Developing a Letter of Inquiry
When a community, corporate, or family foundation indicates that grant applications are by invitation only, consider sending a Letter of Inquiry asking how your organization might qualify for their funding. Your letter might be read, or it might not. Writing a compelling letter just might make all the difference. If you present your project idea in a convincing yet concise manner, demonstrate that it is an exact match to the funder’s priorities and interests, and prove fiscal responsibility and grant management experience, you might be invited to submit a grant application.
If you don’t try, you won’t know.
What is a Letter of Inquiry?
A Letter of Inquiry is not the same thing as a Letter of Intent. The two types of letters have different purposes. Writing a Letter of Intent is covered in a different guide.
The purpose of a Letter of Inquiry is to introduce your organization and project to a community, corporate, or family foundation that states its grants are “by invitation only.” Although a Letter of Inquiry is much shorter than a full grant proposal, it can take just as long to write because it requires you to condense a lot of important information into a few short, but impactful, paragraphs. Your goal is to generate interest from the recipient of the letter, typically the foundation’s Development Officer or Chief Executive Officer. You may be asked for more information, rejected with a “thanks, but not interested,” or invited to submit an application.
There are very specific recommendations to follow if you have any chance at all of success.
Why do some foundations state “by invitation only?”
Some foundations intentionally invite certain applicants but not others. They may only be interested in continuing to fund organizations with whom they have a longstanding relationship to spend their available dollars wisely, year after year. Preferred organizations have likely proven themselves to be responsible fiscal agents and good stewards for the foundation’s charitable investments. Their leadership and operating staff are trusted to perform consistently and maintain excellent financial audits demonstrating a strong record of compliance. If your organization does not have consistent leadership and staff, cannot show a solid record of fiscal and program performance from other grantors, or does not have clean audits year over year, you are unlikely to receive consideration.
Other reasons for “by invitation only” may include a foundation with limited staff that cannot process or does not want to process multiple grant applications in an open solicitation. This can be true of large and small foundations. One application can generate hundreds, if not more, applications. Reviewing every application takes time. Mismatched or poorly written applications take more time. Grant funds are limited, and not every request can be fulfilled. And even if your organization has a terrific idea worth funding, a reputable foundation must verify that you are fiscally responsible. That responsibility also takes a foundation’s time.
Your organization should not automatically cross foundations off your list that state “by invitation only.” However, you'll need to consider your strategy carefully before you put pen to paper. Determine if you have the time, energy, and commitment to follow through with the recommendations that follow.
Recommendations
A formal letter, not an email (unless instructions to email are posted)
Your letter may be the first impression a funder has of your organization. Like a job interview, impressions are often formed within minutes, if not seconds. The paper should not be on cheap copy paper. Select a high-quality vellum. Make sure your organization’s logo stands out across the top.
Limit the letter to no more than one-and-a-half to two pages, not more.
A personal salutation
A letter should be addressed to an individual, not a generic “Dear Sir or Madam.” If you do not know the name of a foundation’s Development Officer or Chief Executive Officer, you will have to research who this is. You may be able to find out through a Google search, using Candid’s foundation directory, or phoning the foundation.
Introduction
Introduce the purpose of your letter. State that while you understand that grants are provided by invitation only, respectfully, you would like to take this opportunity to introduce your organization and show that your proposed idea supports the foundation’s mission, values, and goals.
In one or two sentences, briefly introduce your organization’s purpose, mission, goals, time in existence, and who or what you serve. Emphasize how it aligns with the funder’s purpose and goals.
The title of your proposed project
Capture the reader’s attention through a compelling project title. Describe the issue, challenge, or concern that you propose to address. Tell a short but compelling story. Be succinct. Incorporate facts, data, statistics, or anecdotal information. Identify the geography of the project’s reach. Identify who will benefit from the project and for how long.
Budget
State how much your project will cost, whether you are asking for seed money to launch a phase one of the project or funds to pay for the entire project, and if your organization and other entities will be contributing to these costs. If yes, who are they, and how much money will they contribute? Identify what the requested funds will pay for. You do not have to spell out every detail of a line-item budget; instead, reference estimated costs for project personnel, support staff, and items such as exhibit space, guest speakers, or performers’ fees, instructors, toolkits for students, or instructional supplies.
If you have been successful with other grants, identify several examples and the amount you have been responsible for spending to build your credibility.
Project Outcomes
Identify at least three but no more than five outcomes that will result from the project. Do not overstate or overgeneralize. Be realistic and tangible. Use bullets or numbers.
Project Timeline
State when you expect the project to launch and how long it is expected to run. State whether the project is sustainable on its own after the funding ends and how you can continue the project over time (unless it is a one-time effort).
Qualifications
Identify who is the designated Project Manager, their credentials, and whether they have managed a project like the one you are proposing before. Experience and education only matter if they are relevant to the project; otherwise, listing degrees and titles may not be relevant. If there is a Project Team, Project Advisor, or Board of Directors involved, include this information.
If your organization has a published website or social media presence on Facebook or LinkedIn, reference it here for further information.
Summary
Summarize what the funds will support and the importance of the project. Reiterate the project’s alignment with the foundation’s purpose. Request an opportunity to discuss your project if there is interest in learning more about it and meeting the project team. Thank the foundation for their consideration. Include the name, title, email, and telephone number of the person sending the letter.
Attachments
Limit any attachments included with your letter. One or two is more than enough. Examples may include a one-page List of References. References may include the names and titles of your Board Members or the names of previous grantors. A one-page certified Letter of Financial Audit indicating you are in good standing (usually signed by a CPA or General Counsel) is another example. A brochure is another.
Review
Before you send your Letter of Inquiry, proofread for any spelling, grammar, or other mistakes. Does the letter look crisp and clean? Is it easy on the eye to read? Did you allow adequate white space to separate out one paragraph from another?
Ask someone to serve as your proofreader and editor. Could you have stated things better? Simpler? Shorter?
Send
Send the letter by first-class mail. Ask for a USPS tracking number. If there is no known street address or PO box, or if the foundation does not publish an email address of a foundation officer or executive, and if you cannot find out any information through Candid, GuideStar, Charity Navigator, or a Google Search, rethink whether your time and effort would be better spent elsewhere.
Templates
Examples of Letters of Inquiry are provided below.
Sample Letters of Inquiry
Use the buttons below to download sample letters of inquiry from a community organization and a community college.