Question

example of a cover letter to a RFP grant proposal

Answer 1

Solution- example of a cover letter to a RFP grant proposal

What Is an RFP?

a. Requests For Proposals (RFPs) are most likely to be used by government agencies, although foundations sometimes issue them as well.

b. Foundations, according to Grant Space, prefer to receive proposals that are initiated by nonprofits or agencies rather than through RFPs. But, some foundations like to announce new grant programs in specific areas by sending out an RFP.

c. RFPs are published so that organizations that might be qualified to participate can apply. They are invitations

d. It means that the foundation or government agency is ready to go forward with funding a particular issue

e. If you have a program in the works or even an established one that you still need to fund fully, an RFP can be a godsend.

Although the main parts of your grant proposal will take up most of your time and energy, don't shortchange your cover letter. Attention to the subtler points of putting the proposal package together can make or break a funding request. Don't turn off your funder with a sloppy cover letter.

cover letter should:

• Introduce your organization to the correct person.
• Assure the funder that this project has the support of your board of directors.
• State what you are asking for - how much and for what.

When Do You Include a Cover Letter?

Use a cover letter for proposals to corporations and foundations, but not for federal or state grant applications. Those funders only want what they ask for, and they rarely ask for a cover letter.

Attributes of a Good Cover Letter

Your cover letter should:

• Be brief
• Get to the point quickly
• Does not repeat the information that is in the proposal
• Tell the reader how well you understand the funder and how your grant fulfills the funder's requirements

Formatting Your Cover Letter

1. Use your organization's letterhead. Put the same date on the cover letter that is on the completed grant application. That is the date you will send the grant proposal to the grantor. Using the same date makes all the documents in your proposal package consistent.
2. For the inside address (goes at the top of the letter) use the foundation or corporate contact person's name and title, followed by the funding source's name, address, city, state, and zip code. Double check this information with a telephone call or an email. Such information changes frequently, so make sure you have the current name and address. Additionally, when you submit an electronic grant application, you may not know a particular name.
3. In your salutation, use "Dear" plus the personal title (Mr., Ms., Mrs., Dr., Messrs., etc.), followed by the last name. It is critical that you address the letter to a particular person. Call the foundation or corporate office to make sure you have the right person and the correct personal title. These details may seem unimportant, but they do matter.
4. Your first paragraph should be short and focused. Introduce your organization (its legal name) and tell the funder how much money you are requesting and why. Include a sentence or two about what your organization does, and then include one research-based point that shows there is a need for what your organization does.
5. Write one or two more brief paragraphs. State your project's purpose and how it fits with the funder's mission or funding priorities. Include the fact that your board of directors fully supports the project.
6. End your letter with a summarizing paragraph. Add what this funding partnership can mean for your project's target audience. You might want to include an invitation for a site visit as well.
7. Use a closing such as "Sincerely."
8. The letter should be signed by the executive director or the board president, or both. Below the signature, type the signer's first name, middle initial, last name, and job title. Although the ED or board president should sign the letter, include the contact information for the best person to answer questions at the end of the last paragraph.

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

How Long Should the Cover Letter Be?

You limit your cover letter to one page with three or four paragraphs.

The tone and specifics of your cover letter may vary depending on whether you've been invited to submit a full proposal after sending a Letter of Inquiry (LOI), or if this project is your organization's first approach to this particular foundation

Example of a cover letter to a RFP grant proposal

Mary Smith, PhD

Program Officer

Community Foundation

4321 Common Lane

Some City, YZ 55555

Dear Dr. Smith:

The Some City Senior Center respectfully requests a grant of $50,000 for our Senior Latino Community Outreach Pilot Project.

As the largest senior center in Any County, serving over 450 seniors every day, we are aware of the changing demographics in our service area. And we are committed to growing and adapting our center to meet emerging needs. The Senior Latino Community Outreach Pilot Project will allow us to pilot a one-year effort to determine if our center can effectively:

• Provide comprehensive access to health and social services to seniors in the Latino communities served by our center, and
• Raise and fully integrate the cultural competency of the board, staff, and volunteers of the Some City Senior Center.

Our board of directors is enthusiastic about this program and eager to launch it so we can become the most inclusive and culturally competent center for seniors in all of our communities that need these services. Should we find at the end of our pilot year that this program is, in fact, successful, our board has committed to including a portion of the project's yearly expenses into our annual operating budget so that the program becomes an integral part of our core services.

Through this project, the Center will become the primary referral given by Health Access Latinos, Families of Any County, and three community clinics within a fifteen-mile radius of our center. We will also accept referrals of Spanish-speaking seniors from any other community agency in our immediate service area.

Thank you for your consideration of our request. I will follow up with you in the next week to answer any questions you might have, as well as to learn whether we might meet with you to discuss the merits of our proposal. Meanwhile, should you have any questions, please feel free to contact Connie Jones, our Director of Development, at (555) 555-5555, x555, or [email protected].

Sincerely,

Jane Lovely

Executive Director

ENCLOSURE