Introductory Letter
Here is where you identify the foundation, your knowledge of the foundation, your need, what purpose your project serves, and why this foundation should be interested in assisting your project. Consider this letter a five minute elevator speech. Essentially each project worker and volunteer should be capable and ready to discuss the overall project strategy in a succinct and clear manner (i.e. in an unprepared, five minute discussion). This letter is the written version of the 5 minute speech.
Foundation Address
Date, Month, Year
Dear Board of the XXX Foundation,
Paragraph 1:
Introduce your organisation, the name and purpose of the specific project. Here you need to describe in one or two sentences what type of resources you are seeking and how they will be used.
Paragraph 2:
Here you need to more fully discuss the objectives of the specific project and how the project will be implemented. This paragraph needs to give a more detailed description of the objectives than the first paragraph. You do not need to describe each element of the project or method. Remember, you want “the thousand foot viewpoint”. You want to offer a generalised understanding of project and method without dulling the reader. You will be going into more detail in the actual application.
Paragraph 3:
Here you need to show how the organisation’s funds will work with other fundraising attempts and other methods to insure sustainability. Here you explain in more detail than in your first paragraph how the organisation’s funds will be used. Specify that the funds are necessary to the development of the organisation, or for the continuation of specific goals and mission. Be sure to explain, however, that the grant is not the only resource and that your organisation is prepared by seeking funds from other institutions. Also be sure to demonstrate that your organisation will not always be dependent upon grants and that your organisation will be able to create an organisation that is sustainable. No institution wants to give money to people incapable of managing it.
Paragraph 4:
This is your concluding paragraph. Describe what other application materials will follow. You want to conclude the paragraph by offering your contact information and informing the foundation when you plan to contact them. Be confident about your grant application and the proposed project.
Good Luck!
