I am asked many times about writing letters of inquiry (LOI) or letters of intent. What should be included? Is "letter" just a loose term? Can it be longer than 3 pages?
First of all, there is a purpose and strategy to submitting an LOI. It is not just about following a funder's rules. As an organization, it gives you a chance to throw out your ideas and get some feedback without writing a lengthy proposal. As the funder, you get to screen the ideas that do or do not fit your guidelines and invite full proposals from groups that are the best match. It really is a win-win process for everyone.
Secondly, as an organization you'll usually receive a response within 4-6 weeks, not 4-6 months as with some proposals. My own grant calendars have a lot of LOI submissions during the 1st and 2nd quarters off the year. This gives us time to hear back from the funder and respond by the 3rd or early 4th quarter.
Be Concise. Be Concise. Be Concise.
The greatest challenge in creating an LOI is filling 2-3 pages with ten pages of ideas. Being a skilled writer is imperative to a winning LOI. You must be concise and clear throughout the entire letter. You must also state your need and make it compelling. You are trying to get an invitation to the "big dance" and it's your job to convince the funder you'll be a great partner.
Below are a few tips to keep your LOI on track:
· Be concise and clear.
· Include a condensed, yet compelling needs statement.
· Include your ask amount in first paragraph.
· Avoid using overly relaxed grammar. (This is a legitimate request for support, not a status update on Facebook.)
· Eliminate "fluff".
· Make sure to include your mission statement or a description of those you serve.
· Don't assume your funder already knows about your organization.
· Use an active voice: "With your support, we will install sixteen new wheelchair ramps...".
· Talk about the funder’s impact, answer the "So what?".
· Be concise and clear.
The key to communicating your ideas in a compelling way is to have a vision that you can describe as an “elevator speech”. Your ideas need to be easy to understand and relevant, no matter who is listening.
Finally....remember that "letter" is not a loose term. It really is a letter. It really is signed by your ED. It really is submitted on letterhead. It should not be more than 3 pages and if it is too long, no one will read it. You must still follow the funder's guidelines.
Favorite link for LOI tips: GrantProposal.com
~Cheers!
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