Tool 14: Letter of Intent Template

Supports Habit 5 of Ten Habits of Great Grant Writers.

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Before you use this

Two documents share the LOI abbreviation, and announcements are not consistent about which they mean. A letter of intent tells a funder you plan to apply to a specific announcement; Habit 5 says to submit one whenever invited, because it helps the funder plan the review and assign reviewers who match your subject, and sometimes it is a required gate. A letter of inquiry is a short pitch to a foundation that has no open announcement, asking whether a full proposal would be welcome. The template below serves both with light adjustments; read the funder's instructions first, and if they specify contents, format, or length, their instructions win. Keep it to one or two pages.

The template

[LETTERHEAD] [DATE]

[NAME] [TITLE] [FUNDING ORGANIZATION] [ADDRESS]

Dear [NAME],

Introduction. I am writing on behalf of [ORGANIZATION], a [nonprofit / research institution / community organization] whose mission is [ONE SENTENCE]. [FOR A LETTER OF INTENT: We intend to apply to (ANNOUNCEMENT NAME AND NUMBER). / FOR A LETTER OF INQUIRY: We are writing to ask whether a full proposal for the project described below would be welcome.]

The need. In [COMMUNITY / FIELD], [ONE OR TWO SENTENCES stating the problem, with your best number and its source: "our 2025 community survey found that only 20 percent of members have been offered genetic testing"].

The project. We propose [PROJECT NAME], which will [WHAT IT WILL DO, in plain language]. Our approach involves [ONE SENTENCE on method], and we expect [THE GOAL FROM TOOL 6, with its number and time]. This work aligns with [FUNDER]'s priorities in [NAME THE PRIORITY, in their words].

The team and capacity. [ONE OR TWO SENTENCES from your Capacity One Pager: years operating, people served, the expertise that qualifies you. FOR ANNOUNCEMENTS WITH REVIEWER ASSIGNMENT IN MIND: name the specialized methods or data involved, so the right reviewers can be matched.]

The request. [FOR A LETTER OF INQUIRY: We anticipate requesting (AMOUNT) over (PERIOD), directed toward (TWO OR THREE BUDGET CATEGORIES). / FOR A LETTER OF INTENT: include amount and key personnel only if the instructions ask.]

Thank you for your consideration. I would be glad to provide any further information, and I can be reached at [CONTACT].

Sincerely, [NAME, TITLE, ORGANIZATION]

Reminders from Habit 5: submit even when optional; check whether the letter is binding (some funders limit your full application to what the letter described); and note the due date on Tool 2's clock list, because it is often weeks before the application deadline.