How to Write a Letter of Inquiry for a Grant

Foundations that receive more requests than they can fund often ask for a letter of inquiry (LOI, sometimes called a letter of intent or concept paper) before inviting a full proposal. The LOI lets the funder check fit quickly and lets you avoid writing a long proposal that has no chance.

When to send a letter of inquiry

• When the funder asks for one. Follow its instructions exactly: some use an online form with word limits, others want a letter of one to three pages.
• When guidelines say "no unsolicited proposals" but accept inquiries. The LOI is the door.
• When a funder has no published process. A brief, well-researched letter can open a conversation, but read its 990-PF first to make sure it funds organizations like yours (see free grant databases).

If a funder explicitly says it does not accept unsolicited requests of any kind, respect that.

What funders look for

A program officer reading an LOI wants answers to five questions in a few minutes:

1. Does this fit our priorities, geography and grant size?
2. Is the need real and clearly described?
3. Is the plan specific and realistic?
4. Can this organization deliver it?
5. How much are they asking for, and for what?

Standard structure

Unless the funder specifies otherwise, two pages is a sensible length. Use the organization's letterhead and address it to the named contact in the funder's guidelines.

1. Opening and request (one paragraph)

State who you are, what you are asking for, how much and for what period, and why this funder. Example: "The Riverside Literacy Project requests $25,000 over one year to expand its after-school tutoring program from two to four elementary schools in Lane County. This work aligns with the Foundation's commitment to early-grade reading in the county."

2. The need (one or two paragraphs)

Describe the problem with local data from credible sources: school district or state assessment results, U.S. Census Bureau data, or local agency reports. Keep it about the people you serve, not about your organization's budget gap.

3. The project (two or three paragraphs)

Explain what you will do, who will participate, the timeline, and who will run it. Include the outcomes you expect and how you will measure them.

4. The organization (one paragraph)

Mission, years of operation, people served, and one or two results that show you can deliver. Mention key partners.

5. Budget summary (one paragraph or a small table)

Total project cost, the amount requested, and other funding secured or pending. Funders like to see they are not the only source.

6. Closing

Thank the reader, offer to provide a full proposal or answer questions, and give a named contact with phone and email. Have the executive director or board chair sign.

Writing tips

• Lead with the ask. Do not make the reader search for the amount.
• Use the funder's language where it honestly fits, so the alignment is obvious.
• Be specific. Numbers, places, dates and named partners are more persuasive than adjectives.
• Write for a non-specialist. Avoid internal jargon and acronyms.
• Keep it to the limit. If the funder says two pages or 500 words, stay within it.
• Proofread names, amounts and the funder's name. Reusing a letter with the wrong foundation's name is a common and costly mistake.

What to attach

Usually nothing, unless the funder requests it. Some ask for the IRS determination letter, a project budget or a list of board members. Do not send a full proposal with an LOI.

After you send it

Record the date and the funder's stated response time. If you hear nothing after that period, a short, polite follow-up email is fine. If you are invited to submit a full proposal, build on the LOI: the funder has already agreed the idea fits, so keep the same project, amount and framing unless they asked for changes. If the answer is no, thank them and ask, if appropriate, whether there is a better time or program to approach them about in future.

For federal programs, the equivalent first step is sometimes a required "letter of intent" or pre-application. Its format is set by the notice of funding opportunity on Grants.gov, not by the guidance above.

Opening paragraphs for common situations

The first paragraph does most of the work. Three patterns that adapt well:

• New project: "[Organization] requests $[amount] to launch [project], which will [result] for [people] in [place] during [period]."
• Expansion: "Since [year], [program] has [result]. We request $[amount] to extend it to [new sites or groups], reaching [number] more [people]."
• Referral or prior contact: "Following our conversation with [name] on [date], we are pleased to share a brief overview of [project] and our request of $[amount]."

Whichever you use, keep the amount, the purpose and the population in the first two sentences.

A quick self-check

Before sending, ask a colleague who does not know the project to read the letter for two minutes and answer four questions: what is being asked for, how much, for whom, and why this funder? If they cannot answer all four, revise the opening.

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