Letters of Support w/ AI

At Grantboost, we’re excited to announce the upcoming release of our cutting-edge Proposal generator to the beta stage. It’s a game changer in the world of grant writing, and we’re confident that it will revolutionize the way you write letters of support. With its intuitive design and powerful AI technology, you’ll be able to generate compelling, persuasive letters in minutes. We’re offering it for free to our beta users, so you can see for yourself just how effective it is. This is just the beginning of what Grantboost has in store for the grant writing community, and we can’t wait to see how our technology will help you secure the funding you need to make a difference.

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Learn How to Write a Persuasive Letter of Support for Grant

Acquiring funds for your research is an important milestone for every researcher. As the deadline for submitting the grant proposal approaches, there’s a sense of fear that engulfs you into thinking that your application is probably not the best one. While every element of your grant proposal is important to the reviewer, your letter of support for the grant has a potential to strengthen their belief in your research idea. A letter of support may probably not clinch the funding; however, it could make your grant proposal more competitive, especially when it is written by highly influential and renowned individuals or organizations.

What is a Letter of Support for Grant?

A letter of support is a document used to validate the credibility of your research through a third-party testimonial. This testimony should back up your claims of success as well as the promises to deliver results.

The letter implies that other organizations or funders think your proposal has merit. It signifies that your project has the potential of delivering proposed results. In addition, it provides a compelling and persuasive reason for a funder to support your grant proposal .

Who Should Write a Letter of Support for Grant?

Letters of support play a major role in determining whether or not your research project is worthy of funding . Therefore, it is important to identify the right people to write it.

A letter of support can be written by:

• A partner organization
• A major funder
• Another foundation
• A congressional representative
• An outside business such as professional grant writing services
• A key stakeholder

Furthermore, it could be from community leaders who believe in your project, or from people who will receive the services you propose of providing.

What is the Purpose of a Letter of Support for Grant?

A letter of support for grant helps in determining whether your project is worthy of funding.

The purpose of a letter of support is-

• Firstly, to establish a level of credibility
• Secondly, to demonstrate commitment to a research project
• Thirdly, to show that the planned collaboration is genuine
• Lastly, to address the applicant’s qualifications and abilities to complete the proposed research

Which are the Four Categories of Letter of Support for Grant?

Ideally, letter of support for grant are of two types:

• Letters from knowledge partners who are supporting the research with monetary aid
• Letters from a person who supports the research idea.However, depending on where the letters of support are sourced from, they are categorized as:
• Community Leaders: Letters sourced from community leaders help in establishing the proposers’ credibility.
• Collaborative Partners: Letters sourced from collaborative partners help in demonstrating that the proposed project will be beneficial to the service community.
• Contributing Supporters: Letters written by contributing supporters demonstrate tangible resources being dedicated to the project.
• Impacted Constituents: Letters written by impacted constituents help the funder in determining the benefits or repercussions of actions.

Differences Between “Letter of Support” and “Letter of Recommendation”

While confusion may arise from the fact that both letters of support and letters of recommendation provide key information for reviewers of the funding agency, there still are differences between the two.

Key Elements of a “Letter of Support” for Grant

The letter of support consists of three main sections: an opening statement or introduction that identifies the project, one or two main body section of the letter to indicate the relationship of the writer to the project seeking funding, and a closing statement to summarize with key points. However, there are some additional sections such as the header and the salutation. Here we discuss the key elements of a letter of support for grant in sequential order of their occurrence.

A Professional Introduction

The first thing one must do while creating a persuasive letter of support is introduce themselves. Writing an attention-grabbing introduction will encourage the reader to continue reading until the end. The simplest way to start your introduction section is to inform the reader—who you are and why they must care?

The Conclusion

Important points to consider while writing a letter of support for grant.

As letters of support can make a significant difference for applicant/s grant approval, it’s important to consider the following points while writing one.

• It must not be longer than two pages in length.
• Mention correct proposal details.
• Provide any additional details or requirements about the project, if necessary.
• Give a brief description about the role of the letter writer’s organization in the project.
• Discuss expected outcomes from implementation.
• Letter must follow a professional format with the original signature of the writer.
• Most importantly, proofread before sending it out to the potential funder.

Example of “Letter of Support”

Janice Clark XYZ Company 1456 Trafalgar Square Hampstead, London, UK. Dear Dr. Clark, I am pleased to be writing a letter in support of the proposal (name of the project) being submitted to the (name of the program) Program by our (name of department) at (name of institution). We strongly support this grant application and the focus on (mention the purpose of the study). As an organization whose mission is to (state the mission of your organization in alignment to the purpose of the research), we know your true passion is fostering the brilliant minds of tomorrow. We admire your initiatives to fund projects that have greatly benefited the research community. We acknowledge the specific roles and responsibilities fulfilled by us in this partnership. (mention your roles and provisions to the funding point-wise). Sincerely, Clara Montero Senior Director PQR Ltd. Southampton, UK

As you know by now, letters of support can make or break the chances of your project receiving funds, it is important to make sure that these letters are crafted scrupulously. Make sure you follow these tips while gleaning your letter of support or writing one for another applicant. Let us know how this article helped you in formulating a letter of support for grant. You can also visit our Q&A forum  for frequently asked questions related to different aspects of research writing and publishing answered by our team that comprises subject-matter experts, eminent researchers, and publication experts.

To write a formal letter of support for a funding application, keep the following in mind: 1. Begin by addressing the letter to the appropriate recipient and state your purpose clearly. 2. Provide specific reasons why the project or initiative is deserving of funding, highlighting its potential impact and benefits. 3. Conclude with a positive statement expressing your confidence in the applicant's abilities to effectively utilize the funds for the intended purpose. Remember to maintain a professional tone and adhere to any specific guidelines provided by the funding organization.

In a letter of support for a grant application, express your strong endorsement for the project or initiative, emphasizing its importance, relevance, and potential positive impact. Highlight the applicant's qualifications, track record, and commitment, while also emphasizing the alignment between their goals and the grant's objectives.

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• Proposal Preparation (RDS)

Letters of Institutional Support

When requested or permitted by the solicitation, investigators have the opportunity to highlight contributions or collaborations by including a letter from the individual, institution, or organization. There are multiple types of proposal support letters including letters of: institutional support or commitment, external (non-funded) collaboration or support, available college/department resources, and available resources for the conduct of research projects (e.g. assurances). Well written letters should reinforce attributes of your proposal, such as the interdisciplinary team or successful mentorship program in place within your department, and align with the proposal narrative. Letters provided by the Provost, College Dean, or Research, Innovation & Impact can also provide and reinforce institutional support for the project and how your proposal aligns with UA’s institutional research, discovery and education mission.

Requesting RII Support for Your Proposal

For assistance on letters of institutional commitment, please contact Research Development Services . Please note that in order to provide the best service, requests should be made at least 3 weeks prior to the deadline. To ensure the best service, include the following information in your request: 

• Name of the program to which you are applying
• Link to the solicitation (or attach a PDF of the solicitation to the request)
• Submission deadline of the program to which you are applying
• Your final proposal title
• A brief abstract of your proposal
• Description of the solicitation requirements for the letter, e.g. the solicitation specifically requires a letter from the Vice President for Research
• Principal Investigator Biographical Sketch or link to current CV
• Compiled departmental and college commitments (see Financial Commitments below)
• Whether this is a resubmission, and if so, comments that need to be addressed
• Draft letter in .docx

Financial Commitments

If a proposal requires institutional financial commitments, the investigator should contact their college dean and department head to secure initial support. The dean’s office will then coordinate with Research, Innovation & Impact and Vice President for Research Development (John O'Neil, Ph.D.) to obtain the financial commitment. Requests for financial assistance should be made as soon as possible. Letters for financial commitment should also be coordinated through RDS during the drafting phase.

For assistance on letters of support, please contact Research Development Services . Please note that in order to provide the best service, requests should be made at least 3 weeks prior to the deadline.

Goals for a Letter of Support

Generally, the goals for a letter of support are to:

• Highlight how the proposal contributes to leading research and/or education in the field;
• Specify the contributions of the team member/project;
• Communicate enthusiasm for the proposal; and
• Provide quantifiable support for the proposal.

For letters of collaboration, the goals are to emphasize the:

• Collaborator and the assets they bring to the team;
• Existing relationship with the investigator; and
• Unique contributions of the collaboration.

The guidelines below can be utilized for either a letter of support or collaboration. It is strongly recommended that you customize each letter, unless otherwise specified by the funding solicitation or agency. By providing a draft letter you can ensure a more timely response as well as align the letter to the proposal narrative.

Guidelines for a Basic Letter of Support (or Collaboration) Document

Ensure that you follow all guidance within the funding solicitation regarding context, formatting, and page length. Print the letter on institutional letterhead. The following guidelines offer suggestions for drafting a basic letter of support, deviations from this format may be necessary to fulfill the goals of your letter.

Determine the appropriate addressee for the letter, typically the project’s principal investigator or the granting agency. There's not a hard and fast rule for all letters about who should be the addressee, as it depends upon the type of letter. If the letter details how the institution will provide support for the project, the addressee should be the granting agency, preferably a specific program officer affiliated with that funding opportunity. Otherwise, if the letter is from a collaborator committing their own support for the project, you may still chose to address the letter to the program officer, but you could also address it to the PI. Try to be as specific as possible and avoid “To Whom It May Concern.” It may also be helpful to identify the funding solicitation and title using a “Re:” line.

First Paragraph

• Define the letter writer's role and the entity represented (see the " Goals " text above).
• Emphasize why the letter is being written, e.g. to support the proposal and research/academic goals or to commit resources or cost share/matching funds.
• State the details of the proposal being submitted and reference the funding solicitation including the principal investigator's name, title of the proposal, type of proposal (i.e. research, training, workshop), and where the letter is going (i.e. the funding agency or lead institution).

Body Paragraph(s)

• Describe the strengths of the proposal, e.g. by explaining the science and/or education approach and its relevance or cutting edge approach, emphasize the team leadership strengths, promote a strong track record of mentorship, highlight the appropriate achievements of the team such as publications, or if part of a larger proposal, address how integral this component is to the overall project.
• Link the strengths of the proposal to the organization or institution, e.g. alignment to with the university/college/department research or education goals, or the research expertise and resources at UA to support this proposal.

Final Paragraph

• Provide a summary that includes the commitment of resources (including quantifiable details, if applicable), how the work reflects the importance of the project to the institution and/or UA, and reiteration of support of the proposal.

Signatures:

• If college resources or the like are being committed and require institutional signature, a counter signature from the Dean or Department Head is required before an institutional signature can be provided.

Required Statement:

• The proposed Principal Investigator for the University of Arizona is <insert PI's name here>, with such role being subject to and conditioned upon required compliance and regulatory reviews and/or approvals, including conflict of interest and conflict of commitment.

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Letters of Support

We recommend that you offer to draft a letter of support for your consultant(s)/collaborator(s) to ensure that all deadlines are met.

By providing a draft letter of support, you ensure two things:

• That the letter of support will contain all of the information you need
• That you will get the letter back from your consultant(s)/collaborator(s) in a timely fashion (assuming you give them enough lead time! We suggest 2-3 weeks)

Drafting your own letters of support also serves another important purpose. It can give both parties an early warning of unrealistic expectations. It is a vehicle for negotiating exactly what services, reagents, or expertise will be provided to support your work.

The goals of a letter of support are to:

• Specify what the consultant(s)/collaborator(s) will contribute to the research
• Convince the reviewer that the consultant(s)/collaborator(s) will fulfill the request
• Convey enthusiasm for the work
• Lend credibility to your proposal

As long as your letter demonstrates specifically what your collaborator(s) will be contributing to the project, there is no right or wrong way to draft a strong letter of support. One format that you might consider follows.

Sample Format

Letters of support should be:

• Unique and written from the point of view of your collaborator(s) or consultant(s)
• Printed on institutional letterhead and signed by the appropriate party (someone authorized to make the commitment of support)
• Addressed either to the PI of the proposal or to the granting agency – check the guidelines of the specific grant
• Address any specific guidelines (e.g., particular assurances) required by the funding agency or the university, as outlined in the request for applications (RFA) or as requested by your Research Administrator
• Follow any other guidelines (e.g., page limits) required by the funding agency

First Paragraph (1-3 sentences)

• Statement of support for the project/research – use words that convey enthusiasm
• Identify the research project by name/title

"I am pleased to support your research proposal titled xxx." "Your proposal to do xxx has my enthusiastic support."

Body Paragraphs (1-3 paragraphs, or more as necessary)

• If applicable, state how the goals/research of the collaborator(s)/consultant(s) are well-aligned with the goals of the proposed research. What is the collaborator’s motivation to work with you?
• State as specifically as possible the role of the consultant(s)/collaborator(s) in the project
• What is their relevant experience/expertise? Have they previously worked on a similar project? Do they have a successful track record?
• Do they have specialized equipment or reagents? Other resources?

* If you have worked with this collaborator before, be sure to say so! It demonstrates that a productive relationship has already been established.

Last Paragraph (1-3 sentences)

• Include a cordial closing. The level of formality should be determined by the level of personal relationship between the PI and the collaborator/consultant. If you know each other very well, it can be less formal.

"I look forward to collaborating with you on this work." "Best of luck with your grant application."

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How to Write a Convincing Letter of Support for Grant

Published on 09 Nov 2022

Applying for a research grant is a daunting task. Between the main research proposal and all of the additional documents required, it can be overwhelming. While some people enlist the help of professional grant writers , many others turn to Google (which may be how you found our blog). 

In this article, the focus is on an important part of that grant application process: Requesting and writing letters of support.

If you’re seeking a letter of support or have been asked to write one, don’t leave it until the last minute. While it may seem like a simple, supporting document (pun intended), well-written proof from the right people can get a grant applicant those final few steps across the approval line.

What is a letter of support for a grant?

A letter of support is an important argument in favour of a research proposal. It lends credibility to a grant application in several ways:

• Provides a third-party testimonial that backs up the applicant’s claims and promises.
• Shows that other organizations or individuals believe in the research proposal.
• Gives examples of the writer’s commitment (i.e. money or resources) to the project.
• Demonstrates a genuine and enthusiastic collaboration between the involved parties.

This letter can be written by a variety of people. But, writers tend to fall into two categories: (1) partners providing monetary or in-kind support and (2) influential people or organizations that believe the research project is worthwhile. For example: An applicant may seek support from a partner organization, an outside business, another major funder of the research project, or key stakeholders (including community leaders and individuals who will be impacted). 

How to request a letter of support for a grant

If you’ve been asked by someone to write a letter of support, then you can skip to the next section. However, if you’re here because you’re applying for a grant that requires you to submit a letter of support (or several), this section is worth noting. 

How you request a letter of support makes a difference. So, whether you’re the principal investigator (PI) in an application or someone assisting them, here’s the steps you should take: 

• Make a list - In the academic world, as in any industry, it’s often about who you know. Even if you wish research could speak entirely for itself, you’ll have to reach out to at least one individual (more likely several) to get proof of support.
• Set up meetings - Explain your project in detail and ask if each person would be willing to write you a letter of support. Don’t just assume they will.
• Provide important information to include - If someone agrees to help, make it easier for them by highlighting the info they’ll need. This could include: a project summary, details of the funding agency, how the research supports the interests of the funder, and how the grant can help the writer or their organization.
• Discuss any disagreements - In the support request process, you may realize that your understanding of the collaboration is different from your collaborator’s understanding. Be sure to sort out any disagreements now so that you go into the grant proposal fully aligned.
• Give a reasonable timeline - Ensure that the person who is writing the letter is aware of when you’ll need it back to include it with your grant application. Be considerate of the writer’s schedule and give them at least 2-3 weeks to prepare the letter.

All grant applications have different requirements. So, before you begin requesting or writing a letter of support, review the funding agency’s guidelines first and foremost.

What is the difference between a letter of support and a letter of recommendation?

In the midst of a grant application, it can be easy to get your wires a little twisted on what’s what, especially when distinguishing between letters of recommendation vs. support. Some funders expect both, but most will be looking for the latter. To help you out:

A letter of recommendation… 

• Is primarily requested in scenarios related to career development (like applications to fellowships or other programs).
• Requires the writer to be familiar with an applicant's qualifications, but does not require them to be involved in the project.
• Is submitted separately from an application.

A letter of support…

• Demonstrates the writer’s commitment and role in the project.
• Requires the writer to be a significant contributor or stakeholder in the research.
• Is submitted as part of a grant application.

How to write a letter of support

A letter of support should include a few key sections. Here’s an in-order outline to use if you’re the writer (plus a few bonus tips to help with the writing process):

• Header - At the top of the letter, include your name, institution, and date of writing. This may already be included as part of an organizational letterhead (which you should use if you have one). Include the recipient’s name and contact information in the line below. The letter may be addressed to the reviewer at the funding agency or to the person applying for the grant.
• Salutation - How does the recipient of the letter prefer to be addressed? Include this at the start (e.g. “Dear Dr. Strange,” or “Dear Mrs. Robinson,”). Avoid using “To whom it may concern.”
• Opening statement - Introduce yourself (i.e. Who are you and why should the reader care?). State the intent of your letter clearly and succinctly. Highlight what you know about the project and the value you see in it.
• Key points of support - This is the main body of the letter. Justify why funding is needed for the research project and how it will benefit you and others. Emphasize your belief in the research and its results. Discuss expected outcomes and be clear on the kind of support that you will be providing to the project. Try to anticipate and address questions that the funding agency may have for you.
• Closing statement - Summarize your key points. Convince the reader of your enthusiasm for the project. If you’re addressing the letter to the applicant (instead of the funding agency), you may want to add a note here wishing them well in the application process.
• Sign off - End with a polite close (e.g. “Sincerely,”) and be sure to actually sign the letter. Include your full name and title below the signature space. Provide further personal contact details if you can’t be reached at the number/email on your organization's standard letterhead.

Even if it’s a good start, including all the sections above isn’t a surefire way to write a convincing letter of support. So, here’s a few other tips to help…

• Start with key talking points - Draft your first version of the letter in bullet points. With an outline of important information that you want to include. Then, sweep through and write the “real first draft” without having to worry about missing something.
• Watch that page count - Keep to a single page if possible (two maximum). It can be tempting to include everything you think is even slightly relevant. But, that will only drown out the most important parts. For reviewers reading through mountains of application material, shorter is definitely sweeter.
• Enlist some grammar help - Consider getting Grammarly (or a similar free software) to help carry some of the load of all that wordweaving and editing.
• Check (and double-check) grant requirements - Many funding agencies provide a list of rules for applications (like this helpful outline from the Canadian Institute of Health Research). So, whatever you’re applying for, be sure to review the preferences that have been highlighted by the funding provider.

Sample letters of support for an educational grant

There’s no single formula for a perfect letter of support. However, samples can give you a good place to start. Just don’t fall into the template trap! Advice from a collection of grant reviewers highlighted the importance of “unique letters that show the writer’s actual support.” So, draw inspiration from a few examples, then, use that to write something original.

For a straightforward template to help you visualize: APCCP created this simple document that presents a letter layout in a more visual way.

For more helpful tips on writing letters of support: Enago provides a list of suggestions, plus a letter of support template further on in the article.

For a bit of a laugh: Junee Community Network has an entertaining how-to outline that includes a sample letter on the topic of “Funding for Dragon Cages at Camelot Castle”.

Summary: What makes or breaks a letter of support?

Researchers face endless challenges in securing much-needed financial resources. A well-written letter of support goes a long way toward convincing funding agencies that a research proposal is worth taking a chance on.

At the end of the day, a great letter of support is to-the-point, personalized, and full of genuine enthusiasm for the writer’s participation and the potential research findings.

Now, what are you waiting for? Go on and get writing!

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Support letters within the context of a grant application can be used to convey more than just an endorsement of a proposal. In general, these are portions of the proposal that often have no page restrictions and can actually reinforce attributes of the proposed work, team of investigators, mentorship and institutional resources/leadership. If you plan to include multiple letters of support with your proposal, it is recommended that you consider a different strong point to highlight for each letter. Very often, particularly for large proposals, a template can serve as a useful guide for letter writing. However, it is strongly recommended that each letter be customized to the specific proposal and letter signatory or it will defeat the purpose of providing such letters in the first place.

The basic outline of a letter of support

Identify the specific addressee — typically the project/program Principal Investigator, or identify the study section, council, granting agency by name. Avoid using "To Whom it May Concern." It is also helpful to use Re: to identify the funding announcement and title.

Opening Paragraph

• Writer's role/stature (Program Director, Department Chair, Co-Investigator, Dean) - what entity does the writer represent?
• To support the proposal or agree to participate (advisory board, preceptor, etc)
• To commit resources
• To provide cost share/matching funds
• Grant number (if available)
• Type of grant (center grant, training program, research proposal

Body Paragraph(s)

• Scientific plan/your own fit in the project, if participating/advisory board
• Proposal leadership
• Team of scientists/staff
• Mentorship (if applicable)
• Track record of publications or training of proposal PI
• Proposal aligns with organization strategic plan
• Leadership/faculty expertise
• Resources/facilities for the project
• Achievements that demonstrate high caliber
• If relevant, specifically outline commitment/match

Concluding Paragraph

Reiterate support for the proposal and briefly indicate how this will meet a larger goal (this is usually identified in the program announcement), such as improve patient care, train the next generation of biomedical scientist, bring jobs to Ohio, increase innovation and discovery, etc.

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Source: ORSD Research Resource Portal

The Office of Research Strategy and Development (ORSD) coordinates all letters that are to be signed by the Dean’s Office (Michelle Williams, Dean of the Faculty). ORSD enhances and strengthens the language used in letters and also monetizes  any  resources being committed (new) or leveraged (existing). It is important that we have a working understanding of a project in order to determine which existing supports should be included in the letter and claimed as institutional commitments.

The process for requesting a letter of support will depend on the level of institutional commitment that is included in the letter.  To request a Letter of Support or for questions about the process, please contact Vanessa Barton in the Office of Research Strategy and Development ( [email protected]) .

Types of Letters of Support

There are two types of letters ORSD receives, reviews, and routes for signature:

• General proposal endorsement letter
• Letter of institutional commitment

1. General Proposal Endorsement Letter

General proposal endorsement Letters do not include a statement of any commitments, financial or otherwise, by the Institution.

Deadline for Requests

All requests must be made at least  one-month  prior to the proposal submission deadline  and the materials outlined below must be included with your request.  

Required Materials

In order to review and approve your letter for signature, you are required to send the following materials to ORSD:

• Specific aims of project (full proposal, if drafted)
• Draft letter of support (templates available at ORSD Research Resource Portal )

2. Letter of Institutional Commitment

Letters that include any new commitments (financial support; effort support; programmatic support) or leverage existing resources at the School or Institution must be vetted by ORSD. This includes letters for all training and Center grants that will provide graduate student support.

All requests must be made at least  two-months  prior to the proposal submission deadline  and the materials outlined below must be included with your request. 

• Draft letter of support (templates available below)
• List of institutional commitments
• Draft budget (if submitting a training grant)

Please contact Vanessa Barton in the Office of Research Strategy and Development ( [email protected] ) to request a Letter of Support or for questions about the process.

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Project partners letter of support - EPSRC

A project partner is a collaborating organisation who will have an integral role in the proposed research. This may include cash or in-kind contributions such as expertise, staff time or use of facilities.

Their role and contributions should be detailed in the track record section in the case for support as they should be considered part of the research team.

If there are project partners collaborating on a research project, Engineering and Physical Sciences Research Council (EPSRC) requires a letter of support. Well-written letters can significantly strengthen research proposals by demonstrating the benefits of the collaboration, and the potential impacts of the research. It also allows partners to highlight why they support the proposal, and what they hope to get out of it.

What is it for?

The letter of support is part of a proposal’s case for support which is sent to reviewers for assessment. Reviewers are asked if the collaboration is appropriate, and whether appropriate routes and resources have been identified for knowledge exchange and impact development.

If reviews are sufficiently supportive, a prioritisation panel ranks proposals against others based on the reviewers’ comments. Panel members are given copies of the full proposal including letters of support to help them in their task.

What to include

Project partner letters of support are part of the grant application and should be provided on headed paper, dated within six months of the application submission date and signed by the collaborating organisation’s named contact.

A well written project partner letter of support will confirm the organisation’s commitment to the proposed project and should identify:

• the value, relevance and possible benefits of the proposed work to the partner
• the period of support, the full nature of the collaboration or support
• how the partner will provide added value.

Where relevant to the project, details should be provided of:

• the projected market size, customers and sales
• how the organisation will commercialise the technology beyond the project.

Project partner contributions whether in cash or in kind, must be explained in detail in the project partner letter of support. A value must be put on in-kind contributions:

• access to equipment
• provision of data

Details of how this support relates to the proposal should be included in the case for support.

Note: project partners cannot normally receive funding directly from the grant. The two exceptions to this are:

• where a project partner is providing services or equipment that will go through a formal procurement process audited by the host research organisation
• the project partner can receive small amounts of funding from the grant, such as for travel and subsistence to attend project meetings. These will need to be requested by the PI and will need to be fully justified.

Last updated: 3 November 2021

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Many proposals require or allow letters from your institution, administrators, partners, and collaborators. Some funding organization request letters of support or commitment and others do not allow them. The Department of Education, for instance, rarely asks for letters, and, if included, would count against the proposal page count. The National Science Foundation, on the other hand, requires letters of collaboration, especially from the proposing institution and project partners, but does not allow letters of support. Other funding agencies leave the inclusion of letters to the proposer’s discretion.

It is important that proposers understand what is expected by the funder, the difference between the types of letters, and how to strengthen this aspect of a proposal. The following descriptions explain the general differences among these types of documents:

Letter of Commitment

A letter of commitment indicates the signatory’s intent to commit resources to the funded project as specified in the letter, should the proposal be funded. May also give the partner’s rationale for supporting the project and point to strengths of the organization that could be of value in implementing or sustaining the project.

Letter of Collaboration  

Letters of collaboration indicate the signatory’s intent to collaborate and/or commit resources as described in the proposal or the letter, should the proposal be funded.

NSF Letter of Collaboration

Documentation of collaborative arrangements of significance to the proposal through letters of collaboration. (See PAPPG  Chapter II.C.2.d(iv) ). Letters of collaboration should be limited to stating the intent to collaborate and should not contain endorsements or evaluation of the proposed project. The recommended format for letters of collaboration is as follows:

"If the proposal submitted by Dr. [insert the full name of the Principal Investigator] entitled [insert the proposal title] is selected for funding by NSF, it is my intent to collaborate and/or commit resources as detailed in the Project Description or the Facilities, Equipment and Other Resources section of the proposal."

Letter of Support  

A letter of support expresses the organization’s knowledge and support of the project, including why the project is important and how it relates to the organization’s mission or expressed goals. May address the proposer’s qualifications or abilities to complete the project. Such letters can add much additional information to strengthen the proposal.

NSF Letter of Support

While letters of collaboration are permitted, unless required by a specific program solicitation, letters of support should not be submitted as they are not a standard component of an NSF proposal. A letter of support is typically from a key stakeholder such as an organization, collaborator or Congressional Representative, and is used to convey a sense of enthusiasm for the project and/or to highlight the qualifications of the PI or co-PI. A letter of support submitted in response to a program solicitation requirement must be unique to the specific proposal submitted and cannot be altered without the author’s explicit prior approval. Proposals that contain letters of support not authorized by the program solicitation may be returned without review.

Preparing Letters

The PI should solicit letters well in advance of the due date so there will be time for signatures. Letters from partners should represent true, collaborative partnerships. These partnerships work best when partners have been involved in the proposal planning and preparation stages so that their concerns and ideas are addressed. It is often useful if you, after conversations with the writer, draft the letter or give the writer a list of talking points of things to include. This is especially important if resources are being committed.

Use the following guidelines in preparing letters:

• Keep letters short and to the point.
• Be specific about the nature of the collaboration or commitment.
• Usually indicate concrete actions the signer is committed to provide during the project.
• Do not commit to any dollar amount of funds or resources unless you have permission.
• Don’t use form letters; make each letter unique (except for NSF Letters of Collaboration). 

Institutional Commitment/Support Letters

Institutional commitment/support letters are intended to show department/college/university support that will be available to the project, without providing specific dollar amounts that could be construed as auditable cost sharing by the sponsor.  General statements should be made to convey university support towards the project. The letter should contain general statements such as:

“The University will provide offices, labs, and administrative space as necessary for the accomplishment of project deliverables.”

"University of Chicago has several labs that will be utilized for the proposed research.”

“Several graduate students within the department will be providing basic research support to the researchers during the life of the project.” 

Institutional Cost Share Letter

Cost share commitments should be kept to a minimum and provided only when required by the sponsor or justified in compelling circumstances.  Institutional cost share letters are intended to show institutional approval of the cost share commitments listed in the budget and budget justification. Specific dollars amounts are included and are considered auditable cost share. Examples of cost share are:

• State funded salaries/fringe benefits
• Unrecovered F&A (indirect costs)
• Tuition remission
• Cash contributions

Sample Institutional Commitment/Support Letter

(Insert Date) (Insert sponsor contact information)

Re: Letter of Institutional Commitment/Support

Dear (insert sponsor name),

I write to express my strong support for this grant proposal submitted to (insert sponsor name), titled “(insert proposal title)”.  I understand that (insert PI name) will pursue (insert a few words describing project).  As (insert title of person providing commitment letter), I can assure you that the University will provide the resources necessary to facilitate this project at NDSU. Specifically, the University has committed (insert general resource statements) in order to accomplish the objectives of this project. I am highly supportive of the efforts as outlined in this proposal, and (insert statement how this project will benefit a greater goal).

Best regards,

(Insert institutional authority)

6 Examples: How to Write a Perfect Proposal Letter (Step-by-Step)

By Status.net Editorial Team on November 8, 2023 — 14 minutes to read

• Understanding Proposal Letters Part 1
• Structuring Your Proposal Letter Part 2
• Key Elements of a Proposal Letter Part 3
• Step-By-Step Guide to Writing a Proposal Letter Part 4
• How to Write a Business Proposal Letter (Example) Part 5
• How to Write a Job Proposal Letter (Example) Part 6
• How to Write an Academic Proposal Letter (Example) Part 7
• Successful Business Proposal Email Example Part 8
• Example of a Proposal Letter for a Marketing Project Part 9
• Effective Job Proposal Email Example Part 10

Part 1 Understanding Proposal Letters

A proposal letter is a written document sent to a potential client, employer, or partner, outlining your proposed idea, project, or plan. It aims to persuade the recipient to consider your proposal and take action on it.

To begin with, think of the end goal. Identify what you want to achieve with your proposal letter. This could be anything from securing a contract to obtaining funding for a project. Having a clear objective in mind helps you create a compelling document.

Next, research your target audience. Understand the recipient’s needs, preferences, and potential pain points. Tailor your letter to demonstrate how it addresses their specific requirements boosting your chances of success.

Now, let’s discuss the structure of a proposal letter. Generally, it follows a simple layout:

• Salutation : Start with a formal greeting, addressing the recipient by their full name or title.
• Introduction : Introduce the purpose of your letter, highlighting the central theme of your proposal.
• Body : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.
• Conclusion : Summarize the key points and request for a follow-up meeting or discussion.
• Closing : End with a courteous sign-off, such as “Sincerely” or “Best regards.”

Part 2 Structuring Your Proposal Letter

Starting with a strong introduction.

Begin your proposal letter with a friendly, professional tone that captures your reader’s attention. Introduce yourself and your organization, briefly explaining your background and experience. Connect with your reader by showing that you understand their needs and goals. Make sure you mention the purpose of your proposal and the solution you want to offer with confidence.

Proposing Your Idea

After laying the groundwork, dive into the details of your proposal. Explain what your solution or idea is and how it addresses the needs and goals mentioned earlier. Make sure to highlight the key benefits, focusing on what’s in it for your reader. Be specific and use facts, figures, and examples to support your claims. Keep your paragraphs organized and use bullet points or bold text to emphasize important information.

For example:

• Benefit 1: Reduction in production costs by 30%
• Benefit 2: Improved customer satisfaction
• Benefit 3: Streamlined workflow processes

This will help your reader easily understand and remember the main points of your proposal.

Ending with a Perfect Conclusion

End your proposal letter on a positive note, summarizing the main benefits and advantages of your idea. Reiterate your enthusiasm and commitment to providing the best solution possible. Offer your assistance in answering any questions or addressing concerns your reader might have. Finish with a call-to-action, such as setting up a meeting or signing a contract, and provide your contact information so they can easily get in touch with you.

Part 3 Key Elements of a Proposal Letter

Clear objective.

A successful proposal letter begins with a clear objective. When writing your letter, make sure to state the purpose of the proposal in a concise and straightforward manner. This helps the reader understand what you want to achieve and the solution you’re providing. Avoid using jargon or complex language, as it can be confusing and might lead the reader to misunderstand the core message.

Specific Details

Providing specific details is important to make your proposal letter more persuasive. This includes outlining the scope of work, timeframe, and estimated costs for the project. You should also highlight any unique aspects of your proposal that set it apart from competitors or alternative solutions.

For example, if you’re proposing a marketing campaign, you could outline the target audience, marketing channels you’ll use, content creation, and metrics for success. By providing specifics, you demonstrate that you’ve put thought into the project and have a well-planned approach, instilling confidence in the reader that you are the right choice.

Compelling Reasoning

Your proposal letter should include compelling reasoning for why the recipient should choose your solution. This can include:

• Demonstrating your expertise and experience in the field
• Explaining the benefits of your proposed solution
• Sharing success stories and testimonials from past clients or projects
• Outlining how your proposal aligns with the recipient’s goals and needs

For example, continuing with the marketing campaign proposal, you could discuss how your experience in handling similar projects has led to significant increases in sales and brand recognition for your clients. Also, you might explain how your approach aligns with the recipient’s target demographics or business objectives to strengthen your case.

Part 4 Step-By-Step Guide to Writing a Proposal Letter

• Start by addressing the recipient with their professional title and full name.
• In the first paragraph, state the purpose of your letter and summarize your proposal briefly. Make sure to highlight the key benefits of your proposal for the recipient or their organization.
• In the next few paragraphs, provide details about your proposed project or partnership, such as your objectives, timelines, and expected outcomes. Also, showcase your competence and experience by mentioning relevant achievements or past collaborations.
• When closing the letter, express gratitude for their time and consideration. Offer to provide further information or answer any questions they may have.
• Lastly, include your full name, title, contact information, and signature.

Choosing the Right Format

Make sure your letter is in the right format to make it look professional. You will typically use a business letter format, which includes:

• Your contact information
• The recipient’s contact information
• Subject line (optional)
• Body of the letter

[Contact Details]

Dear [Recipient’s Name],

Re: [Proposal subject]

[Body of the letter]

[Your Name]

Setting the Tone

Maintain a friendly yet professional tone throughout your proposal letter. Be polite and respectful, addressing the recipient by their full name, and using “please” and “thank you” when appropriate. Keep the language conversational but clear, so your reader can easily understand your proposal. Stay away from overly technical terms or jargon, unless it is necessary and you’re sure your recipient will understand it.

Drafting the Body

Begin by providing an overview of the problem or need your proposal is addressing. Clearly explain the issue and why it’s important to solve it. Next, describe your proposed solution in detail, outlining your plan and how it will benefit the recipient. Be specific and realistic in your description; for example, if you’re proposing a project with a timeline and budget, include concrete figures and dates.

Break down your proposal into smaller sections, using separate paragraphs or even bullet points if helpful. This makes it easier for your reader to follow your argument and understand the various aspects of your proposal. Here’s a quick outline of what you should cover in the body of your proposal letter:

• Problem/need introduction
• Proposed solution
• Benefits of the solution
• Timeline and budget (if applicable)
• Your qualifications (why you’re the right choice to carry out the proposal)
• A call to action (how they can take the next step)

Proofreading Carefully

Before sending your proposal letter, take the time to thoroughly proofread it for errors in grammar, spelling, and formatting. Ensuring that your letter is polished and error-free shows the recipient that you take your proposal seriously and are committed to quality in your work. If possible, ask a colleague or friend to review your letter as well since a fresh set of eyes can often catch errors that you might have missed.

Part 5 How to Write a Business Proposal Letter (Example)

When writing a business proposal letter, your goal is to present your ideas or services in a way that’s compelling and clear. Business proposal letters can be sent to potential clients, partners, or investors. Here are some tips for writing an effective business proposal letter:

• Start with a brief introduction of your company and its offerings.
• Highlight the benefits of your product or service, focusing on the value it will bring to the recipient.
• Be specific about costs, timelines, and any other relevant information.
• Use clear, concise language, and avoid using jargon or overly technical terms.
• Close the letter by mentioning next steps, such as arranging a meeting or following up with further information.

Subject: New Collaboration Opportunity with [Your Company Name] Dear [Recipient’s Name], I’m reaching out on behalf of [Your Company Name] to discuss an exciting opportunity for collaboration. Our team has developed an innovative marketing strategy that could greatly benefit your company by increasing your customer acquisition rate by 20% within the next six months. […] We look forward to the possibility of working together and will be in touch shortly to schedule a meeting to discuss further details.

Part 6 How to Write a Job Proposal Letter (Example)

Job proposal letters are typically written by job seekers looking to create their own position within a company or to highlight their unique skills and experience. These letters should be concise, persuasive, and tailored to the specific company and its needs. Here are some key points to include:

• Briefly mention your background and skills relevant to the position.
• Describe how your unique abilities can positively impact the organization.
• Offer specific examples of how you can contribute to the company’s goals and objectives.
• End with a call to action, offering to provide more information or meet to discuss the opportunity further.

Subject: Job Proposal for Social Media Manager at [Company] Dear [Recipient’s Name], As an experienced social media professional, I am excited by the opportunity to bring my skills and expertise to [Company]. Based on my research of your current online presence, I believe I can contribute to increasing your brand awareness and engagement through a tailored social media strategy. […] I would appreciate the opportunity to further discuss how my background and passion for social media can contribute to [Company]’s growth and success. Please feel free to contact me at your convenience.

Part 7 How to Write an Academic Proposal Letter (Example)

Academic proposal letters are typically written by students or researchers seeking funding or approval for a research project. These letters should be well-organized, clear, and focused on the proposed project’s objectives and potential benefits. Consider the following when working on your academic proposal letter:

• Introduce the main research question or hypothesis.
• Provide a brief overview of the project’s methodology and work plan.
• Describe the expected outcomes and significance of the research.
• Include information about the project’s potential impact on the field and broader society.

Subject: Research Proposal for Study on the Effects of Mindfulness-Based Interventions Dear [Recipient’s Name], I am writing to propose a research project investigating the effects of mindfulness-based interventions on individuals suffering from chronic stress. The primary aim of the study will be to determine the overall efficacy of these interventions in reducing stress levels and improving overall mental wellbeing.

[…] I am confident that the results of this research will contribute significantly to our understanding of the relationship between mindfulness and mental health.

Part 8 Successful Business Proposal Email Example

Imagine you own a marketing agency, and you’d like to help a local business grow their social media presence. Start by addressing the recipient’s pain points, such as limited engagement on their platforms. Then, briefly introduce your agency and express excitement about working together:

Subject: Boost Your Social Media Engagement with Our Expertise

We’ve noticed that your business has a strong online presence, but engagement on your social media channels seems to be underwhelming. Our team at [Your Agency’s Name] can help you turn this around and maximize your audience interaction.

With our tailored social media marketing strategies, we’ve helped numerous clients increase their online engagement by an average of 65%. Our approach focuses on:

– Identifying and targeting your ideal customers – Creating high-quality, engaging content – Enhancing brand image and authority

We would love to discuss this opportunity further and provide you with a detailed plan on how we can work together to elevate your social media presence.

Looking forward to hearing from you, [Your Full Name] [Your Agency’s Name] [Contact Details]

Part 9 Example of a Proposal Letter for a Marketing Project

I’m excited to present our idea for boosting sales at ABC Company through a targeted marketing campaign.

As we discussed in our previous meeting, the sales figures have plateaued over the past year. Our marketing team has analyzed the situation and developed a strategy to increase brand awareness and boost sales. The campaign will focus on social media, email marketing, and online advertisements.

By implementing this project, we expect the following results:

– Enhanced brand visibility – Increased customer engagement – A 20% rise in sales within six months

The total cost for the marketing campaign is $10,000. This includes creative design, copywriting, ad placements, and performance monitoring. We propose a six-month timeline for the project, starting in December.

I would be delighted to discuss the proposal in more detail or provide further information as needed. Please let me know your availability, and I’ll schedule a follow-up meeting at your convenience.

Thank you for considering our proposal. I look forward to working together on this exciting project.

Best regards, [Name]

Keep in mind that proposal letters vary in length and detail depending on the project’s size and complexity. Always customize your letter to fit the specific requirements and expectations of the recipient.

Part 10 Effective Job Proposal Email Example

Now, let’s say you’re a freelance graphic designer aiming to work with a company that recently launched a new product. Start by expressing your intentions and introduce your expertise. Showcase your experience and services offered related to their needs:

Subject: Elevate Your New Product Launch with Professional Graphic Design Services

Hello [Recipient’s Name],

I recently came across your new product launch, and I believe your marketing materials could benefit from some professional graphic design enhancements. As an experienced graphic designer, I’d like to offer my services to help elevate your visual presentation and attract more customers.

With over five years of experience in the industry, I can create compelling designs for:

– Product packaging – Promotional materials (e.g., brochures, banners, posters) – Social media graphics – Website elements

Please find my online portfolio attached, showcasing my diverse design styles and previous projects. I’m confident that my skills and expertise can significantly contribute to your product’s success in the market.

If you’re interested, kindly reach out to me to discuss further details and pricing.

Best regards, [Your Full Name] [Contact Details]

Frequently Asked Questions

1. what are the key components to include in a proposal letter.

A well-crafted proposal letter should include the following key components:

• Opening Statement: Start with a concise and informative introduction that grabs the reader’s attention.
• Background Information: Provide necessary context to help your reader understand the problem or opportunity.
• Proposed Solution: Outline your proposed solution, including your unique selling points or innovative approach.
• Timeline and Budget: Give a brief overview of the estimated project duration and budget required.
• Call to Action: End with a call to action, inviting the reader to take the next step, whether it’s to request more information, schedule a meeting, or approve the proposal.

2. Can you share some tips on making a proposal letter persuasive?

To make your proposal letter persuasive, consider these tips:

• Use clear and concise language to effectively communicate your ideas.
• Focus on the benefits that the reader will gain from your proposal, emphasizing the value you bring.
• Include specific examples, case studies, or testimonials to back up your claims.
• Address any potential objections or concerns the reader may have and provide appropriate solutions.

3. What’s the best way to structure a proposal letter for a research project?

A research proposal letter should generally include the following structure:

• Introduction: Provide a brief overview of your research topic and its significance.
• Background and Literature Review: Summarize relevant research and demonstrate your expertise in the field.
• Research Questions and Objectives: Clearly state your research questions and the expected outcomes.
• Methodology: Explain your research approach and the techniques you will use.
• Expected Results: Provide an idea of the anticipated results and their significance.
• Timeline and Budget: Outline the project timeline and the funding required.

4. How do I create an effective business proposal letter for a potential client?

To create an effective business proposal letter, follow these steps:

• Start with a strong opening that captures the client’s attention.
• Clearly state the problem or opportunity your proposal addresses.
• Present your proposed solution, focusing on its unique and beneficial aspects.
• Provide evidence of your expertise and past successes, such as case studies or testimonials.
• Detail any necessary resources, deliverables, and a realistic timeline.
• End with a compelling call to action, inviting the client to take the next step.

5. In what order should I present my ideas when writing a proposal letter step by step?

When writing your proposal letter, present your ideas in a logical order that flows well for the reader. A typical order could include:

• Opening Statement: Grab the reader’s attention and introduce your proposal.
• Background Information: Provide relevant context to help your audience understand the issue or opportunity.
• Proposed Solution: Detail your unique and compelling solution to the problem.
• Evidence and Support: Showcase your expertise, past successes, and any supporting data.
• Timeline and Budget: Give an overview of the project’s duration and required funding.
• Call to Action: Conclude with a strong call to action that encourages the reader to move forward.
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Obtaining a Letter of Support

Many grant proposals require a letter of support from an institutional signing official, typically provided by the Vice President for Research (VPR).  For letters of institutional support towards grant applications that (1) require an official signature from the VPR, or (2) commit the Office of Research financially to an award, we are standardizing the process. In addition, this streamlined process ensures that leadership within Colleges and Centers are aware of the request, and that these relevant university offices have been involved in decisions of financial support towards the application.  

As early as possible, optimally four weeks before the due date, the PI should determine whether an institutional letter from the Office of the VPR and/or the Provost is required.  Extra time may be needed if financial commitments are requested, or to answer questions about the sponsor and/or collaborators that may arise prior to receiving an official signature. 

• a draft of the requested letter
• information about the funding opportunity 
• abstract of the project 
• date the letter should be returned to the PI to be included in the application  
• description of the funding opportunity, including any matching or cost-share requirements
• breakdown of financial commitment sources - the financial request to the VPR must be clearly described 
• abstract of the project
• date the letter should be returned to the PI to be included in the application
• once the financial commitments have been discussed and approved, the ADR will send a draft of the letter to the VPR. The VPR will respond by providing the final letter, copying all relevant parties for budgeting purposes.

If a letter will be requested from the Provost , provide the information above to Rachel Kikendall ( [email protected] ) who will review and obtain the Provost signature. Please also copy the college dean in these communications.

In all cases , the Proposal Development Office (PDO) can assist with creating a draft letter. If the PI and/or ADR wish to provide the draft, PDO will make various types of letter templates available on their password-protected website. They will also draft or edit letter drafts for the PI and ADR, but the ADR must be the one to email the VPR.

Once the VPR receives the final version of the letter , it will be signed and returned to the PI and ADR within two business days, depending on VPR availability.

Copies of a support letter  that makes financial commitments, along with the email correspondence pertaining to it, should be retained by the PI until an awarded grant is closed or until the PI knows an award will not be made.  When a proposal for which the VPR has committed resources is not funded, the VPR would like to be notified for budgetary planning purposes.

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Process for Requesting Institutional Letters of Support for Research Grants

Many grant proposals require a letter of support from an institutional signing official, typically provided by the Vice Chancellor for Research & Innovation (VCRI). The following process standardizes the procedure for requesting a letter of institutional support from the VCRI.

Additionally, this process ensures that leadership within the Colleges and/or Institutes are aware of the request, and that these relevant university officials have been involved in decisions of financial commitments in support of the application. 

As early as possible, optimally four weeks before the due date, the Principal Investigator (PI) should determine whether an institutional letter is required. Extra time may be needed if financial commitments are requested (please see the Research & Innovation Office (RIO)’s cost share/matching policies ) or to answer questions about the sponsor and/or collaborators that may arise prior to receiving an official signature.  

No financial commitment from RIO

If the letter is to approve and/or endorse a submission without the need for specific financial institutional commitment , the PI, through their Associate Dean for Research (ADR) and/or Institute Director, must supply the following information with the request for a letter to [email protected] :   

• draft of the requested letter based on the solicitation’s requirements (Word doc) 
• information about the funding opportunity (e.g., link to solicitation) 
• a brief description of the project  
• date the letter should be returned to the PI

Financial commitment from RIO

While it is understood that some funding opportunities require (or reviews are favorably impacted by) institutional support, the PI should first secure support from the units involved in the research, which is best achieved and/or coordinated by the College ADR(s) and/or Institute Director. Thereafter, the ADR and/or Institute Director should email  [email protected]  with the following information:  

• information about the funding opportunity (e.g. link to solicitation), including any matching or cost share requirements  
• breakdown of financial commitment s and sources
• the financial request to the VCRI  
• date the letter should be returned to the PI  
• once the financial commitments have been discussed and approved, the ADR will send a draft of the letter to the V CRI based on the solicitation’s requirements (Word doc)  

Once the V CRI receives the final version of the letter, it will be signed and returned via DocuSign to the PI, ADR/Institute Director and all relevant parties for budgeting purposes (including the appropriate OCG Proposal Analyst) within three business days, depending on VCRI availability. 

Copies of a support letter that makes financial commitments, along with the email correspondence pertaining to it, should be retained by the PI until an award is closed or until the PI knows an award will not be made. ( Note: The VCRI letter does not replace OCG’s required cost share form.)

If a proposal for which the VCRI has committed resources is not funded, please notify RIO for budgetary planning purposes by emailing    [email protected] . 

DATE UPDATED : Ju ly 1, 2023

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Requesting a Faculty Mentor Letter of Support

Main navigation, guidelines for faculty mentor letters of support.

All VPUE Student Grant proposals must be accompanied by a letter of support written by a qualifying faculty member. Your  faculty mentors  provide crucial guidance and support as you focus your ideas and work on your project. 

Eligibility of Faculty Mentors

At least one of the mentors must be a qualifying faculty member who  

• Typically has the Stanford title of Professor, Associate Professor, Assistant Professor, Senior Lecturer or Senior Fellow
• In Arts disciplines (creative writing, film/drama, arts practice), Lecturers are eligible
• Interdisciplinary research projects and creative arts projects are strongly encouraged to draw upon the knowledge and guidance of multiple mentors. 
• Is available to provide consultation, training, and advice throughout the funded project timeline.

For more information on eligibility, see  Faculty Eligibility Guidelines .

Due Date for Faculty Letters

Before you confirm your application in the Grant Application Portal, you will submit the faculty mentor's name, title, and email. As soon as you do so, the faculty mentor will receive an email with instructions for uploading the letter of recommendation. You may include up to 2 additional references for your application (for example, a secondary mentor, a field contact). 

It is your responsibility to provide your mentors with at least three weeks' notice before you enter their names in the application portal.

Letters are due at 11:59pm on the day of the letter deadline.  Check each grant webpage for the grant's faculty letter deadline.

Where to Send Faculty Letters

Faculty should check their email for a notification with the subject line "Letter of Recommendation for VPUE grant applicant - [Student Name]". This email will contain a link with instructions for uploading your letter. If faculty have any questions about this process, please email [email protected] .

Content Guidelines for Faculty Letters supporting research, arts, or senior synthesis projects

These mentorship letters are extremely important to VPUE grant review processes. They allow VPUE staff to provide vital feedback to grant recipients to help them avoid pitfalls during their research. The most helpful mentorship letters include an honest and critical evaluation of the student’s written proposal, which includes the following:

• a frank, scholarly evaluation of the proposed project, its feasibility in the time indicated and its potential significance
• an indication of the student’s level of independence and ownership of this project within the faculty mentor’s broader scholarly agenda
• suggestions on how the plans could be modified or improved
• an assessment of the candidate's ability to carry out the project
• an outline of future interactions between the student and the faculty mentor

If the project involves human subjects, faculty should comment on the steps taken to insure safety, and the progress of the student acquiring IRB approval for the project. The research procedures should be the least risky that can be performed consistent with sound research design.

Furthermore, if the project involves fieldwork away from campus, the faculty letter should assess the student's level of preparation for such work. This includes methodological training and a comprehensive awareness of safety and ethical considerations.

Content Guidelines for Faculty Letters supporting presentations at conferences

The letter of recommendation from your faculty mentor should explicitly endorse the research that you are presenting. It should provide an assessment of the conference and comment on the relevance of the conference for your work.

Feedback from Faculty Letters

The grant application and decision process is intended to be educational for the students.

VPUE does not share the specific content of faculty letters. We do aggregate faculty mentor suggestions with those of grant reviewers when giving feedback to students. Candid faculty evaluations are vital to the quality of this feedback process.

If Faculty Mentors Have Questions

If your faculty mentor has questions about preparing a letter of support or how to upload the letter to the Grant Application Portal, ask your mentor to email [email protected] . 

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Dear Colleague Letter: Planning Proposals for Centers of Research Excellence in Science and Technology (CREST Centers) in Computer and Information Science and Engineering (CISE)

May 09, 2024

Dear Colleagues:

Consistent with the National Science Foundation's (NSF) efforts to increase institutional diversity within science, technology, engineering and mathematics (STEM), the Directorate of STEM Education (EDU) and the Directorate for Computer and Information Science and Engineering (CISE) jointly encourage the submission of planning proposals for a future CREST center proposal with a focus on research in all areas of CISE to include the participation of the full spectrum of diverse talent in STEM.

The CREST Program supports the creation of research centers that will lead to strong societal impacts through 5-year awards. The projects focus on the enhancement of institutional capacity building and research expansion at Minority-Serving Institutions (MSIs) through the establishment of centers that effectively integrate education and research. CREST Center awards promote the development of new knowledge, the increase in the research productivity of individual faculty, institution, and the expanded engagement of students from all backgrounds in STEM disciplines

A CREST award is expected to catalyze institutional transformation through the development of research capabilities aligned with the institution’s mission and long-term goals. Demonstrated leadership to increase opportunities everywhere, for everyone in STEM is expected at all levels – students, postdoctoral researchers when applicable, and faculty. The research activities supported by CREST are expected to enable the full participation of faculty, graduate students, and undergraduates in a nationally competitive research enterprise.

A competitive CREST proposal will include a meaningful, coherent plan for building sustainable research capability. Formulation of such a plan requires time and resources, which may not otherwise be available to some and thus could constitute a barrier to preparing a CREST proposal. Through this Dear Colleague Letter (DCL), EDU and CISE jointly encourage the submission of planning proposals for CREST centers with a focus on all core research areas within CISE, to help mitigate potential barriers to the preparation of competitive CREST proposals for the proposing institutions and Principal Investigators (PIs).

A CREST center proposal planning award could be used to support initial conceptualization and design of collaborative activities to facilitate the formulation of new and coherent plans for future submission of a CREST center proposal. Anticipated planning activities could include, but are not limited to, planning visits/meetings within the institution and with partnering institutions to discuss potential collaborations, exchanges to launch/initiate scientific collaboration, strategic planning (including the development of a collaborative research plan), training efforts and infrastructure needs to enable coordination of collaborative efforts, and development of evaluation strategies.

Institutions from EPSCoR jurisdictions are always encouraged to apply for NSF support and are particularly welcome to apply to the CREST program. In addition, we seek individuals from EPSCoR jurisdictions to serve as merit review panelists which is an excellent way to learn about an NSF program you may want to apply to in the future.

PROPOSAL PREPARATION AND SUBMISSION

Proposals must be prepared in accordance with the guidance for Planning Proposals specified in Chapter II.F.1 of the NSF Proposal and Award Policies and Procedures Guide (PAPPG) and submitted through Research.gov. Proposers should select the current PAPPG as the funding opportunity and direct proposals to EDU/EES/Centers for Research Excellence in S&T, as listed in research.gov.

Interested proposers should follow this guidance closely:

• The proposal must include a clear statement as to why this project is appropriate for a planning proposal, including how the funds will be used to formulate a sound approach for future submission of a CREST center proposal.
• The proposal must explain how a competitive research center will be created and sustained.
• The proposed research should be aligned with research supported by the Directorate for Computer and Information Science and Engineering (CISE). The PIs are encouraged to outline a vision that simultaneously promotes inclusiveness and research excellence in CISE focused funding areas.
• The PI must hold a faculty appointment at an eligible MSI that awards degrees in computer science or computer engineering and must be eligible to submit a future CREST center proposal as defined in the recent CREST Centers solicitation .
• The budget may be up to $100,000/year (including indirect costs) and up to two years in duration.

Prospective PIs must send an initial concept outline (no more than one page) by email no later than August 1, 2024 , to one of the Program Officers listed below to verify that the proposal topic fits with the research areas of the Directorate for Computer and Information Sciences and Engineering. An invitation from at least one NSF Program Officer to submit a full planning proposal must be uploaded by the PI in the “Program Officer Concurrence Email" section in Research.gov at submission of planning proposal. Planning proposals submitted in response to this DCL for consideration in FY 2025 are welcome through October 1, 2024, but earlier submission is strongly encouraged.

Please contact the following Program Officers for concept outline submission or any questions regarding this DCL:

• Subrata Acharya, Lead PO CISE Research Expansion, (CISE/CCF) [email protected]
• Sonal Dekhane, PO EDU, (EDU/EES), [email protected]
• Tomasz Durakiewicz, PO EDU, (EDU/EES, MPS/DMR), [email protected]
• Luis Cubano, Acting Deputy Division Director, EDU, (EDU/EES), [email protected]

James L. Moore III Assistant Director Directorate for STEM Education (EDU) Dilma Da Silva Acting Assistant Director Directorate for Computer & Information Science & Engineering (CISE)