research letter of support example

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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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Drafting compelling letters of support for research grant funding

Tips, sample sentences, and a template letter for your research partners.

• Post a comment

I’m an early career researcher, and until now I’ve only ever written CIHR grant applications to fund myself — never to fund a research project. I’ve ghostwritten letters of reference for my research supervisors (which they, of course, edited before signing), but I’ve not drafted one for a research partner before. What goes into a good letter of support? Are non-academics used to having one ghostwritten for them?   – Anonymous, Nursing

Dr. Editor’s response:

Let me tackle your second question first. The answer: maybe, maybe not. When I email a partner organization to request a letter of support, I usually say something like, “These federal funding agencies have specific expectations for letters of support. Would it be okay with you if I draft a template letter for your team to edit and revise before signing? That should minimize the work required on your behalf.” This phrasing, I find, makes it easier for the partner to agree to my drafting a letter for them to review, edit, and sign.

And it is true that the federal funding agencies do have specific expectations for their letters of support: here are NSERC’s expectations and here are CIHR’s (with some examples of well-written sentences); SSHRC has separate guidance for their Connection and their Partnership Grants .

In truth, I use the same template for all letters of support, regardless of the funding agency. Because no matter which funder or what program, letters of support always need to answer the same basic set of questions:

• Who is the partner?
• Why are they keen to see the project be funded?
• What will they contribute to the project? and,
• How will they be involved in the research and knowledge mobilization?

So, what goes into a good letter of support? Here are some of my favourite go-to tips and sample sentences:

Opening reference to the project, principal investigator (PI), and funding scheme:

“On behalf of [organization name,] I am pleased to partner with principal investigator [name] on the proposed [name of funder and funding program] grant, [title of grant] .” The opening paragraph should show that the partner organization knows the details of the project they’re going to take part in, as a true partner should.

Cut and paste from the partner organization’s “about” webpage:

Because your reviewers likely won’t be familiar with your partner and their work, you’ll need to briefly summarize the type of work your partner does. By cutting and pasting from the “about” page on their website, you’ll be drawing on language that your partner has already approved, making it easier for them to review and agree to your draft text.

Alignment with partner’s mission, vision, or strategic priorities:

“ [Organization name]’s support of this partnership aligns with our four values — A, B, C, and D — and advances key goals outlined in our 202X Strategic Plan, including … ”.

Your reviewers want to know that your partner is committed to doing the kind of work described in your grant. Showing your work’s alignment with your partner’s mission, vision, values, or strategy is one good way to provide evidence of their commitment to your proposed collaborative work.

History of relationship with the PI or project team:

“ [Organization name] has been working with [PI or team member name] since Spring 202X, and thus far we have [brief description of collaboration or achievements]. We look forward to continuing this partnership, to [co-developing deliverable X or achieving objective Y], and ultimately to [achieving shared goal]. ”

Reviewers for academic research grants are notorious for wanting to avoid risks. If you’re able to demonstrate having worked together successfully on previous projects, then you’ll appear more likely to be successful in future projects. If this is your first partnership together, then articulate when you connected, and argue why you are well-positioned to be successful in your collaboration (for example, because of a shared vision or goal).

Articulation of importance:

“ [Project title] will address an important need among [partner’s clients or community], as it will [produce general outcome]. As [type of organization/size of company in a particular market], we see [daily/regularly] [negative situation caused by need for project]. Without the crucial work on [topic] proposed in this application, we risk [long-term negative outcome].”

Reviewers will want to know that the partner and the PI share a unified vision for the outcomes and impact of the proposed research. By arguing why the work is important — and, if relevant, why now is a good time to do this work — you’ll show reviewers that all involved in the partnership are clear on what the research will do and who it is for.

Support for knowledge mobilization:

“ In addition, we will share the results of this partnership [or deliverable X] both with our [clients/community] and, to increase the impact of this work, with related organizations in our network through [professional association event, conference, or blog; industry newsletter or webinar series; social media channels].”

Funding agencies will want to know that your collaborative work will resonate beyond the boundaries of your partnership, and partner organizations are often well-networked with colleagues in other regions. Involving your partners in shared knowledge mobilization activities enables smooth communication and a broad reach for your results.

Cash or in-kind contributions:

“In support of this project, we commit to providing $XX,XXX cash to this project ($XX,XXX per year over XX years). These funds will be used to [description of intended use of funds.] In addition, we commit to providing at least $XX,XXX in kind to this project over its XX-year span. These in-kind contributions have been calculated as follows: (i) In Year 1, 10 hours of support to recruit interview participants via social media posts, emails to our XX-person listserv, and announcements at community events x $50/hr = $500. (ii) …”

Every Tri-Agency funder expects to see a dollar figure attached to the cash and in-kind contributions associated with a research project. Ask your partner to provide as much detail as possible about the specific supports they will be providing to this project. You can assure them that no one will audit them to verify whether they contributed 9.5 or 10 hours to any one discrete task. Still, the estimated time commitments that they agree to provide should be as accurate as possible, because your reviewers will want to see evidence of feasibility and experience in this letter.

Statement of overall impact:

“ By working with [PI Lastname] to co-create [deliverable X], we anticipate seeing [improvement or concrete outcome that is achievable within timeframe of grant].”

You’ll want to describe both the specific, concrete impact that your partner anticipates for their clients or community, as well as the broader general impact that your work will have on people and organizations not directly connected to this project. As CIHR notes in their “Writing Letters of Support” guidelines, most of the weak letters of support they have seen have lacked “a description […] of the outcomes or impact that the research might have for the letter writer.” A short paragraph on specific and general impacts is key to a compelling letter.

Closing confirmation of enthusiasm:

“In sum, on behalf of [organization name], we strongly support the proposed application, and hope to see it funded through a [name of funder and funding program] grant. [Optional short sentence describing why this work is crucial and/or timely.] If you have any questions about this letter, please contact [name, title, unit, phone number, and email address.]”

A closing restatement of your partner’s excitement about the proposed project is conventional in letters of support. This short paragraph can be general, but it should use words like “strongly support,” “enthusiastic,” or “excited.”

In short: A compelling letter of support is detailed, provides commitments on behalf of the partner organization, and articulates the impact and importance of the proposed work. In that way, it’s not unlike the modules you’ll write in the rest of your grant application!

These example sentences can get you started, but a great letter of support also answers key questions about why the partner wants to be involved and how they’ll advance the project’s overarching goals. Want to take my template letter of support and adapt it for your next CIHR, NSERC, or SSHRC grant application? Grab your copy of my template letter here .

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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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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)

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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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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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Writing Letters of Support

Table of contents, introduction, background information, characteristics of strong letters, characteristics of weak letters, appendix a: quick reference, integrated knowledge translation (ikt), knowledge-user.

The objective of this document is to provide guidelines for writing effective letters of support. The information in this guide is based on an analysis of the extent to which the strength or weakness of letters of support impacts peer review scores on integrated Knowledge Translation (iKT) applications.

In accordance with the goals of iKT research, CIHR’s iKT program requires that knowledge-users be included as partners on the following grants:

• Knowledge to Action
• Knowledge Synthesis
• Partnerships for Health Systems Improvement
• other CIHR programs that use the iKT model

When applying to these grants, CIHR strongly encourages that each knowledge-user applicant (including the Nominated Principal Applicant) submit signed letters of support. Generally, there are two types of letters of support:

• letters from knowledge-user partners who indicate that they will provide monetary and/or in-kind support
• letters from a person or organization that supports the idea that the research project is worthwhile

This guide is geared toward the first type of letter, but provides some useful tips for writing letters of support in general.

There are 5 criteria to include when writing letters of support:

• background information on the letter writer’s relationship to the research project and the applicant
• relevance of the research project
• potential impact of research findings
• in-kind involvement and/or monetary support.

Details of criteria

The following sections provide details about what to include in letters of support. The information is not exhaustive, and including each detail, or different details, will not necessarily guarantee a successful or unsuccessful application.

The examples below are based on actual research projects and are meant to illustrate how each detail might be conveyed in a letter of support. The examples do not “add up” to a complete letter, but are instead meant to illustrate the criteria.

Each example below is written as though the letter writer is addressing the Nominated Principal Applicant.

Style refers to how letters of support are structured and written, and should be thought of in terms of:

• conciseness
• originality

In terms of originality, letters of support should be personalized to the Nominated Principal Applicant. Review committees do not view the use of a template letter positively. Template letters do not allow for sufficient details about background, relevance, impact and support.

It is important to point out that letters of support can be addressed to:

• the Nominated Principal Applicant
• the review committee
• CIHR in general.

The intent of the letter should be stated up front (often it is the first sentence of a letter).

I am writing in support of your application, Dr. Smithers, for your Partnerships for Health Systems Improvement application entitled: Decreasing costs and improving outcomes in the management of venous leg ulcers.

Effective letters of support typically open with information that tells the reader about the letter writer’s:

• role in the organization
• organization as it relates to the project
• personal and professional credentials
• role the letter writer will fulfill in the project (for example - Nominated Principal Applicant, Principal Knowledge-User, Knowledge-User, or Collaborator)
• familiarity with the credentials, work and goals of the applicant
• history of prior work or collaborations with applicant and/or the team
• history of prior support of research endeavors of applicant and/or the team
• status of any ongoing partnerships (if applicable)
• previous involvement in projects that are topically similar to the proposed research
• previous support of other valuable research endeavors

As the CEO of this organization, I have played a leading role in ensuring that my interdisciplinary team provides outstanding care to every person, every day, in every community in our area of responsibility. The Chair of our board was a former Dean of the faculty of Health Sciences at the university and has a strong interest in research that has spread throughout the organization. In my role in this research project I will be the authority on home care and the primary knowledge-user on the team. I have worked with Dr. Smithers on previous high impact projects in the past. These initiatives have informed our work by using the best evidence to improve care and make it more cost effective.

Letter writer’s relationship to the research project

I am the CEO of [name of organization] and am writing in support of this research project. Our mission is to deliver a seamless experience through the health system for people in our diverse communities, providing equitable access, individualized care coordination and quality health care. Our organization provides a central access point for working with all community nursing staff involved in leg ulcer care As such, we are well positioned to contribute to the project.

Relationship to the Nominated Principal Applicant - Familiarity with credentials, work and goals of applicant

The interdisciplinary team led by Dr. XXX has worked with our organization in the past to provide best evidence for community care, and because of this very positive experience, our organization is pleased to embark on this research project.

Previous support of other valuable research endeavors

In 2009, we worked together to organize an evidence-based practice and critical appraisal skills workshop. The meeting increased the understanding and ability of our staff to seek out and apply best practice.

Relevance typically covers two areas:

• how does it address a need or a gap
• how does it build on or improves previous or current research
• how will it serve as a foundation for future research initiatives
• how does the research project addresses or fulfills the goals, vision, and/or mandate of the organization
• how will the letter writer and/or the organization move the research results into practice (relevance and impact)

Timeliness: How does the project address a need or gap?

Aware of the growing trend in England to care for leg ulcer clients in nurse-run community clinics, our Board asked Drs. Smithers and Poutine to set up and evaluate a demonstration leg ulcer service that included clinic and home care. We are concerned that there is still insufficient evidence about the benefits of leg ulcer clinics to warrant a change of this sort in Canada.

Timeliness: How does the project build on or improve previous or current research or how will it serve as a foundation for future research initiatives?

The evaluation of the effectiveness and efficiency of nurse-run leg ulcer clinics will provide important information to other organizations like ours in our province as well as other provincial home care providers about how to care for individuals with leg ulcers. Perhaps more importantly, the study may have implications for the delivery of home care for other health conditions as well.

Relevance: How will the project fulfill the goals, vision and/or mandate of the organization?

The research questions that have been proposed for this scoping review are linked to the following ideas, that are particularly relevant to the mandate of our organization: to identify the characteristics of everyday activity that, in the context of living with a chronic illness, promote health and well-being; to identify the role that engaging in valued activities plays in preventing or delaying chronic illness or co-morbid conditions. Although primarily focused on arthritis, the research questions are equally relevant to chronic illnesses.

It helps reviewers to assess the overall impact if letter writers describe potential outcomes of the research project. Impact might include:

• specific details - how the letter writer and/or the organization will use the results of the research project to achieve a certain end
• general details - what the results will contribute to the proposed health research topic/area

Specific details

The next priority research area within our organization is to address methodological factors that may influence our understanding of the social determinants of health, which is precisely the aim of your proposed research project. This in turn will feed into the evidence base which we use in making policy decisions about the health of populations. We expect to be able to use the findings of this knowledge synthesis project to make better decisions about staffing models that improve quality of care.

General details

It is clear from recent reports that the link between public health, occupational health and infection control needs to be strengthened in Canada. Infection control networking is now a priority in health care and this project will explore ways to make this happen and to evaluate its impact on the health care system.

Reviewers assess whether partner support is appropriate and sufficient. Only letter writers who are knowledge-user partners need to include information for the type of support they and/or their organization will contribute.

The extent and level of support that the letter writer and/or the organization will provide should be outlined in terms of monetary and in-kind support.

The description of the monetary support should include both the:

• dollar amount
• duration of support

The details of the in-kind support should include the names, expertise, and titles of people willing to contribute, and contributions that the letter writer and/or organization have made to date. In-kind support could also include:

• specific tasks performed
• time volunteered
• student assistance
• space and/or equipment provided to the project
• help/mechanisms in place to facilitate dissemination
• shape the research questions
• interpret study findings and craft messaging around them
• move the research results into practice

Monetary support

As we discussed, our organization will provide $20,000/year over the 2 year term of the project. The funds will be deposited into a research account at your institution, and will be allocated to the KT dissemination strategy, which will include the development of a website, conferences, monthly newsletters, and two workshops geared to capacity building.

In-kind support: Staff assistance

We will provide $45,000 ($15,000/3 years) as in-kind support for our staff of occupational health professionals. This will include consultations, as well as the provision of office space, computers, and overhead necessary to house these staff members.

This organization will provide the on-the-ground perspective and will also provide the research team with access to patient records as well as cash and in-kind support. We have agreed to reallocate existing funding support to leg ulcer clinic care for the two year duration of the study.

In-kind support: Help/mechanisms in place to facilitate dissemination

In addition, in my capacity as knowledge-user, I will enable the dissemination of the resultant policy recommendations to a wide range of decision-maker audiences. To fulfill this commitment, I will provide the following opportunities: bring the researchers in to discuss the findings with senior management and the boards, and, depending on our decision as to the implications of the findings, plan a workshop with appropriate stakeholders to determine how to best implement the findings. We will also plan how to best disseminate the results to the broader community and facilitate ongoing dialogue within the broader healthcare system to ensure dissemination of your findings to decision makers responsible for the delivery of health care services.

In-kind support: Specific tasks performed

Our organization will participate in the project in the following ways: refinement of the research questions; assist in finding relevant literature; participate in focus groups to help clarify the issue and what needs to be done.

In-kind support: Contributions that the letter writer and/or organization have made to date

To date, my staff has already had three meetings with the researchers discussing the grant proposal and how we might work together collaboratively. We developed the work plan appended to the grant proposal with the researchers.

The general goal of a letter of support is to provide substantive information regarding the proposed partnership, as well as the means and appropriateness of knowledge-user support; thus, the more detail the better. This does not mean that letters of support should be several pages long.

Effective letters are to-the-point, and tend to be 1 - 1.5 pages long. Although there is no standard way in which a letter should unfold, it is a good idea to first highlight the intent of the letter, and then to proceed with the necessary details regarding background, relevance, impact and support.

Personalizing the letter to the Nominated Principle Applicant allows the review committee to see the letter writer’s familiarity with and interest in the project, and commitment to moving the research results into practice.

Finally, strong letters often end with a statement of enthusiasm or excitement regarding the potential research findings/and or participation in the project.

Although there is no standard length for letters of support, weak letters are often too short. One or two paragraphs are usually not enough room to expand upon the import that the project has for the letter writer and/or organization.

Ineffective letters tend to be token or template letters that are impersonal. In many cases, weaker letters do not have enough background information or discussion of relevance.

Among the majority of the letters we analyzed, most often lacking was a description or hypothesis of the outcomes or impact that the research might have for the letter writer and/or the organization.

Appendix B: Definitions

Integrated Knowledge Translation is an approach to research that engages potential knowledge-users as partners in the research process. Integrated KT requires a collaborative or participatory approach to research that is action oriented, and focused on solutions and impact. In this way, integrated KT research should produce findings that are more likely to be relevant to, and used by the end users. As a minimum requirement for conducting integrated KT, knowledge-users and researchers must work together to: shape the research questions; interpret study findings and craft messaging around them; and move the research results into practice.

CIHR defines a knowledge-user as an individual or community who is likely to be able to use the knowledge generated through research to make informed decisions about health policies, programs and/or practices. A knowledge-user's level of engagement in the research process may vary in intensity and complexity depending on the nature of the research and their information needs. A knowledge-user can be, but is not limited to, a healthcare practitioner, policy-maker, educator, decision-maker, health care administrator, community leader, citizen, or individuals in a health charity, patient group, private sector organization, or media outlet.

This document was prepared by Lina Johnston and Samantha Pockele, with input from Jacqueline Tetroe, Nicole Robinson, Adrian Mota, Ian Graham and Ryan McCarthy.

7 Email Examples: Writing a Supporting Letter (Key Elements)

By Status.net Editorial Team on January 24, 2024 — 19 minutes to read

• Preparing to Write a Supporting Letter Part 1
• Starting Your Supporting Letter Part 2
• Explaining the Support Part 3
• Concluding a Supporting Letter Part 4
• Finalizing a Supporting Letter Part 5
• Example of a Supporting Letter for a Grant Application Part 6
• Example of a Supporting Letter for a Student Part 7
• Example of a Supporting Letter for a Research Project Part 8
• Example of a Supporting Letter for a Family Member Part 9
• Example of a Professional Recommendation Part 10
• Example of a Character Reference Part 11
• Example of a Community Supporting Letter Part 12

A supporting letter is a valuable tool used to endorse or vouch for someone, typically in professional and academic contexts. Its main purpose is to provide a persuasive, detailed, and credible account of the person’s qualifications, skills, and achievements. This helps the decision-makers, such as employers or university admissions officers, understand why the person deserves the opportunity in question. Writing a genuine, well-structured, and convincing supporting letter can make a significant impact on someone’s goals and opportunities.

Part 1 Preparing to Write a Supporting Letter

Identifying the recipient.

Before you start writing your supporting letter, it’s important to identify who the recipient will be. Because knowing your audience helps tailor your letter to their specific needs and expectations. For example, if you’re writing a letter to support a colleague’s job application, address the hiring manager by their name and title. In cases where you don’t know the recipient’s identity, you can use a general address like ‘To Whom It May Concern’.

Gathering Relevant Information

Once you’ve identified the recipient, gather as much information as possible to support your letter effectively. Some key elements to consider are:

• Relationship with the person: Clearly state your relationship with the person, how long you’ve known them, and in what context (e.g., as a colleague, supervisor, or teacher).
• Distinct qualities: Highlight their positive qualities, skills, and achievements. Be specific and provide concrete examples that demonstrate their abilities, such as successfully completing a project or showing great teamwork.

Part 2 Starting Your Supporting Letter

Writing the salutation.

To begin your supporting letter, you’ll first need to choose an appropriate salutation. This is the greeting you use to address the recipient. If you know the person’s name, use a formal title such as “Mr.”, “Mrs.”, or “Dr.” followed by their last name, like so: Dear Dr. Smith,

If you don’t know the person’s name, you can use a general salutation, such as: To Whom It May Concern,

(Remember to use a comma after the salutation and leave a line before starting the main body of your letter.)

Crafting a Strong Opening Statement

Once you’ve chosen an appropriate salutation, the next step is to create a strong opening statement that captures the recipient’s attention and sets the tone for your supporting letter.

• State your purpose: Begin by clearly stating the reason for writing the letter. This could be endorsing someone for a job, requesting assistance, or vouching for a project, among other reasons.

Example: I am writing to express my enthusiastic support for Jane Doe’s application for the Marketing Manager position at your esteemed company.

• Include context: Explain the basis of your relationship with the individual or entity you’re supporting, such as how you know them or the length and nature of your association.

Example: I have had the pleasure of working with Jane for five years at (…) Company, during which time she consistently demonstrated remarkable marketing skills and dedication to her role as a Marketing Coordinator.

Part 3 Explaining the Support

Outlining the main points.

When writing a supporting letter, it’s important to succinctly outline the main points you want to cover. Start by organizing your thoughts and creating an outline of the points you want to discuss. This helps to keep your letter focused and concise. Use bullet points or lists to clearly separate each point, and keep each section brief and to the point.

For example, if you’re writing a letter to support a colleague’s job application, your main points might include:

• Your colleague’s skills and experience
• How they contributed to the team
• Positive aspects of their work ethic

Providing Concrete Examples

To make your supporting letter more impactful, provide concrete examples that perfectly illustrate each point on your outline. These examples add weight to your points and give the reader a better understanding of why you’re offering support. Use specific instances, numbers, or facts where possible to demonstrate the relevance and importance of your support.

Continuing the previous example of supporting a colleague’s job application, you could provide the following examples:

• Describe a project your colleague successfully completed, and mention the positive feedback received from clients or supervisors.
• Explain how your colleague’s efforts in team-building activities led to improved team morale and collaboration.
• Mention any awards or recognitions your colleague received for their hard work and dedication at the company.

By effectively outlining the main points and providing concrete examples, your supporting letter will be both persuasive and impactful. This approach will ensure the reader fully understands the reasons behind your support and is more likely to take it into consideration.

Part 4 Concluding a Supporting Letter

Summarizing the support.

At the end of your supporting letter, it’s essential to briefly reiterate your key points. This summary will reinforce why you believe in the candidate or project you’re supporting and help the reader remember your most persuasive arguments. For example, you might say:

In summary, I wholeheartedly endorse Jane for the (…) Scholarship due to her outstanding academic achievements, passionate community involvement, and strong leadership qualities.

Offering Additional Assistance

To further strengthen your letter, offer additional assistance if needed. This demonstrates your genuine investment in the individual or cause you’re supporting. You can express your willingness to provide more information or answer any questions the reader may have. For example:

Should you have any further questions or require additional information, please do not hesitate to contact me at [your email address] or [your phone number]. I would be more than happy to discuss [candidate’s name] qualifications or provide additional examples of their suitability for [opportunity].

Part 5 Finalizing a Supporting Letter

Including sign-off and signature.

Finally, add a proper sign-off and signature to your supporting letter. The sign-off should match the overall tone of your letter. Some examples of this include:

• Best regards
• Kind regards

After typing the sign-off, leave a few lines of space for your physical signature. If you’re sending the letter electronically, you can either insert a scanned or digital version of your signature, or just type your full name.

Remember to include your contact information below your name, such as your:

• Email address
• Phone number
• Mailing address (optional)

Sample Supporting Letters

Part 6 example of a supporting letter for a grant application.

[Your Name] [Your Institution] [Your Address] [City, State ZIP] [Date]

[Recipient Name] [Recipient Institution] [Recipient Address] [City, State ZIP]

Dear [Recipient Name],

I am writing to express my wholehearted support for [Applicant’s Name] and their proposal for the [Grant Name] at [Recipient Institution]. I have known [Applicant’s Name] for [number of years], and I am certain that their project will make a significant impact in the field of [research/topic area].

As a [Your Position] at [Your Institution], I have personally witnessed how [Applicant’s Name] excels at [specific skills, experiences, or qualifications]. For instance, during the [Name of Project], [Appellant’s Name] exhibited exceptional [mention skills or abilities] that led to [mention project success or outcome].

I have no doubt that [Applicant’s Name]’s diligence, creativity, and determination will contribute to the successful execution of the proposed project. The [Grant Name] will no doubt provide [Applicant’s Name] with the necessary resources to reach their goals. I wholeheartedly recommend [Applicant’s Name] for this grant and believe that they are the perfect candidate.

Thank you for considering my support for [Applicant’s Name]. Sincerely,

[Your Name] [Your Position] [Your Institution]

Part 7 Example of a Supporting Letter for a Student

I am writing to express my strong support for [Student’s Name] for the [Scholarship, Internship, or Admission Program] at [Recipient Institution]. As a [Your Position] at [Your Institution], I have had the pleasure of [teaching, mentoring, or working with] [Student’s Name] for [number of years] and have seen firsthand their exceptional [qualities, skills, or achievements].

Throughout our time together, [Student’s Name] has demonstrated their [mention specific skills or attributes that make them a strong candidate for the program]. For example, in [a project, a class, or an extracurricular activity], [Student’s Name] [describe their performance, input, or outcome].

I am confident that [Student’s Name] will thrive in the [Scholarship, Internship, or Admission Program] and become a valuable asset to your institution. I wholeheartedly recommend [Student’s Name] without reservation. Please feel free to contact me if you require any further information or clarification.

Part 8 Example of a Supporting Letter for a Research Project

What components should i include in a support letter for a research project to ensure its success.

A support letter for a research project should include the following components:

• Briefly introduce yourself, your position, and your expertise in the subject area.
• State your relationship to the project and the lead researcher(s).
• Explain the purpose of the project and its significance to the field.
• Describe the project’s strengths, such as innovation, feasibility, or expected outcomes.
• Provide any additional resources, guidance, or connections you can offer to ensure the project’s success.
• Clearly express your confidence in the lead researcher(s) and the project, and close with an invitation to discuss further if needed.

Subject: Letter of Support for [Project Title]

I am writing to express my strong support for the research project entitled “[Project Title],” led by [Lead Researcher’s Name]. As [Your Position] at [Your Institution/Organization] with a background in [Your Expertise Area], I have followed the progress of this project closely and am thoroughly impressed by its scope and potential impact on [Relevant Field or Industry].

My relationship with the project stems from [describe your relationship, e.g., collaborator, mentor, colleague, etc.], and I have had the opportunity to engage with the lead researcher(s) and their work. I can attest to [Lead Researcher’s Name]’s exceptional skills, dedication, and innovative approach to [Briefly describe the research area].

The purpose of this project is to [briefly outline the research project’s objectives], which addresses a critical gap in our understanding of [describe the significance to the field]. This research is poised to make significant contributions by [describe what the project aims to achieve or discover].

Among the project’s many strengths are its [describe project strengths, such as innovative methodology, interdisciplinary approach, advanced technology, etc.]. Additionally, the project design demonstrates a high level of feasibility, with well-defined goals, a realistic timeline, and a comprehensive budget plan.

To further support this endeavor, I am committed to providing [specify any resources, guidance, connections, or other forms of support you are offering]. I believe that these contributions, combined with the team’s expertise, will be instrumental in the project’s success.

I have full confidence in [Lead Researcher’s Name] and the research team to execute the proposed work with the highest level of scientific rigor and integrity. Their work has the potential to [describe expected outcomes and their importance].

Please do not hesitate to contact me if you require additional information or wish to discuss this project further. I am available at [Your Email Address] or [Your Phone Number].

Thank you for considering this letter of support. I eagerly anticipate the advancements that [Project Title] will bring to our field and am proud to endorse this valuable research.

[Your Name] [Your Position] [Your Institution/Organization]

Part 9 Example of a Supporting Letter for a Family Member

How do i write a letter of support for a family member that conveys my backing convincingly.

When writing a letter of support for a family member, consider the following steps:

• Clearly state your relationship to your family member and how long you’ve known them.
• Describe the purpose of the letter and your reason for writing.
• Elaborate on your family member’s strengths, skills, and positive attributes that make them deserving of the support.
• Provide specific examples that demonstrate these qualities.
• Express your confidence in your family member’s ability to succeed in their goals.
• Write with a friendly and supportive tone, while maintaining professionalism.

Subject: Letter of Support for [Family Member’s Name]

I hope this letter finds you well. My name is [Your Name], and I am writing to offer my unwavering support for my [Relationship, e.g., sister, cousin, etc.], [Family Member’s Name]. I have had the privilege of knowing [Family Member’s Name] for [number of years] years, witnessing their growth, resilience, and dedication in all aspects of life.

The purpose of this letter is to support [Family Member’s Name] in [describe the purpose, e.g., their application for a scholarship, a new job, a personal endeavor, etc.]. I am fully confident in their abilities and believe that they are exceptionally well-suited for this opportunity.

[Family Member’s Name] has consistently demonstrated a strong set of values that includes [list strengths, skills, and positive attributes, e.g., integrity, hard work, compassion, etc.]. One of the most remarkable instances where these attributes were on display was when [provide a specific example that shows your family member’s qualities, such as a challenge they overcame, a project they completed, or a contribution they made to the community].

Their ability to [describe an additional example or skill that is relevant to the purpose of the letter] has always been impressive. It is these qualities, along with their [mention other relevant attributes, such as leadership skills, academic excellence, or creativity], that assure me of their potential for success in [describe the goal or opportunity they are pursuing].

As a [your relationship to the family member], I have seen [Family Member’s Name] face challenges with grace and come out stronger. Their perseverance and commitment to their goals are commendable, and I have every confidence that they will excel and make the most of the [opportunity, position, etc.] they are seeking.

I am proud to stand behind [Family Member’s Name] and offer my full endorsement. Should you require any further information or wish to discuss their application in more detail, please feel free to contact me at [Your Email Address] or [Your Phone Number].

Thank you for considering my letter of support. I am looking forward to seeing the positive impact that [Family Member’s Name] will undoubtedly make with your support.

Warm regards,

[Your Name]

Part 10 Example of a Professional Recommendation

When writing a professional recommendation letter, make sure to provide specific examples of the individual’s skills and accomplishments. You can start by mentioning how you know the person and your relationship (colleague, supervisor, etc.). Next, list their strengths and qualities relevant to the profession. Feel free to use bullet points to make these key points stand out:

• Excellent communication skills
• Highly organized and detail-oriented
• Proven ability to lead teams and manage projects

Don’t forget to include some anecdotes that illustrate these qualities in action. Lastly, wrap up the letter by expressing your confidence in the individual’s ability to be a valuable asset in the desired role.

Subject: Professional Recommendation for [Candidate’s Name]

I am pleased to write this letter of recommendation for [Candidate’s Name], who has applied for the [position or opportunity they are seeking] at [Recipient Company/Organization]. As [Your Position] at [Your Company/Organization], I have had the pleasure of working with [Candidate’s Name] for [number of years/months] as [your relationship to the candidate, e.g., their supervisor, colleague, etc.]. During this time, I have witnessed firsthand their exceptional abilities and professional growth.

[Candidate’s Name] is an individual of high caliber with a wealth of skills and accomplishments. Below are some key strengths that I believe make [him/her/them] an ideal candidate for your organization:

– Excellent Communication Skills: [Candidate’s Name] possesses a remarkable ability to articulate complex ideas clearly and effectively. An instance that stands out is when [provide an anecdote or example that showcases their communication skills, such as leading a presentation or resolving a conflict].

– Highly Organized and Detail-Oriented: Their organizational skills are second to none. [Candidate’s Name] has consistently demonstrated this through [provide an example, such as managing a complex project or streamlining a process within your organization].

– Proven Ability to Lead Teams and Manage Projects: As a natural leader, [Candidate’s Name] has successfully led our team through [describe a significant project or initiative]. [He/She/They] showed exceptional leadership in coordinating efforts, meeting deadlines, and delivering results that exceeded our expectations.

In addition to these qualities, [Candidate’s Name] is [list any other relevant strengths or qualities, such as adaptability, technical skills, or creativity]. [He/She/They] has a strong work ethic and a commitment to excellence that is evident in everything [he/she/they] undertakes.

I am confident that [Candidate’s Name] will be a valuable asset to your team and will contribute positively to your organization. [His/Her/Their] skills, paired with an unwavering dedication to achieving success, make [him/her/them] perfectly suited for the [position or opportunity].

Please feel free to contact me if you require any additional information or further insights into [Candidate’s Name]’s qualifications. I am available at [Your Email Address] or [Your Phone Number] and would be happy to discuss [his/her/their] candidacy in more detail.

Thank you for considering my recommendation. I am certain that [Candidate’s Name] will prove to be a standout addition to your organization.

[Your Name] [Your Position] [Your Company/Organization]

Part 11 Example of a Character Reference

A character reference letter highlights the candidate’s personal qualities and demonstrates their character and values. Begin by providing context on how long you’ve known the person and your relationship with them (friend, family member, neighbor, etc.). Shift your focus to their most positive traits – such as responsibility, trustworthiness, and sincerity – and provide illustrations of these qualities in action.

For instance:

• When our neighbor was hospitalized, they consistently took care of their pets and maintained their property.
• They volunteered to tutor underprivileged kids every weekend.

Conclude the letter by sharing your perspective on why you believe they would be a valuable addition to the community, organization, or team.

I am writing to provide a character reference for [Candidate’s Name], who I have known for [number of years] years as [your relationship, e.g., my colleague, friend, neighbor, etc.]. [Candidate’s Name] has consistently exhibited qualities of responsibility, trustworthiness, and sincerity, which I have personally observed on numerous occasions.

For example, [Candidate’s Name] has been an active participant in community activities, often taking the initiative to organize events. Their reliability was especially evident when they volunteered to manage a local charity event, ensuring its success through meticulous planning and coordination.

Additionally, [Candidate’s Name] has shown a deep commitment to personal growth and helping others by dedicating time to tutor children on weekends. This not only highlights their generous spirit but also their ability to inspire and educate with patience and understanding.

[Candidate’s Name] is a person of good moral character, and their positive demeanor and proactive nature make them a valuable member of any team or community. I am confident in their ability to bring these traits to new environments and situations.

Should you require further information, please feel free to contact me at [Your Email Address] or [Your Phone Number].

Thank you for considering my character reference for [Candidate’s Name]. I wholeheartedly recommend them and believe they will make a positive impact wherever they go.

Part 12 Example of a Community Supporting Letter

Community support letters emphasize how an individual has positively impacted a community or organization. In this case, explain your connection to the community and why you are in a position to write a support letter. Highlight the individual’s contributions and dedication to the community using specific examples.

For example:

• Organizing a successful food drive that provided meals for hundreds of families in need.
• Consistently volunteering for community events and fundraisers.

You might also share stories of how the person’s actions inspired others to get involved or created a sense of unity. Finally, emphasize the ongoing value they bring to the community and how their contributions align with the community’s values and objectives.

As [Your Position/Role in the Community] of [Community Organization/Group Name], I am writing to express my heartfelt support for [Individual’s Name] and to share the positive impact they have had on our community. My role has given me the opportunity to witness the remarkable contributions [Individual’s Name] has made to better the lives of those around us.

[Individual’s Name] has been instrumental in organizing a successful food drive that not only provided meals for hundreds of families in need but also brought our community together for a common cause. Their organizational skills, compassion, and drive were the driving force behind the event’s success.

In addition to this, [Individual’s Name] has consistently volunteered for various community events and fundraisers, demonstrating a profound commitment to civic engagement. Their enthusiasm and dedication have not only contributed to the success of these events but have also inspired others to get involved. It is this kind of leadership by example that fosters a strong sense of community and encourages collective action.

The actions of [Individual’s Name] have created a ripple effect, encouraging a spirit of generosity and unity among community members. Their efforts align perfectly with our community’s values and objectives of inclusivity, support, and active participation.

I firmly believe that [Individual’s Name] is an invaluable asset to our community, and their ongoing contributions will continue to enhance the quality of life for all residents. It is with great pleasure that I offer my support for [Individual’s Name] and I look forward to witnessing their future endeavors.

Please feel free to contact me at [Your Email Address] or [Your Phone Number] should you require further information or wish to discuss [Individual’s Name]’s community involvement in more detail.

Thank you for considering this letter of support. [Individual’s Name] truly embodies the spirit of community service, and I am proud to acknowledge their efforts.

[Your Name] [Your Position/Role in the Community] [Community Organization/Group Name]

Frequently Asked Questions

What should be included in a letter of support to make it effective.

To write an effective letter of support, you should include the following key elements:

• Establish your connection to the person or project you are supporting.
• Clearly explain the reason for your support, emphasizing the individual’s or project’s strengths and potential.
• Provide specific examples that demonstrate the applicant’s abilities or the project’s merits.
• Keep your writing clear and concise.
• Proofread for grammar, spelling errors, and ensure a professional tone.

What are the essential parts of a cover letter that make it stand out?

An outstanding cover letter includes the following components:

• A personalized salutation that addresses the recipient by name.
• A strong opening paragraph that clearly states the purpose of the letter and captures the reader’s attention.
• A clear outline of your qualifications, experiences, and achievements that relate to the specific position.
• A paragraph that explains your genuine interest in the position and the organization.
• A professional closing with an invitation to further discuss your qualifications and contact information.
• 5 Inspiring Examples: Writing a Motivation Letter (Key Elements)
• 5 Key Parts of an Effective Cover Letter (with Examples)
• 7 Parts of a Business Letter (Components with Examples)
• A Perfect Letter of Introduction [Examples]
• Summary of Qualifications: 50 Powerful Action Verbs & 2 Examples
• 3 Examples: How to Write an Effective Application Letter

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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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How to Write a Letter Of Support (With Examples)

How To Ask For A Letter Of Recommendation

• Letter Of Recommendation Over Interview
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• Letters Of Support

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Summary. To write a letter of support , introduce yourself and then respectfully explain why the individual or organization you’re writing about deserves the reader’s backing. This letter can help students get scholarships, nonprofits get funding, and governments get reelected.

Letters of support are important considerations to make when applying for a job , for acceptance to a university, or for an organization looking for funding to support a goal.

The objective of these letters is relatively the same: to convince the person who reads them to take a specific action.

Being able to write a successful supporting letter is a great skill to have. In this article, we will go over how to write one, give an example, and give you tips to write the best support letter.

Key Takeaways

A letter of support can boost a student’s, organization’s, or government’s credibility.

Introduce yourself and then write your main points about why you support the individual or organization.

Be persuasive, but brief and respectful in your support letter.

What Is a Letter of Support?

How to write a letter of support, professional letter of support example, tips for writing an effective letter of support, support letter faq.

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A letter of support is a document used to bolster your credibility through a third-party testimonial. Letters of support are essential to students, businesses, and governments. For each, letters of support are used for different reasons.

For example, an organization or business might be looking for funding. A government may be applying for a grant to achieve a specific goal in a set amount of time. A student may be looking for their acceptance to a school, and a letter of support could help give them the additional credibility needed.

Letters of support can make or break an individual’s chances of getting what they want. That’s why you’ll want to make sure your letters are both effective and persuasive .

Make sure you know what your specific goal is so that you can best instruct the narrative, whether you are writing one or requesting one.

Although it may seem simple and straightforward to write a letter of support, there are a few details to be aware of before you dive in. Remember, writing a persuasive letter is the best chance you have of getting financial support for the goal you’re trying to achieve.

The header. Start the letter of support by including a heading on the top-left side of the letter. Here you can include the writer ’s name, institution, and the date of writing.

Salutation. Put the correct salutation in your letter, and be sure you are addressing the recipient correctly. Research to find out if they go by Dr., Mrs., Mr., or Ms., and address them with, “Dear.”

The introduction. The first thing you’ll want to do is introduce yourself . Who are you, and why should the reader care?

Next, be sure you clearly state your intent in the first few sentences and highlight your relationship with the applicant or the importance of your cause.

The body. The body of the letter should answer the question, “Why?” Whether it is what a student was like in class or why funding is necessary for a new initiative, it should clearly and articulately answer the “why” for the reader.

The conclusion. The ending of your letter of support should summarize your key points and restate the value of their support while offering any final details that could sway your reader.

As a best practice, a letter of support should be no longer than two pages in length, except for specific circumstances. Be sure to either ask for or provide any additional details or requirements that must be in the letter before the writer begins their process.

Letters of support can make a massive difference for applying students or certain causes, so it’s important to make sure you’re articulating your key points effectively. Use the template above as a starting point, but make an effort to personalize the letter as much as you can.

When requested and submitted, letters of support can be extremely influential in determining an acceptance or whether your project is worthy of funding.

Consider three parts – your opening, which identifies the project and who you are supporting, a middle that indicates the relationship between the writer and the funding effort, as well as closing remarks .

Lastly, remember to ensure all letters of support are addressed to the same person at the same address and that all terminology such as project or company names is being used correctly.

Letter of Support Sample Teresa Morris Lego Company 1275 Peachtree St. NE Atlanta, GA 30309 Dear Mrs. Morris, I am pleased to be writing a letter of support for my colleague Alyssa Bauble’s proposal for the development of the Boys Girls Club of America to the Lego Company to fund the Choice Program to encourage secondary schooling for low-income children. We strongly support this grant application and the focus on encouraging our city’s children by increasing access to affordable or free schooling options. As an organization whose mission is to better the lives of the youth across America through creativity and play, we know your true passion is fostering the brilliant minds of tomorrow. We’ve long admired your initiatives across your organization to fund projects that have greatly benefited the children of our country. Through this letter, we acknowledge the specific roles and responsibilities we will fulfill in this partnership. In the event you agree to the funding, we would expect our role in this project to include: Forming a true partnership to grant access for low-income youth to apply for scholarships or receive grants to attend secondary schooling. Gathering input from the children on ways to improve in the future. Study this roll-out as a national benchmark to model other programs with the potential to spread across the country. Creative and innovative ideas on how best to encourage membership. The Boys Girls Club of America will take responsibility to lead the Choice Program’s overall goals and strategy, as well as the day-to-day operations. We look forward to working with you in educating the youth of our communities. Sincerely, Lara Michigan Senior Director, Club Activities Boys Girls Club of America

Because this letter is so important, there are a few details you’ll want to take into consideration when you ask someone to write one or write one yourself:

Keep it short. When crafting your letter of support , ensure you are as concise as possible. Use short phrases when you can and direct language that gets to the point quickly.

Use proper formatting. An important letter requires attention to detail. Remember, first impressions are everything. Be sure that you format your letter, so it’s as visually appealing and easy to read as possible.

Proofread. Since first impressions are everything , make sure you proofread your letter for any spelling or grammatical errors. If your letter is dotted with mistakes, it will tarnish the letter’s credibility and be a turn-off for your reader.

Be persuasive, but not pushy. Because this is a persuasive letter, you’ll want to make sure that comes through in the tone of your letter. Be sure to stay away from pushy or rough language.

Try not to stress fundraising. Making fundraising the focal point of your letter could be a detriment to your cause. Instead of focusing on the money, keep your primary focus on the support you need for the proposed projects, such as education support.

Give them an out. As with any letter of request , it’s essential to ensure your reader has a way out, should they choose not to participate.

What is in a letter of support?

A letter of support contains an introduction of the writer and several persuasive main points. Whether it’s talking about how great the student was in class or how effective a nonprofit is, a support letter is trying to get the writer and the reader on the same page as far as the credibility of the letter’s subject.

Why is a letter of support required?

A letter of support is required to back up your claims about your credibility on an application. Students, businesses, nonprofits, and governments can benefit from letters of support when they’re applying for universities, scholarships, grants, or other programs.

Some applications may even require a support letter.

Who should write a letter of support?

Qualified people who have interacted with and are in support of the individual or organization they’re writing about should write a letter of support. Often organizations and individuals will ask you to write a letter of support, or you can offer them one for them to use if they want to.

Tufts Office of the Vice Provost for Research – How to Write an Effective Letter of Support

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Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.

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FREE 10+ Research Letter of Support Samples in PDF | MS Word

Research work consists of more than sets of tasks or a clear formulation of the goals of those tasks. This kind of work involves the organization of work  and the articulation of tasks such as the management of physical, social, and personal resources that are needed for accomplishing the research work fully well. But you also need to write a research letter of support . In this article, we will provide some beneficial tips that you should learn and apply while writing your letter of support.  Plus, we include letter samples that you can use. Please continue reading!

Research Letter Of Support

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A research letter of support is a written document of request by a researcher or a team of researchers who need financial assistance and support on their particular work or project. Letters of support typically accompany a proposal or application for grant funds. These legal documents are sent to certain people, businesses, or organizations the researcher or team are addressing to.

What are the primary support goals that you need to include in your letter of support ? What specific challenges do you encounter while working on your research ? These are the common questions that you need to consider while writing a research letter of support. Below are important ways you can do while preparing this document:

At the left side of your page, include the name of the institution or organization, the person you are addressing as well as the address of the person or the organization. Then, type the formal opening statement by addressing the person you are writing the letter to or simply write “To Whom It May Concern” if you don’t know the exact name of the specific person in the organization. 

Keep a formal and respectful tone while writing the essential points such as names of people or organizations, dates and specific financial amounts for the content of your letter. Aside from this, the University of North Carolina Wilmington recommends that you should include the support goals inside your letter such as defining what the collaborator will contribute to the research, convincing the reviewer that the collaborator will fulfill the request, and expressing enthusiasm for the work, and adding credibility to your proposal .

Apart from being formal, you should be polite and humble when writing your letter. This is very ideal when you’re trying to ask for financial aid from several individuals or organizations. So, use simple, clear, and direct words. Avoid inserting complex terms and sentences.

For the last paragraph of your letter, show your deep gratitude by expressing your heartfelt thanks and appreciation to a specific organization who will provide financial assistance or support for your research project. In this way, you will give a positive impression to your overall letter.

Write comprehensive details of the agreement or relationship as it clearly refers to the grant application. Specify the representative’s signature and organization letterhead. Include testimonies that prove the grant applicant’s appropriateness for the particular project or relationship. Mention specific achievements, valuable metrics, current objectives, and future goals.

Start by writing a short introduction as well as all the important points concerning your proposal or your project.  Provide details and explanations about your proposal, your project or the reason for your cause.  Also, add all other information such as dates, amounts and all other relevant details that you think are significant. 

No. An article explained that letters of support are typically used where the parent entity is unable or unwilling to provide a legal guarantee but wants to give some comfort in respect of the subsidiary’s ability to fulfill its obligations. The High Court ruling demonstrates that a letter of support will usually not be legally binding.

Be sensible about the grant amount you’re requesting. You can usually look for how much to apply for in a grant application by reading a funder’s guidelines. 

Performing various research work involves routine operations and there are times that it can be boring yet it can be fun, exciting, and challenging at the same time. Several researchers experience research projects that are intensely disturbing and painful as they also find deep and satisfying meaning in their work. Being a researcher, you can be emotional, intellectual, and constantly will be certainly influenced by experiences from the research process. To help you in writing your letter , you can click and download our templates here! 

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Writing an Effective & Supportive Recommendation Letter

Sarvenaz sarabipour.

1 Institute for Computational Medicine and Department of Biomedical Engineering, Johns Hopkins University, Baltimore, Maryland, United States

Sarah J. Hainer

2 Department of Biological Sciences, University of Pittsburgh, Pittsburgh, Pennsylvania, United States

Emily Furlong

3 Sir William Dunn School of Pathology, University of Oxford, Oxford, United Kingdom

Nafisa M. Jadavji

4 Department of Biomedical Sciences, Midwestern University, Glendale, United States

5 Department of Neuroscience, Carleton University, Ottawa, Canada

Charlotte M. de Winde

6 MRC Laboratory for Molecular Cell Biology, University College London, London, United Kingdom

7 Department of Molecular Cell Biology & Immunology, Amsterdam UMC Locatie VUmc, Amsterdam, The Netherlands

Natalia Bielczyk

8 Welcome Solutions, Nijmegen, the Netherlands

9 Stichting Solaris Onderzoek en Ontwikkeling, Nijmegen, the Netherlands

Aparna P. Shah

10 The Solomon H. Snyder Department of Neuroscience, Johns Hopkins University, Baltimore, Maryland, United States

Author Contributions

Writing recommendation letters on behalf of students and other early-career researchers is an important mentoring task within academia. An effective recommendation letter describes key candidate qualities such as academic achievements, extracurricular activities, outstanding personality traits, participation in and dedication to a particular discipline, and the mentor’s confidence in the candidate’s abilities. In this Words of Advice, we provide guidance to researchers on composing constructive and supportive recommendation letters, including tips for structuring and providing specific and effective examples, while maintaining a balance in language and avoiding potential biases.

Introduction

A letter of recommendation or a reference letter is a statement of support for a student or an early-career researcher (ECR; a non-tenured scientist who may be a research trainee, postdoctoral fellow, laboratory technician, or junior faculty colleague) who is a candidate for future employment, promotion, education, or funding opportunities. Letters of recommendation are commonly requested at different stages of an academic research career and sometimes for transitioning to a non-academic career. Candidates need to request letters early on and prepare relevant information for the individual who is approached for recommendation [ 1 , 2 ]. Writing recommendation letters in support of ECRs for career development opportunities is an important task undertaken frequently by academics. ECRs can also serve as mentors during their training period and may be asked to write letters for their mentees. This offers the ECRs an excellent opportunity to gain experience in drafting these important documents, but may present a particular challenge for individuals with little experience. In general, a letter of recommendation should present a well-documented evaluation and provide sufficient evidence and information about an individual to assist a person or a selection committee in making their decision on an application [ 1 ]. Specifically, the letter should address the purpose for which it is written (which is generally to provide support of the candidate’s application and recommendation for the opportunity) and describe key candidate qualities, the significance of the work performed, the candidate’s other accomplishments and the mentor’s confidence in the candidate’s abilities. It should be written in clear and unbiased language. While a poorly written letter may not result in loss of the opportunity for the candidate, a well-written one can help an application stand out from the others, thus well-enhancing the candidate’s chances for the opportunity.

Letter readers at review, funding, admissions, hiring and promotion committees need to examine the letter objectively with a keenness for information on the quality of the candidate’s work and perspective on their scientific character [ 6 ]. However well-intentioned, letters can fall short of providing a positive, effective, and supportive document [ 1 , 3 – 5 ]. To prevent this, it is important to make every letter personal; thus, writing letters requires time and careful consideration. This article draws from our collective experiences as ECRs and the literature to highlight best practices and key elements for those asked to provide recommendation letters for their colleagues, students, or researchers who have studied or trained in their classroom or research laboratory. We hope that these guidelines will be helpful for letter writers to provide an overall picture of the candidate’s capabilities, potential and professional promise.

Decide on whether to write the letter

Before you start, it is important to evaluate your relationship with the candidate and ability to assess their skills and abilities honestly. Consider how well and in what context you know the person, as well as whether you can be supportive of their application [ 7 ]. Examine the description of the opportunity for which the letter is being requested ( Figure 1 ). Often you will receive a request by a student or a researcher whom you know very well and have interacted with in different settings – in and out of the classroom, your laboratory or that of a colleague, or within your department – and whose performance you find to be consistently satisfactory or excellent. Sometimes a mentee may request a recommendation letter when still employed or working with you, their research advisor. This can come as an unpleasant surprise if you are unaware that the trainee was seeking other opportunities (for instance, if they haven’t been employed with you for long, or have just embarked on a new project). While the mentee should be transparent about their goals and searching for opportunities, you should as a mentor offer to provide the letter for your mentee (see Table 1 ).

First, it is important to establish whether you are equipped to write a strong letter of support. If not, it is best to have a candid conversation with the applicant and discuss alternative options or opportunities. If you are in a position to write a strong letter of support, first acquire information regarding the application and the candidate, draft a letter in advance (see Box 1 ) and submit the letter on time. When drafting the letter, incorporate specific examples, avoid biases, and discuss the letter with the candidate (see Tables 1 – 2 for specific examples). After submission, store a digital copy for potential future use for the same candidate.

Key do’s and don’ts when being asked to write a letter of recommendation

Other requests may be made by a candidate who has made no impression on you, or only a negative one. In this case, consider the candidate’s potential and future goals, and be fair in your evaluation. Sending a negative letter or a generic positive letter for individuals you barely know is not helpful to the selection committee and can backfire for the candidate. It can also, in some instances, backfire for you if a colleague accepts a candidate based on your generic positive letter when you did not necessarily fully support that individual. For instance, letter writers sometimes stretch the truth to make a candidate sound better than they really are, thinking it is helpful. If you do not know the applicant well enough or feel that you cannot be supportive, you are not in a strong position to write the recommendation letter and should decline the request, being open about why you are declining to write the letter. Also, be selective about writing on behalf of colleagues who may be in one’s field but whose work is not well known to you. If you have to read the candidate’s curriculum vitae to find out who they are and what they have done, then you may not be qualified to write the letter [ 8 ].

When declining a request to provide a letter of support, it is important to explain your reasoning to the candidate and suggest how they might improve their prospects for the future [ 8 ]. If the candidate is having a similar problem with other mentors, try to help them identify a more appropriate referee or to explore whether they are making an appropriate application in the first place. Suggest constructive steps to improve relationships with mentors to identify individuals to provide letters in the future. Most importantly, do not let the candidate assume that all opportunities for obtaining supportive letters of recommendation have been permanently lost. Emphasize the candidate’s strengths by asking them to share a favourite paper, assignment, project, or other positive experience that may have taken place outside of your class or lab, to help you identify their strengths. Finally, discuss with the candidate their career goals to help them realize what they need to focus on to become more competitive or steer them in a different career direction. This conversation can mark an important step and become a great interaction and mentoring opportunity for ECRs.

Examine the application requirements

Once you decide to write a recommendation letter, it is important to know what type and level of opportunity the candidate is applying for, as this will determine what should be discussed in the letter ( Figure 1 ). You should carefully read the opportunity posting description and/or ask the candidate to summarize the main requirements and let you know the specific points that they find important to highlight. Pay close attention to the language of the position announcement to fully address the requested information and tailor the letter to the specific needs of the institution, employer, or funding organisation. In some instances, a waiver form or an option indicating whether or not the candidate waives their right to see the recommendation document is provided. If the candidate queries a waiver decision, note that often referees are not allowed to send a letter that is not confidential and that there may be important benefits to maintaining the confidentiality of letters (see Table 1 ). Specifically, selection committees may view confidential letters as having greater credibility and, value and some letter writers may feel less reserved in their praise of candidates in confidential letters.

Acquire candidate information and discuss letter content

To acquire appropriate information about the candidate, one or more of the following documents may be valuable: a resume or curriculum vitae (CV), a publication or a manuscript, an assignment or exam written for your course, a copy of the application essay or personal statement, a transcript of academic records, a summary of current work, and specific recommendation forms or questionnaires (if provided) [ 9 ]. Alternatively, you may ask the candidate to complete a questionnaire asking for necessary information and supporting documents [ 10 ]. Examine the candidate’s CV and provide important context to the achievements listed therein. Tailor the letter for the opportunity using these documents as a guide, but do not repeat their contents as the candidate likely submits them separately. Even the most articulate of candidates may find it difficult to describe their qualities in writing [ 11 ]. Furthermore, a request may be made by a person who has made a good impression, but for whom you lack significant information to be able to write a strong letter. Thus, even if you know a candidate well, schedule a brief in-person, phone, or virtual meeting with them to 1) fill in gaps in your knowledge about them, 2) understand why they are applying for this particular opportunity, 3) help bring their past accomplishments into sharper focus, and 4) discuss their short- and long-term goals and how their current studies or research activities relate to the opportunity they are applying for and to these goals. Other key information to gather from the applicant includes the date on which the recommendation letter is due, as well as details on how to submit it.

For most applications (for both academic and non-academic opportunities), a letter of recommendation will need to cover both scholarly capabilities and achievements as well as a broader range of personal qualities and experiences beyond the classroom or the laboratory. This includes extracurricular experiences and traits such as creativity, tenacity, and collegiality. If necessary, discuss with the candidate what they would like to see additionally highlighted. As another example of matching a letter with its purpose, a letter for a fellowship application for a specific project should discuss the validity and feasibility of the project, as well as the candidate’s qualifications for fulfilling the project.

Draft the letter early and maintain a copy

Another factor that greatly facilitates letter writing is drafting one as soon as possible after you have taught or trained the candidate, while your impressions are still clear. You might consider encouraging the candidate to make their requests early [ 11 ]. These letters can be placed in the candidate’s portfolio and maintained in your own files for future reference. If you are writing a letter in response to a request, start drafting it well in advance and anticipate multiple rounds of revision before submission. Once you have been asked by a candidate to write a letter, that candidate may return frequently, over a number of years, for additional letters. Therefore, maintain a digital copy of the letter for your records and for potential future applications for the same candidate.

Structure your letter

In the opening, you should introduce yourself and the candidate, state your qualifications and explain how you became acquainted with the candidate, as well as the purpose of the letter, and a summary of your recommendation ( Table 2 ). To explain your relationship with the candidate you should fully describe the capacity in which you know them: the type of experience, the period during which you worked with the candidate, and any special assignments or responsibilities that the candidate performed under your guidance. For instance, the letter may start with: “This candidate completed their postdoctoral training under my supervision. I am pleased to be able to provide my strongest support in recommending them for this opportunity.” You may also consider ranking the candidate among similar level candidates within the opening section to give an immediate impression of your thoughts. Depending on the position, ranking the candidate may also be desired by selection committees, and may be requested within the letter. For instance, the recommendation form or instructions may ask you to rank the candidate in the top 1%, 5%, 10%, etc., of applicants. You could write "the student is in the top 5% of undergraduate students I have trained" Or “There are currently x graduate students in our department and I rank this candidate at the top 1%. Their experimental/computational skills are the best I have ever had in my own laboratory.”. Do not forget to include with whom or what group you are comparing the individual. If you have not yet trained many individuals in your own laboratory, include those that you trained previously as a researcher as reference. Having concentrated on the candidate’s individual or unique strengths, you might find it difficult to provide a ranking. This is less of an issue if a candidate is unambiguously among the top 10% that you have mentored but not all who come to you for a letter will fall within that small group. If you wish to offer a comparative perspective, you might more readily be able to do so in more specific areas such as whether the candidate is one of the most articulate, original, clear-thinking, motivated, or intellectually curious.

Key do’s and don’ts when writing a letter of recommendation

The body of the recommendation letter should provide specific information about the candidate and address any questions or requirements posed in the selection criteria (see sections above). Some applications may ask for comments on a candidate’s scholarly performance. Refer the reader to the candidate’s CV and/or transcript if necessary but don’t report grades, unless to make an exceptional point (such as they were the only student to earn a top grade in your class). The body of the recommendation letter will contain the majority of the information including specific examples, relevant candidate qualities, and your experiences with the candidate, and therefore the majority of this manuscript focuses on what to include in this section.

The closing paragraph of the letter should briefly 1) summarize your opinions about the candidate, 2) clearly state your recommendation and strong support of the candidate for the opportunity that they are seeking, and 3) offer the recipient of the letter the option to contact you if they need any further information. Make sure to provide your email address and phone number in case the recipient has additional questions. The overall tone of the letter can represent your confidence in the applicant. If opportunity criteria are detailed and the candidate meets these criteria completely, include this information. Do not focus on what you may perceive as a candidate’s negative qualities as such tone may do more harm than intended ( Table 2 ). Finally, be aware of the Forer’s effect, a cognitive error, in which a very general description, that fits almost everyone, is used to describe a person [ 20 ]. Such generalizations can be harmful, as they provide the candidate the impression that they received a valuable, positive letter, but for the committee, who receive hundreds of similar letters, this is non-informative and unhelpful to the application.

Describe relevant candidate qualities with specific examples and without overhyping

In discussing a candidate’s qualities and character, proceed in ways similar to those used for intellectual evaluation ( Box 1 ). Information to specifically highlight may include personal characteristics, such as integrity, resilience, poise, confidence, dependability, patience, creativity, enthusiasm, teaching capabilities, problem-solving abilities, ability to manage trainees and to work with colleagues, curriculum development skills, collaboration skills, experience in grant writing, ability to organize events and demonstrate abilities in project management, and ability to troubleshoot (see section “ Use ethical principles, positive and inclusive language within the letter ” below for tips on using inclusive terminology). The candidate may also have a specific area of knowledge, strengths and experiences worth highlighting such as strong communication skills, expertise in a particular scientific subfield, an undergraduate degree with a double major, relevant work or research experience, coaching, and/or other extracurricular activities. Consider whether the candidate has taught others in the lab, or shown particular motivation and commitment in their work. When writing letters for mentees who are applying for (non-)academic jobs or admission to academic institutions, do not merely emphasize their strengths, achievements and potential, but also try to 1) convey a sense of what makes them a potential fit for that position or funding opportunity, and 2) fill in the gaps. Gaps may include an insufficient description of the candidate’s strengths or research given restrictions on document length. Importantly, to identify these gaps, one must have carefully reviewed both the opportunity posting as well as the application materials (see Box 1 , Table 2 ).

Recommendations for Letter Writers

• Consider characteristics that excite & motivate this candidate.
• Include qualities that you remember most about the candidate.
• Detail their unusual competence, talent, mentorship, teaching or leadership abilities.
• Explain the candidate’s disappointments or failures & the way they reacted & overcame.
• Discuss if they demonstrated a willingness to take intellectual risks beyond the normal research & classroom experience.
• Ensure that you have knowledge of the institution that the candidate is applying for.
• Consider what makes you believe this particular opportunity is a good match for this candidate.
• Consider how they might fit into the institution’s community & grow from their experience.
• Describe their personality & social skills.
• Discuss how the candidate interacts with teachers & peers.
• Use ethical principles, positive & inclusive language within the letter.
• Do not list facts & details, every paper, or discovery of the candidate’s career.
• Only mention unusual family or community circumstances after consulting the candidate.
• A thoughtful letter from a respective colleague with a sense of perspective can be quite valuable.
• Each letter takes time & effort, take it seriously.

When writing letters to nominate colleagues for promotion or awards, place stronger emphasis on their achievements and contributions to a field, or on their track record of teaching, mentorship and service, to aid the judging panel. In addition to describing the candidate as they are right now, you can discuss the development the person has undergone (for specific examples see Table 2 ).

A letter of recommendation can also explain weaknesses or ambiguities in the candidate’s record. If appropriate – and only after consulting the candidate - you may wish to mention a family illness, financial hardship, or other factors that may have resulted in a setback or specific portion of the candidate’s application perceived weakness (such as in the candidate’s transcript). For example, sometimes there are acceptable circumstances for a gap in a candidate’s publication record—perhaps a medical condition or a family situation kept them out of the lab for a period of time. Importantly, being upfront about why there is a perceived gap or blemish in the application package can strengthen the application. Put a positive spin on the perceived negatives using terms such as “has taken steps to address gaps in knowledge”, “has worked hard to,” and “made great progress in” (see Table 2 ).

Describe a candidate’s intellectual capabilities in terms that reflect their distinctive or individual strengths and be prepared to support your judgment with field-specific content [ 12 ] and concrete examples. These can significantly strengthen a letter and will demonstrate a strong relationship between you and the candidate. Describe what the candidate’s strengths are, moments they have overcome adversity, what is important to them. For example: “candidate x is exceptionally intelligent. They proved to be a very quick study, learning the elements of research design and technique y in record time. Furthermore, their questions are always thoughtful and penetrating.”. Mention the candidate’s diligence, work ethic, and curiosity and do not merely state that “the applicant is strong” without specific examples. Describing improvements to candidate skills over time can help highlight their work ethic, resolve, and achievements over time. However, do not belabor a potential lower starting point.

Provide specific examples for when leadership was demonstrated, but do not include leadership qualities if they have not been demonstrated. For example, describe the candidate’s qualities such as independence, critical thinking, creativity, resilience, ability to design and interpret experiments; ability to identify the next steps and generate interesting questions or ideas, and what you were especially impressed by. Do not generically list the applicant as independent with no support or if this statement would be untrue.

Do not qualify candidate qualities based on a stereotype for specific identities. Quantify the candidate’s abilities, especially with respect to other scientists who have achieved success in the field and who the letter reader might know. Many letter writers rank applicants according to their own measure of what makes a good researcher, graduate trainee, or technician according to a combination of research strengths, leadership skills, writing ability, oral communication, teaching ability, and collegiality. Describe what the role of the candidate was in their project and eventual publication and do not assume letter readers will identify this information on their own (see Table 2 ). Including a description about roles and responsibilities can help to quantify a candidate’s contribution to the listed work. For example, “The candidate is the first author of the paper, designed, and led the project.”. Even the best mentor can overlook important points, especially since mentors typically have multiple mentees under their supervision. Thus, it can help to ask the candidate what they consider their strengths or traits, and accomplishments of which they are proud.

If you lack sufficient information to answer certain questions about the candidate, it is best to maintain the integrity and credibility of your letter - as the recommending person, you are potentially writing to a colleague and/or someone who will be impacted by your letter; therefore, honesty is key above all. Avoid the misconception that the more superlatives you use, the stronger the letter. Heavy use of generic phrases or clichés is unhelpful. Your letter can only be effective if it contains substantive information about the specific candidate and their qualifications for the opportunity. A recommendation that paints an unrealistic picture of a candidate may be discounted. All information in a letter of recommendation should be, to the best of your knowledge, accurate. Therefore, present the person truthfully but positively. Write strongly and specifically about someone who is truly excellent (explicitly describe how and why they are special). Write a balanced letter without overhyping the candidate as it will not help them.

Be careful about what you leave out of the letter

Beware of what you leave out of the recommendation letter. For most opportunities, there are expectations of what should be included in a letter, and therefore what is not said can be just as important as what is said. Importantly, do not assume all the same information is necessary for every opportunity. In general, you should include the information stated above, covering how you know the candidate, their strengths, specific examples to support your statements, and how the candidate fits well for the opportunity. For example, if you don’t mention a candidate’s leadership skills or their ability to work well with others, the letter reader may wonder why, if the opportunity requires these skills. Always remember that opportunities are sought by many individuals, so evaluators may look for any reason to disregard an application, such as a letter not following instructions or discussing the appropriate material. Also promote the candidate by discussing all of their scholarly and non-scholarly efforts, including non-peer reviewed research outputs such as preprints, academic and non-academic service, and advocacy work which are among their broader impact and all indicative of valuable leadership qualities for both academic and non-academic environments ( Table 2 ).

Provide an even-handed judgment of scholarly impact, be fair and describe accomplishments fairly by writing a balanced letter about the candidate’s attributes that is thoughtful and personal (see Table 2 ). Submitting a generic, hastily written recommendation letter is not helpful and can backfire for both the candidate and the letter writer as you will often leave out important information for the specific opportunity; thus, allow for sufficient time and effort on each candidate/application.

Making the letter memorable by adding content that the reader will remember, such as an unusual anecdote, or use of a unique term to describe the candidate. This will help the application stand out from all the others. Tailor the letter to the candidate, including as much unique, relevant information as possible and avoid including personal information unless the candidate gives consent. Provide meaningful examples of achievements and provide stories or anecdotes that illustrate the candidate’s strengths. Say what the candidate specifically did to give you that impression ( Box 1 ). Don’t merely praise the candidate using generalities such as “candidate x is a quick learner”.

Use ethical principles, positive and inclusive language within the letter

Gender affects scientific careers. Avoid providing information that is irrelevant to the opportunity, such as ethnicity, age, hobbies, or marital status. Write about professional attributes that pertain to the application. However, there are qualities that might be important to the job or funding opportunity. For instance, personal information may illustrate the ability to persevere and overcome adversity - qualities that are helpful in academia and other career paths. It is critical to pay attention to biases and choices of words while writing the letter [ 13 , 14 ]. Advocacy bias (a letter writer is more likely to write a strong letter for someone similar to themselves) has been identified as an issue in academic environments [ 3 ]. Studies have also shown that there are often differences in the choice of words used in letters for male and female scientists [ 3 , 5 ]. For instance, letters for women have been found not to contain much specific and descriptive language. Descriptions often pay greater attention to the personal lives or personal characteristics of women than men, focusing on items that have little relevance in a letter of recommendation. When writing recommendation letters, employers have a tendency to focus on scholarly capabilities in male candidates and personality features in female candidates; for instance, female candidates tend to be depicted in letters as teachers and trainees, whereas male candidates are described as researchers and professionals [ 15 ]. Also, letters towards males often contain more standout words such as “superb”, “outstanding”, and “excellent”. Furthermore, letters for women had been found to contain more doubt-raising statements, including negative or unexplained comments [ 3 , 15 , 16 ]. This is discriminative towards women and gives a less clear picture of women as professionals. Keep the letter gender neutral. Do not write statements such as “candidate x is a kind woman” or “candidate y is a fantastic female scientist” as these have no bearing on whether someone will do well in graduate school or in a job. One way to reduce gender bias is by checking your reference letter with a gender bias calculator [ 17 , 18 ]. Test for gender biases by writing a letter of recommendation for any candidate, male or female, and then switch all the pronouns to the opposite gender. Read the letter over and ask yourself if it sounds odd. If it does, you should probably change the terms used [ 17 ]. Other biases also exist, and so while gender bias has been the most heavily investigated, bias based on other identities (race, nationality, ethnicity, among others) should also be examined and assessed in advance and during letter writing to ensure accurate and appropriate recommendations for all.

Revise and submit on time

The recommendation letter should be written using language that is straightforward and concise [ 19 ]. Avoid using jargon or language that is too general or effusive ( Table 1 ). Formats and styles of single and co-signed letters are also important considerations. In some applications, the format is determined by the application portal itself in which the recommender is asked to answer a series of questions. If these questions do not cover everything you would like to address you could inquire if there is the option to provide a letter as well. Conversely, if the recommendation questionnaire asks for information that you cannot provide, it is best to explicitly mention this in writing. The care with which you write the letter will also influence the effectiveness of the letter - writing eloquently is another way of registering your support for the candidate. Letters longer than two pages can be counterproductive, and off-putting as reviewers normally have a large quantity of letters to read. In special cases, longer letters may be more favourable depending on the opportunity. On the other hand, anything shorter than a page may imply a lack of interest or knowledge, or a negative impression on the candidate. In letter format, write at least 3-4 paragraphs. It is important to note that letters from different sectors, such as academia versus industry tend to be of different lengths. Ensure that your letter is received by the requested method (mail or e-mail) and deadline, as a late submission could be detrimental for the candidate. Write and sign the letter on your department letterhead which is a further form of identification.

Conclusions

Recommendation letters can serve as important tools for assessing ECRs as potential candidates for a job, course, or funding opportunity. Candidates need to request letters in advance and provide relevant information for the recommender. Readers at selection committees need to examine the letter objectively with an eye for information on the quality of the candidate’s scholarly and non-scholarly endeavours and scientific traits. As a referee, it is important that you are positive, candid, yet helpful, as you work with the candidate in drafting a letter in their support. In writing a recommendation letter, summarize your thoughts on the candidate and emphasize your strong support for their candidacy. A successful letter communicates the writer’s enthusiasm for an individual, but does so realistically, sympathetically, and with concrete examples to support the writer’s associations. Writing recommendation letters can help mentors examine their interactions with their mentee and know them in different light. Express your willingness to help further by concluding the letter with an offer to be contacted should the reader need more information. Remember that a letter writer’s judgment and credibility are at stake thus do spend the time and effort to present yourself as a recommender in the best light and help ECRs in their career path.

Acknowledgements

S.J.H. was supported by the National Institutes of Health grant R35GM133732. A.P.S. was partially supported by the NARSAD Young Investigator Grant 27705.

Abbreviations:

Conflicts of Interest

The authors declare no conflicts of interest.