Cover letter for grant proposal example

Your grant proposal is polished, your budget is precise, and your program design is compelling. But there’s one critical component that funders will read first—and it could make or break your chances of securing funding: your cover letter.

The cover letter for your grant proposal is not just a formality. It’s your first impression, your executive summary, and your chance to connect with the funder on a human level before they dive into the details of your proposal. Get it wrong, and your carefully crafted proposal might never get the attention it deserves. Get it right, and you’ll set the stage for a successful funding relationship.

In this guide, I’ll walk you through everything you need to know about writing effective grant proposal cover letters, complete with examples you can adapt for your nonprofit’s needs.

What Is a Cover Letter for a Grant Proposal?

A grant proposal cover letter is a one-page document that introduces your funding request to a foundation, corporation, or government agency. Think of it as the opening handshake before an important conversation—it establishes your credibility, summarizes your request, and explains why your organization is the right partner for the funder’s mission.

Unlike your full proposal, which provides comprehensive detail about your program, your cover letter distills the essence of your request into a concise, compelling narrative. It answers the funder’s immediate questions: Who are you? What do you need? Why does it matter? And why should we fund you?

Key Purpose: The cover letter serves as a bridge between your organization and the funder, establishing context and building a case for why the reader should invest time in your full proposal.

Why Your Cover Letter Matters More Than You Think

Before you dismiss the cover letter as bureaucratic boilerplate, consider this: program officers and foundation trustees often receive hundreds of proposals during each funding cycle. Your cover letter is the first document they’ll read, and for many, it determines whether your proposal gets serious consideration or gets set aside.

Here’s what makes cover letters so critical:

First Impressions Are Lasting: Funders form opinions quickly. A well-written cover letter signals that you’re professional, focused, and respectful of their time. A sloppy one suggests the rest of your proposal might be equally unfocused.

Decision-Makers Read Them: While program officers review full proposals, board members and trustees often rely heavily on cover letters during their initial screening. Your cover letter might be the only part of your application that key decision-makers read in full.

They Demonstrate Alignment: Funders want to support organizations whose missions align with their priorities. Your cover letter is your opportunity to explicitly connect your work to their funding interests.

They Establish Credibility: By highlighting your organization’s track record and qualifications upfront, you build confidence that you can deliver on your promises.

Don’t underestimate this one-page document. It’s not just a formality—it’s a strategic tool that can significantly influence your funding outcomes.

Essential Components of an Effective Grant Cover Letter

Every strong cover letter for a grant proposal includes these core elements. Master these components, and you’ll create letters that capture attention and build momentum for your request.

The Header and Greeting

Start your letter with a professional header that includes:

• Your organization’s name and logo (optional but recommended)
• Complete address
• Date
• Funder’s contact information
• Personalized salutation

Do your research. Address your letter to a specific person whenever possible. “Dear Program Officer” is acceptable if you cannot identify a specific contact, but “Dear Ms. Rodriguez” or “Dear Foundation Review Committee” shows you’ve done your homework. Check the funder’s website, call their office if necessary, or review their annual report to find the appropriate contact.

The Opening Paragraph: Hook Them Immediately

Your opening paragraph must accomplish three things in 3-4 sentences:

1. State who you are (organization name and basic identity)
2. Specify what you’re requesting (funding amount and general purpose)
3. Create a compelling reason to keep reading

Avoid generic openings like “We are writing to request funding for…” Instead, start with impact. Lead with the problem you’re solving, the opportunity you’re seizing, or the community you’re serving.

Weak Opening: “The Community Arts Center is writing to request $50,000 from the Smith Foundation.”

Strong Opening: “Every year, 3,000 at-risk youth in Metro City have nowhere to go after school, leading to higher dropout rates and juvenile crime. The Community Arts Center requests $50,000 from the Smith Foundation to expand our After-School Arts Initiative, which has already reduced disciplinary incidents by 40% among participating students.”

The Body: Make Your Case Concisely

The middle section of your cover letter—typically 2-3 paragraphs—should provide essential context without duplicating your full proposal. Structure this section to answer:

Who you are: Briefly establish your organization’s credentials, history, and expertise. One or two sentences are sufficient. Highlight specific achievements that demonstrate your capacity to execute this project.

What you’ll do: Summarize your proposed program or project in clear, concrete terms. Focus on activities and outcomes, not process. The funder should understand exactly what their investment will make possible.

Why it matters: Connect your project to documented community needs and the funder’s priorities. Use data sparingly but strategically—one or two compelling statistics can strengthen your case without overwhelming the reader.

Why you’re the right choice: Distinguish your organization from others working in this space. What unique qualifications, partnerships, or approaches position you to succeed?

The Closing Paragraph: Call to Action

Your final paragraph should:

• Restate your specific funding request
• Thank the funder for their consideration
• Indicate your availability for follow-up
• Express enthusiasm for potential partnership

End with confidence, not desperation. Funders want to invest in organizations that are stable and capable, not those that are barely surviving.

The Signature Block

Close with a formal sign-off (“Sincerely,” or “With gratitude,”) followed by:

• Handwritten signature (for printed letters)
• Typed name
• Title
• Organization name
• Contact information (phone and email)

Pro tip: Have your Executive Director or Board Chair sign the letter when possible. This signals that your request has leadership-level support and priority.

Cover Letter for Grant Proposal Example 1: Foundation Grant Request

Here’s a complete example of a cover letter for a foundation grant proposal:

---

Riverside Youth Development Center
1245 Community Boulevard
Riverside, CA 92501

October 10, 2025

Ms. Jennifer Martinez
Program Officer, Youth Development
The Harrison Family Foundation
890 Philanthropic Way, Suite 200
San Francisco, CA 94102

Dear Ms. Martinez:

Seventy-eight percent of students in Riverside’s Westside neighborhood read below grade level by third grade—a crisis that perpetuates cycles of poverty and limits economic mobility for entire families. Riverside Youth Development Center requests $75,000 from the Harrison Family Foundation to launch Reading Pioneers, an innovative literacy program that will provide intensive early reading intervention to 120 K-3 students during the 2026-2027 school year.

For 23 years, Riverside Youth Development Center has served low-income families in our community through after-school programs, parent education, and youth mentoring. Last year, we served 850 children and their families, with 94% of our participants meeting their individual development goals. Our deep community relationships, experienced staff, and proven track record position us to address this urgent literacy crisis effectively.

Reading Pioneers will combine evidence-based literacy instruction with family engagement strategies that research shows are critical for reading success. Students will receive one-on-one tutoring three times per week from trained literacy specialists, while their parents participate in monthly workshops that equip them to support reading at home. We will partner with Jefferson Elementary School to identify students who are falling behind and track their progress throughout the program year.

This approach works. Our pilot program last year served 25 students, and 84% improved their reading levels by at least one grade level within six months. Now we’re ready to scale this success. Your investment of $75,000 will cover literacy specialists’ salaries, instructional materials, and family workshop facilitators—giving 120 more children the foundation they need to succeed in school and life.

The Harrison Family Foundation’s commitment to breaking cycles of poverty through education aligns perfectly with our mission and this project. We would be honored to partner with you to give Westside children a fighting chance at a brighter future.

Thank you for considering this request. I welcome the opportunity to discuss Reading Pioneers further and answer any questions you may have. I can be reached at (555) 123-4567 or [email protected].

Sincerely,

[Signature]

Marcus Chen
Executive Director
Riverside Youth Development Center
(555) 123-4567
[email protected]

---

What makes this example effective:

• Opens with a compelling statistic that establishes urgency
• States the specific funding request in the first paragraph
• Demonstrates organizational credibility with track record data
• Describes the program clearly and concisely
• Includes evidence of effectiveness (pilot results)
• Explicitly connects to the funder’s priorities
• Maintains professional tone while showing passion
• Stays within one page

Cover Letter for Grant Proposal Example 2: Government Grant Application

Government grants often require more formal language and explicit reference to funding opportunity announcements. Here’s an example:

---

Green Valley Environmental Education Collaborative
782 Nature Trail Road
Green Valley, OR 97401

October 10, 2025

Dr. Sarah Williams
Grants Management Specialist
U.S. Department of Education
Environmental Education Grants Program
400 Maryland Avenue SW
Washington, DC 20202

Re: Environmental Education Grants Program (Funding Opportunity Number: ED-EE-2026-001)

Dear Dr. Williams:

Green Valley Environmental Education Collaborative respectfully submits this application for 8,000 under the U.S. Department of Education’s Environmental Education Grants Program (CFDA 84.265A) to implement “Next Generation Naturalists,” a comprehensive environmental education program serving 15 rural schools across three counties in southern Oregon.

As a 501(c)(3) nonprofit organization established in 2015, Green Valley Environmental Education Collaborative specializes in bringing hands-on environmental science education to underserved rural communities. We have delivered programming to more than 12,000 students across Oregon, partnering with 47 schools and training 230 teachers in inquiry-based environmental education methods. Our programs consistently demonstrate measurable improvements in students’ environmental literacy, scientific thinking skills, and academic achievement in STEM subjects.

Next Generation Naturalists directly addresses the funding priorities outlined in the FY2026 EE Grants Program, specifically Priority 1 (Serving Rural and Underserved Communities) and Priority 3 (Building Environmental STEM Skills). The proposed project will provide a sequential three-year curriculum for grades 4-6, combining classroom instruction, outdoor field experiences, and community-based environmental projects. Students will investigate local environmental issues, collect and analyze scientific data, and develop solutions to real-world challenges in their communities.

This project is particularly timely and necessary. The 15 partner schools serve populations where 68% of students qualify for free or reduced lunch, and most schools lack the resources to provide environmental education experiences. Our partnership model ensures sustainability—we will train 42 classroom teachers to deliver this curriculum independently, creating lasting capacity in these schools.

The requested funding of 8,000 will support curriculum development, teacher professional development, field experience transportation, scientific equipment and materials, and program evaluation over the three-year grant period. As required, our organization will contribute a 25% cost share ($62,000) through in-kind staff time and facility use.

We appreciate the Department of Education’s commitment to expanding environmental education access, and we are prepared to be exemplary stewards of federal funds. Please contact me at (555) 789-0123 or [email protected] if you need additional information.

Respectfully submitted,

[Signature]

Dr. Jennifer Thompson
Executive Director
Green Valley Environmental Education Collaborative
(555) 789-0123
[email protected]

---

What makes this government grant example effective:

• Includes formal reference to funding opportunity number and CFDA number
• Uses more formal language appropriate for federal applications
• Explicitly references stated funding priorities
• Mentions cost-share requirements (common in government grants)
• Demonstrates understanding of compliance expectations
• Maintains professional, respectful tone throughout

Cover Letter for Grant Proposal Example 3: Corporate Sponsorship Request

Corporate funders often respond to different language and priorities than foundations. Here’s an example tailored for a corporate sponsor:

---

Tech Futures Academy
456 Innovation Drive
Austin, TX 78701

October 10, 2025

Mr. David Chen
Corporate Social Responsibility Director
Innovative Tech Solutions
9000 Silicon Boulevard
Austin, TX 78702

Dear Mr. Chen:

In Austin’s rapidly growing tech economy, there’s a troubling disconnect: while technology companies struggle to find qualified talent, young people in our city’s underserved neighborhoods lack access to the education and mentorship that could launch their tech careers. Tech Futures Academy requests $100,000 from Innovative Tech Solutions to sponsor our Code Connect program, which will prepare 200 high school students from low-income backgrounds for careers in technology.

Tech Futures Academy bridges the opportunity gap in tech education. Since 2018, we have provided intensive coding education, professional mentorship, and career exposure to 1,400 Austin students, with 89% going on to pursue computer science degrees or IT certifications. Our alumni are now working at leading tech companies—including several at Innovative Tech Solutions—and contributing to Austin’s thriving technology ecosystem.

Code Connect is our most ambitious program yet. Students participate in a rigorous year-long curriculum covering full-stack web development, data science fundamentals, and professional skills. But what sets Code Connect apart is the industry connection—every student is matched with a tech professional mentor and completes a real-world project for a local company. This experience transforms how students see themselves and their career possibilities.

Your investment of $100,000 would create a powerful partnership that benefits both our students and Innovative Tech Solutions. Your sponsorship would cover:

• Curriculum and instruction for 200 students ($45,000)
• Mentor training and support ($20,000)
• Student laptops and software ($25,000)
• Career exposure events at partner companies ($10,000)

Beyond financial support, we hope to engage Innovative Tech Solutions employees as mentors and project sponsors, creating meaningful volunteer opportunities that develop your team’s leadership skills while diversifying the tech talent pipeline.

This partnership aligns perfectly with Innovative Tech Solutions’ stated commitment to workforce development and community impact in Austin. Together, we can ensure that our city’s tech boom creates opportunity for all students, not just those from privileged backgrounds.

I would welcome the opportunity to meet with you to discuss this partnership in more detail. I am available at your convenience and can be reached at (555) 234-5678 or [email protected].

Thank you for your consideration and for your continued investment in Austin’s future.

Sincerely,

[Signature]

Maya Patel
Founder and Executive Director
Tech Futures Academy
(555) 234-5678
[email protected]

---

What makes this corporate example effective:

• Frames the request as a mutually beneficial partnership
• Highlights workforce development angle (business benefit)
• Mentions employee engagement opportunities
• Uses language that resonates with corporate values (ROI, talent pipeline)
• Specifically outlines how funding will be used
• References the company’s stated CSR priorities
• Proposes next steps (meeting)

How to Write a Cover Letter for Grant Proposal: Step-by-Step Process

Now that you’ve seen examples, let’s walk through the process of creating your own compelling cover letter. Follow these steps to craft a letter that captures attention and advances your funding request.

Step 1: Research the Funder Thoroughly

Before you write a single word, invest time understanding your funder. This research will shape every aspect of your letter, from the language you use to the points you emphasize.

Review their website and guidelines: Understand their mission, funding priorities, geographic focus, and application requirements. Many funders explicitly state what they want to see in cover letters.

Study their grantmaking history: Look at their recent grant announcements or 990 tax forms to see who they’ve funded, how much they typically give, and what types of projects they support.

Understand their values and language: Pay attention to how funders describe their work. If they talk about “systemic change,” “community-led solutions,” or “evidence-based approaches,” consider using similar language where authentic to your work.

Identify connections: Do you share board members, funders, or partners? Have you met anyone from their organization at conferences or events? Appropriate references to these connections can strengthen your letter.

Step 2: Gather Your Key Information

Before drafting, compile the essential information you’ll need:

• Exact funding amount you’re requesting
• Specific program or project name
• Key statistics about the problem you’re addressing
• Your organization’s most impressive credentials and achievements
• Concrete outcomes from similar past work
• How this project aligns with the funder’s priorities
• Contact information for the appropriate person at the funding organization

Having this information at your fingertips will make the writing process much smoother.

Step 3: Draft Your Opening Paragraph

Start with impact, not bureaucracy. Your opening paragraph should immediately demonstrate why this funding matters. Use one of these proven opening strategies:

The Problem Statement Opening: Start with a compelling statistic or description of the problem your project addresses. This creates urgency and context.

The Opportunity Opening: Begin with an exciting opportunity or emerging need that your project will address. This works well for innovation or expansion projects.

The Success Story Opening: Open with a brief, powerful story of someone your organization has helped, then connect it to the broader need. Use this sparingly and only when you can keep it very brief.

The Partnership Opening: Start by highlighting shared values or mission alignment between your organization and the funder. This works well when there’s already a relationship or strong mission fit.

After your compelling opening, clearly state your specific funding request in the same paragraph.

Step 4: Build Your Case in the Body

In 2-3 concise paragraphs, provide the essential context for your request:

Paragraph 2: Establish credibility. Briefly describe your organization’s mission, history, and relevant expertise. Include 1-2 impressive statistics about your track record. Focus on achievements that demonstrate your capacity to deliver this specific project.

Paragraph 3: Describe the project. Explain what you’ll do with the funding in concrete, specific terms. Avoid jargon and focus on activities and outcomes. Answer these questions: What will happen? Who will benefit? How many people will you serve? What will change as a result?

Paragraph 4 (if needed): Demonstrate effectiveness. Share evidence that your approach works. This might include results from pilot programs, research supporting your methodology, or relevant success metrics from your current programs. Connect your project explicitly to the funder’s priorities.

Keep each paragraph focused on one main idea. Use strong, active verbs. Cut anything that doesn’t directly support your case for funding.

Step 5: Close with Clarity and Confidence

Your closing paragraph should:

• Restate the specific funding request
• Reinforce the partnership opportunity
• Express gratitude for consideration
• Provide clear next steps

Avoid desperation language like “We desperately need this funding” or “Without your support, our program will end.” Instead, project confidence: “We are excited about the opportunity to partner with [Funder]” or “Your investment will enable us to expand this proven program to reach more families.”

Step 6: Revise Ruthlessly

Your first draft is never your final draft. Take these revision steps seriously:

Cut mercilessly: Your cover letter must be one page. If you’re running long, cut entire sentences, not just words. Every sentence must earn its place.

Eliminate jargon: Replace nonprofit-speak and technical terms with clear, accessible language. If your aunt who doesn’t work in nonprofits wouldn’t understand it, simplify it.

Strengthen your verbs: Replace weak verbs (is, has, provides) with strong action verbs (transforms, delivers, achieves).

Check for alignment: Read the funder’s guidelines again. Does your letter address what they care about? Have you made the connection explicit?

Read it aloud: This catches awkward phrasing and helps ensure your letter flows naturally.

Get a second opinion: Have a colleague review your letter with fresh eyes. They’ll catch things you’ve missed.

Step 7: Polish and Format

Don’t let formatting errors undermine your compelling content:

• Use a professional font (Times New Roman, Arial, or Calibri, 11-12 point)
• Set appropriate margins (1 inch on all sides)
• Single-space the body with double spacing between paragraphs
• Ensure your letter fits on one page without cramming
• Proofread carefully for typos, grammatical errors, and formatting consistency
• Include your logo if it’s professional and high-quality
• Ensure all contact information is current and accurate

Step 8: Get the Right Signature

Determine who should sign your cover letter based on the funder’s preferences and your organizational structure:

Executive Director: The default choice for most grants. The ED signature shows leadership support and accountability.

Board Chair: Some funders prefer board chair signatures, especially for large requests or capital campaigns. This demonstrates board engagement.

Development Director: Rarely the right choice unless specifically requested or for very small grants.

Joint signatures: Consider having both the ED and Board Chair sign for major requests to show organizational commitment.

Check the funder’s guidelines—some specify who should sign.

Common Mistakes to Avoid in Grant Proposal Cover Letters

Even experienced grant writers make these errors. Learn from their mistakes and avoid these common pitfalls.

Mistake 1: Writing a Generic, Template Letter

Funders can spot a template letter instantly. Generic phrases like “We would be grateful for any amount you could provide” or “Your foundation’s excellent reputation” signal that you haven’t done your homework.

Fix it: Customize every letter. Include specific references to the funder’s priorities, recent grants they’ve made, or stated values. Show that you understand what makes them unique.

Mistake 2: Focusing on Your Organization Instead of Impact

Many cover letters read like organizational brochures, spending most of the space describing the nonprofit’s history, structure, and general programs rather than the specific project and its impact.

Fix it: Lead with the problem and solution. Mention your organization’s credentials briefly to establish credibility, but keep the focus on what you’ll accomplish with this funding.

Mistake 3: Exceeding One Page

A two-page cover letter signals that you either don’t understand professional norms or can’t communicate concisely—neither quality inspires confidence in funders.

Fix it: Commit to one page, even if it requires painful cuts. Everything you remove from the cover letter can still be in your full proposal. The cover letter is a summary, not a comprehensive document.

Mistake 4: Using Passive Voice and Weak Language

Passive construction and tentative language undermine your credibility: “It is hoped that this program will serve approximately 50 families” sounds uncertain and uncommitted.

Fix it: Use active voice and confident language: “This program will serve 50 families, providing them with…” Own your expertise and your results.

Mistake 5: Failing to Specify the Funding Request

Some cover letters dance around the actual amount being requested or bury it in the middle of the letter. This frustrates funders who need this information immediately.

Fix it: State your specific funding request in the first paragraph: “We request $50,000 from [Foundation] to…” Be precise and clear.

Mistake 6: Including Too Much Detail

Cover letters that try to explain every aspect of a program become dense and overwhelming. Remember: the funder will read your full proposal for details.

Fix it: Summarize. Provide enough detail to understand what you’ll do, but save the comprehensive explanation for your proposal narrative.

Mistake 7: Neglecting to Connect to Funder Priorities

Many cover letters describe wonderful programs but fail to explain why this particular funder should support them. The connection isn’t always obvious, even when it exists.

Fix it: Explicitly state how your project aligns with the funder’s mission and priorities. Use their language where appropriate and reference specific funding interests they’ve published.

Mistake 8: Typos and Errors

Nothing kills credibility faster than misspelling the funder’s name, using the wrong program officer’s name, or having obvious typos in your letter.

Fix it: Proofread multiple times. Have someone else review it. Double-check all names, titles, and organization names. If you’re adapting a previous letter, search for the old funder’s name to ensure you’ve changed every instance.

Mistake 9: Sounding Desperate or Entitled

Language that suggests you’re barely surviving (“Without this funding, we’ll have to close our doors”) or that you deserve funding (“As you know, our important work should be supported”) alienates funders.

Fix it: Project stability and confidence. Funders want to invest in organizations that are viable and effective, not rescue those that are failing. Show gratitude, not entitlement.

Mistake 10: Forgetting to Invite Follow-Up

Some cover letters read like closed documents with no clear next steps or invitation for further conversation.

Fix it: Close by welcoming questions and indicating your availability for follow-up. Make it easy for interested funders to reach you.

Tailoring Your Cover Letter to Different Funder Types

Different types of funders have different expectations and priorities. Adapt your cover letter accordingly.

Family Foundations

Family foundations often operate more personally and may have specific programmatic interests rooted in the founding family’s experiences or values.

Tailor by:

• Researching the founding family’s story and interests
• Using a slightly warmer, more personal tone
• Highlighting community connections and relationships
• Emphasizing long-term impact and sustainability
• Including stories and human elements alongside data

Corporate Funders

Corporate funders typically prioritize projects that align with their business interests, engage their employees, or enhance their reputation in communities where they operate.

Tailor by:

• Emphasizing employee engagement opportunities
• Highlighting workforce development benefits
• Using business language (ROI, metrics, outcomes)
• Connecting to their corporate social responsibility priorities
• Showing how the partnership enhances their brand
• Mentioning opportunities for visibility and recognition

Large National Foundations

National foundations usually have formal application processes, specific funding priorities, and professional program officers who evaluate numerous proposals.

Tailor by:

• Using more formal, professional language
• Referencing specific funding initiatives or program areas
• Including concrete data and evidence
• Demonstrating how your project fits their strategic priorities
• Showing awareness of their grantmaking approach
• Being precise about evaluation methods and outcomes

Government Agencies

Government grants require the most formal approach and strict adherence to application requirements.

Tailor by:

• Using highly formal, professional language
• Including required reference numbers and program citations
• Demonstrating understanding of regulations and compliance
• Emphasizing accountability and evaluation
• Showing fiscal responsibility and management capacity
• Following formatting requirements precisely

Community Foundations

Community foundations focus on local impact and often prioritize organizations with deep community connections.

Tailor by:

• Emphasizing local knowledge and community relationships
• Highlighting collaborations with other local organizations
• Showing understanding of specific community needs
• Including voices of community members
• Demonstrating long-term commitment to the community

Advanced Tips for Cover Letters That Win Funding

Take your cover letters from good to excellent with these advanced strategies.

Show, Don’t Just Tell

Replace general claims with specific evidence. Instead of “We are the leading provider of services,” write “Last year, we served 60% of all homeless youth in our county—more than the next three organizations combined.”

Use Strategic Statistics

Include 2-3 powerful statistics in your letter, but choose them strategically:

• One statistic about the problem or need
• One statistic demonstrating your organizational effectiveness
• One statistic showing the proposed project’s impact or reach

More numbers than this become overwhelming and hard to remember.

Name-Drop Thoughtfully

If you have impressive partnerships, funders, or endorsements, mention them briefly. “In partnership with Stanford University” or “With support from the Gates Foundation” adds credibility. But avoid sounding like you’re bragging—state these facts matter-of-factly as evidence of your organizational strength.

Connect Emotionally and Rationally

The best cover letters balance head and heart. Use data and evidence to appeal to rational decision-making, but also include language that connects emotionally to the mission. Find the middle ground between a dry recitation of facts and an overly emotional appeal.

Demonstrate Urgency Without Desperation

Show why now is the right time for this project—perhaps there’s a policy window, a community crisis, or an expansion opportunity. But frame urgency around opportunity and impact, not organizational survival.

End with Momentum

Your closing paragraph should leave the reader wanting to learn more. Instead of just thanking them, express enthusiasm for the potential partnership and confidence in your ability to deliver results.

Consider Your Letter’s Visual Appeal

While content is king, formatting matters. Break up text with paragraph spacing, use bold sparingly for the most important points (like the funding amount), and ensure adequate white space. A letter that looks dense and packed is less inviting to read than one with visual breathing room.

Final Checklist: Before You Submit Your Cover Letter

Use this checklist to ensure your cover letter is ready for submission:

Content:

• States specific funding amount in first paragraph
• Opens with impact, not bureaucracy
• Establishes organizational credibility clearly
• Describes the project concisely
• Includes evidence of effectiveness
• Connects explicitly to funder’s priorities
• Fits on one page
• Uses active voice throughout
• Closes with clear next steps

Accuracy:

• Funder’s name spelled correctly throughout
• Correct contact person’s name and title
• Current date
• Accurate funding amount
• All statistics verified
• Contact information current

Format:

• Professional font and sizing
• Appropriate margins
• Single-spaced with double spacing between paragraphs
• Logo included (if using)
• Signed by appropriate person
• No typos or grammatical errors
• Proper letter format (header, salutation, closing)

Alignment:

• Addresses funder’s stated priorities
• Uses appropriate tone for funder type
• References specific funding opportunity (if applicable)
• Follows any specific funder guidelines for cover letters

Your Next Steps: Putting This Into Practice

You now have the knowledge, examples, and framework to write compelling grant proposal cover letters that open doors to funding. Here’s how to put this into practice:

Start with your next proposal. Take the cover letter you’re currently writing and revise it using the strategies in this guide. Apply the structure, strengthen your opening, and ensure you’re connecting clearly to the funder’s priorities.

Build a swipe file. Save examples of effective cover letters (including the ones in this article) in a folder you can reference when writing new proposals. Over time, add your own successful letters to this file.

Create a template—but customize always. Develop a basic template with your organization’s standard information, but commit to customizing at least 70% of every letter you send. The opening, the project description, and the funder connection should always be unique.

Get feedback. Before submitting important proposals, have colleagues review your cover letter. Fresh eyes catch problems you’ve missed and can suggest improvements.

Track what works. Keep notes on which cover letter approaches lead to successful grants. Over time, you’ll develop insight into what resonates with different types of funders.

Practice concision. Challenge yourself to write tighter, clearer letters with each proposal. Can you say it in fewer words? Can you make your point more directly? This skill improves with deliberate practice.

Remember: your cover letter is not just a formality—it’s a strategic opportunity to frame your proposal, establish credibility, and create enthusiasm for your work. Invest the time to write it well, and you’ll see better results from your grant seeking efforts.

The difference between funded and unfunded proposals often comes down to details—and your cover letter is one of the most important details you control. Make it count.

Now go write a cover letter that wins funding for your mission. Your community is counting on you.