Letter of inquiry template
A letter of inquiry has one job: to get you invited to submit a full proposal. It is not a short proposal, and treating it as one is the usual reason it fails. This template is five paragraphs on a single page, which is what most foundations ask for.
If the funder publishes an LOI format or a word limit, use theirs. Where they do not, this structure covers what a program officer is screening for, in the order they look for it.
The template
Paragraph 1: The ask
Amount, duration, and project, in the first sentence.
[Organization], a [brief descriptor] serving [population] in [place], requests [$amount] over [duration] to support [project name], which [what it does in one clause].Note. Lead with the number. Program officers screening a stack of letters need to know immediately whether you are in their range.
Paragraph 2: The need
Two or three sentences, with one local number.
[The specific condition in your community, with a cited local figure and its source.] [Who is affected and how.] [What currently exists and why it does not meet the need.]Note. One local statistic with a named source beats three national ones. The funder wants evidence you know your own community.
Paragraph 3: What you will do
Three or four sentences on the actual activity.
[The concrete activities, not the philosophy.] [Who delivers them and how often.] [The number of people served.] [The measurable outcome you expect, with a timeframe.]Note. Reviewers are checking whether this is a real plan or an aspiration. Numbers and frequencies signal the former.
Paragraph 4: Why your organization
Two or three sentences of relevant track record.
[Founded year and mission in one clause.] [The most relevant prior result, with numbers.] [Current budget size and any partners already committed.]Note. Relevance beats completeness. Cite the track record that maps onto this specific project.
Paragraph 5: The close
Two sentences. Connection and availability.
[One sentence connecting the project to a stated priority of the funder, referencing something specific they have funded or published.] I would welcome the opportunity to submit a full proposal and am glad to answer questions at [phone] or [email].Note. The connecting sentence is the one that most often decides whether the letter is a form letter. It requires reading the funder's recent grants list.
Why letters of inquiry get declined
The most common reason is length. An LOI that runs to three pages tells a program officer that you do not follow instructions, which is a fair predictor of how you will handle reporting requirements. Keep it to one page.
The second is the missing number. Letters that describe a project without naming an amount or a duration force the reader to guess whether you are even in range, and the guess is rarely resolved in your favor.
The third is the absent connection. A letter that could have been sent to any foundation usually was. One specific sentence referencing something the funder has actually done separates the letters that get invitations from the ones that do not.
Common questions
How long should a letter of inquiry be?
One page, unless the funder specifies otherwise. Length is the most common reason an LOI is set aside, because it suggests the applicant does not follow stated instructions.
What goes in a nonprofit letter of inquiry?
Five short paragraphs: the ask with amount and duration, the need with a local statistic, what you will do with numbers attached, why your organization is suited to it, and a close connecting the project to a stated funder priority.
Should I name a dollar amount in a letter of inquiry?
Yes, in the first sentence. Program officers screen for whether a request falls in their funding range, and a letter without an amount makes that impossible to determine.
What is the difference between an LOI and a full proposal?
An LOI is a one page screening document whose only purpose is to earn an invitation to apply. A full proposal is the eight to twelve page document with budget, evaluation plan, and attachments that follows an invitation.
How long does a funder take to respond to an LOI?
Commonly four to eight weeks, though it varies widely. Record the date you sent it and a date to follow up, since a significant share of letters never receive a response either way.
Can I send the same letter of inquiry to several funders?
The need and organizational paragraphs carry over. The amount and the closing sentence connecting to funder priorities must be rewritten each time, and that closing sentence is often what determines whether you are invited.