A Letter of Intent (LOI) is a brief preliminary document that nonprofit organizations submit to potential funders to introduce a project or program before being invited to submit a full grant proposal. It serves as a screening tool for foundations and other grantmakers to determine whether a project aligns with their funding priorities and merits further consideration.
Purpose and Function
Letters of Intent help streamline the grant application process for both nonprofits and funders. For organizations, they require less time and resources than full proposals while still allowing them to present their case. For funders, LOIs provide a manageable way to review numerous requests and select the most promising ones for full proposal consideration.
Typical Structure and Components
Header Information
The LOI should include your organization’s letterhead, contact information, date, and the funder’s complete address. Include a clear subject line indicating this is a Letter of Intent and briefly stating your project focus.
Opening Paragraph
Begin with a compelling hook that immediately captures the reader’s attention while introducing your organization and the specific problem you’re addressing. State your funding request amount upfront.
Organizational Background
Provide a brief overview of your nonprofit’s mission, history, and relevant experience. Highlight key accomplishments and demonstrate your credibility to execute the proposed project.
Statement of Need
Concisely describe the problem or opportunity your project will address. Include relevant statistics or data that underscore the urgency and importance of this need in your community.
Project Description
Outline your proposed solution, including key activities, target population, and expected outcomes. Be specific about what you plan to accomplish and how it aligns with the funder’s interests.
Budget Summary
Provide a high-level budget overview showing the total project cost and how the grant request fits within the overall funding strategy.
Closing
Conclude with a strong statement about the potential impact of the project and express enthusiasm for the opportunity to submit a full proposal.
Sample Letter of Intent
Green Valley Community Center
123 Main Street Green Valley, CA 90210
(555) 123-4567
[email protected]
March 15, 2025
Ms. Sarah Johnson, Program Director
Community Health Foundation
456 Oak Avenue Los Angeles, CA 90028
Re: Letter of Intent – Healthy Families Mobile Clinic Initiative
Dear Ms. Johnson,
Every month, over 300 families in Green Valley’s underserved neighborhoods go without basic healthcare services due to transportation barriers and lack of accessible clinics. Green Valley Community Center requests $75,000 from the Community Health Foundation to launch the Healthy Families Mobile Clinic Initiative, bringing comprehensive healthcare directly to families who need it most.
Green Valley Community Center has served our community for 15 years, providing social services, educational programs, and community support to over 2,000 residents annually. Our organization has successfully managed grants exceeding ,000 and maintains strong partnerships with local healthcare providers, schools, and social service agencies. Our track record includes the award-winning Senior Wellness Program, which improved health outcomes for 85% of participants over three years.
Despite our community’s proximity to urban centers, 40% of Green Valley residents lack reliable transportation to medical facilities. Recent community health assessments reveal that 65% of families postpone necessary medical care due to access barriers, leading to increased emergency room visits and preventable health complications. Children in our service area show vaccination rates 20% below state averages, and chronic conditions like diabetes and hypertension often go undiagnosed until they become serious.
The Healthy Families Mobile Clinic Initiative will deploy a fully equipped medical van to provide primary care, preventive services, and health education to 500 families over 18 months. Operating three days per week at strategic community locations including schools, apartment complexes, and community centers, the mobile clinic will offer services including routine check-ups, immunizations, chronic disease management, and health screenings. Our partnership with Valley Medical Group ensures licensed healthcare providers staff the clinic, while our bilingual community health workers provide cultural competency and ongoing support.
The total project budget of ,000 includes vehicle lease and equipment (,000), staff costs (,000), medical supplies (,000), and program evaluation (,000). The requested ,000 from Community Health Foundation represents 60% of the total budget, with matching funds secured from city grants and private donations. This investment will provide sustainable healthcare access, reducing emergency room visits by an estimated 30% and improving overall community health outcomes.
The Healthy Families Mobile Clinic Initiative directly aligns with the Community Health Foundation’s commitment to eliminating healthcare disparities and improving access for underserved populations. We are excited about the opportunity to partner with your foundation in addressing this critical community need and would welcome the chance to submit a full proposal detailing our comprehensive implementation and evaluation plans.
Thank you for considering our request. I look forward to hearing from you and am available to discuss this initiative further at your convenience.
Sincerely,
Maria Rodriguez
Executive Director
Green Valley Community Center
(555) 123-4567
[email protected]
Key Elements Demonstrated
This sample LOI effectively incorporates several critical elements. It opens with a compelling statistic that immediately establishes the problem’s scope and introduces the solution. The organizational background section builds credibility by highlighting relevant experience and successful track record. The statement of need uses specific data to demonstrate urgency while the project description clearly outlines the proposed approach and expected outcomes.
Best Practices for LOI Writing
Brevity and Focus
Most LOIs should be 1-3 pages maximum. Every sentence should serve a purpose, and unnecessary details should be saved for the full proposal stage.
Alignment with Funder Priorities
Research the foundation’s giving history and stated priorities. Explicitly connect your project to their interests using their own language and terminology where appropriate.
Compelling Data
Use statistics and evidence to support your case, but avoid overwhelming the reader with too many numbers. Choose the most impactful data points that clearly demonstrate need and potential impact.
Professional Presentation
Ensure the document is well-formatted, error-free, and professionally presented. First impressions matter significantly in competitive funding environments.
Clear Call to Action
End with a specific request for the opportunity to submit a full proposal, demonstrating your understanding of the LOI’s purpose in the overall grant process.
Common Mistakes to Avoid
Many organizations make the error of treating LOIs as informal communications rather than important first impressions. Others fail to adequately research the funder, resulting in generic letters that don’t demonstrate alignment with specific priorities. Some LOIs become too detailed, essentially becoming abbreviated full proposals that defeat the purpose of the preliminary screening process.
A well-crafted Letter of Intent opens doors to funding opportunities by presenting your organization and project in the most compelling, professional manner possible while respecting both your time and the funder’s review process.
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