Submitting a Grant Proposal with Cover Letter
Tips for Executive Summary and Packaging for Nonprofit Grants
Sep 18, 2009
Writing a grant can be quite a challenge, especially as a nonprofit is in the early stages of developing a grantwriting program. Once the main body of the proposal has been finalized, it can be tempting to quickly get the proposal sent off – doubly so if under a pressing deadline. It is worth the time and effort, however, to create a strong executive summary, personalized cover letter and neat packaging for the grant. On these elements alone, a proposal could be rejected before the funder even reads the proposal narrative.
Nonprofit Grant Packages – From the Checklist to the Folder
It may seem premature, but nonprofits should start thinking about grant proposal packaging at the beginning of the grantwriting process.
Create a checklist of elements required by the funder. In the case of government grants, these requirements will be very specific and likely a lengthy list compared to the requirements of a small family foundation, for example. This is the list the grantwriter will use to finalize the package.
Order any supplies needed so they are on hand, such as:
- Three-ring folder or binder in colors to correspond with the nonprofit’s brand
- Pre-print “shells” – letterhead-sized paper with the organization’s branding, often in color, that can be fed through an office printer
- Envelope in an appropriate size, with labels or printed as desired
- Copies of publications such as the annual report to be included
While writing a grant may take weeks or even months, failure to prepare for final packaging can completely derail a grant proposal. Organizations that set aside packaging elements can pull together a final proposal package in minutes.
Grant Proposal Executive Summary
The executive summary (also known as an abstract) is placed at the beginning of the grant proposal and should rarely exceed one page. The grantmaker may dictate a specific length in its requirements, so check for that.
“Pull out the most salient information and highlight the strength of your project and organization,” advise Nancy Burke Smith and E. Gabriel Works in The Complete Book of Grant Writing: Learn to Write Grants Like a Professional (2006) “Tell the reader up front what you are going to do and what you want the grantmaker to do.”
The executive summary should include – succinctly – the following elements, say Smith and Works:
- Discussion of the need/problem
- Project description/approach the nonprofit will take
- How the project will be evaluated
- How much the project will cost
- Introduction of nonprofit
- Grant request, including any non-monetary contributions such as technical assistance
- How the funder’s goals are met through this project
Avoid cutting-and-pasting copy from the narrative. This often leads to a disjointed executive summary. Instead, pull key pieces of information and phrases, and rewrite the executive summary as a stand-alone piece.
Grant Proposal Cover Letter
In rare cases, a cover letter will be prohibited. Always follow the directions given, but don’t miss an opportunity to send a cover letter whenever permissible.
The cover letter will be placed on top of the grant proposal. It is the most personal element of the package and should feel like it is coming from one person (likely the executive director of the nonprofit) to another (likely the program officer for the grant). The letter should be addressed and signed in that way; do some digging to get the right contact information and avoid “Dear Sir or Madam” if at all possible.
Cheryl Carter New and James Aaron Quick in How to Write a Grant Proposal (2003) suggest a one-page four-paragraph cover letter with this information:
- “Introduction to your organization, community and target population.
- Statement about the project that includes two key hot buttons.
- Purpose for submitting the proposal.
- The ‘thank you’ for the opportunity to submit the proposal and the contact person information.”
Finalizing a grant package with care will create the important first impression for a nonprofit’s grant proposal. Don’t wait until the last moment to try to pull it all together. Allot enough time to create a full package that matches the quality of the proposal narrative.
Related articles:
- Key Elements of Successful Nonprofit Grants
- Writing Problem Statements for Nonprofit Grants
- Organizational Information for Nonprofit Grants
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