How to Include and Use Letters of Support Effectively in Grant Proposals
Let your letters of support speak for you...
Writing a winning grant proposal is like putting together a puzzle; every piece has its place, and letters of support can be the final puzzle piece that seals the deal. Think of them as your proposal’s cheerleaders, giving funders confidence that your project is not only a good idea on paper, but also something others are genuinely backing with enthusiasm.
What Are Letters of Support, and Why Do They Matter?
A letter of support is a formal endorsement from an external party that vouches for your project. These letters can come from community leaders, partner organizations, government officials, or other stakeholders who believe in your mission and can lend credibility to your cause.
Imagine pitching your proposal and then having an influential voice say, "Hey, this project is solid, and we’re standing behind it!" That’s the power of a well-crafted letter of support.
In this guide, we’ll break down the why, who, and how of using letters of support to maximize your grant proposal’s chances of success.
We’ll also provide tips on selecting the right supporters, what to include in these letters, and where to place them in your proposal for maximum impact.
Why Letters of Support Matter
If you're wondering why letters of support are such a big deal, here's the lowdown. Funders love to see collaboration and community involvement in your project.
Letters of support show that your initiative is not operating in a vacuum—people on the ground are rallying behind you. They validate your project’s importance and reinforce the idea that you're not just asking for money to help yourself but to bring about broader social impact.
These letters show that others have skin in the game. It tells the funder, "Hey, they’re legit! Look at all the people who support them." And, in the competitive world of grants, having influential people or organizations backing you can be the difference between a rejection letter and a fat grant check.
How to Select Supporters for Your Letters
Not all letters of support are created equal. Having a heartfelt letter from your mom (we love moms!) may tug at the heartstrings, but it probably won’t get you the grant. You need the right supporters—people and organizations whose involvement holds weight in the eyes of the funder.
Here’s how to choose your dream team of letter writers:
1. Partners and Collaborators
If you’re collaborating with other nonprofits, schools, or community organizations, this is the perfect place to start. Funders want to know you’ve got the right partners to help you deliver on your promises. Letters from key collaborators can outline their role in your project and express their enthusiasm about your joint efforts.
2. Community Leaders and Influencers
Think of leaders who are respected and have influence within the community or your sector. This could be local politicians, business leaders, or well-known experts in your field. Their support carries weight and gives your project credibility.
3. Beneficiaries
Who better to advocate for your project than the very people who will benefit from it? Including a letter from someone in the community who will directly benefit from your project can bring a personal, emotional element to your proposal.
4. Funders and Donors
Yes, some of your existing funders may be willing to support your new grant application. If you have an ongoing relationship with other grant-making bodies or private donors, ask them for a letter of support detailing why they continue to fund your work.
5. Experts and Academics
If your project involves a specialized field like public health or education, having endorsements from experts can underscore the feasibility and necessity of your approach. For instance, a professor of urban planning supporting your city development project could lend significant authority to your proposal.
What to Include in Letters of Support
Great letters of support are more than just “I like this project.” They should be specific, concise, and highlight why the funder should care.
Here’s what to include:
1. Introduction: Who is the Letter Writer?
The letter should start with a brief introduction of the person or organization writing it. This sets the stage by explaining why their opinion matters. A statement like, “As the Director of XYZ Community Organization with 20 years of experience working on similar projects…” immediately adds credibility.
2. Relationship to the Applicant
The writer should explain their relationship to your organization and project. For example, are they a collaborator, a supporter, or a funder? This part helps frame their perspective on your work.
3. Why They Support the Project
This is the meat of the letter. The writer should explain why they believe in your project, how it aligns with broader community or sector goals, and why they think it will be successful. Specific examples of how your project can make a difference, particularly if they’ve witnessed your past work firsthand, can be incredibly persuasive.
4. Their Involvement or Commitment
Letters that include specifics about how the supporter is involved with your project are more powerful. If they’re contributing resources, funding, or technical expertise, they should spell that out. For instance, “Our organization has committed $10,000 in in-kind services to this project” goes a long way in demonstrating that you have solid backing.
5. Call to Action
The letter should conclude with a strong recommendation. The writer should affirm that they believe the project deserves to be funded and express their excitement about its potential impact. Phrases like, “I wholeheartedly support this proposal and urge you to consider it for funding” help create a sense of urgency and importance.
Placement: Where to Include Letters of Support in Your Proposal
You’ve got your golden letters, now where do you put them? Placement matters, and here’s the best strategy for maximum impact:
1. Appendix
Most funders will expect letters of support to be included in the appendix of the proposal. The appendix is typically where additional documents are stored, and it’s a great place to keep the letters of support neatly tucked away while still accessible.
2. Reference Them in the Narrative
Even though the letters themselves belong in the appendix, reference them in the main narrative of your proposal. For example, when discussing collaboration, you might say something like, “We have partnered with XYZ Organization to provide resources, as outlined in their letter of support (see Appendix A).” This shows the funder that you’re not just making claims—you have the proof to back it up!
3. Executive Summary (Brief Mention)
While you don’t need to include full letters in your executive summary, a brief mention of your key supporters can be a great way to add some early credibility to your proposal. For instance, “This project is supported by key partners, including ABC Corporation and DEF Nonprofit, who have committed in-kind contributions.”
Bonus Tips for Success
Let’s make sure your letters of support hit it out of the park:
Give Your Supporters Ample Time
Don’t ask for letters at the last minute. Your supporters are likely busy, and you want to give them enough time to craft something thoughtful. Aim for at least two weeks’ notice.Provide Guidance or a Template
Some supporters may not know exactly what to include. It’s okay to offer a template or bullet points to guide them. This will help ensure that they cover all the important points without wandering off-topic.Use Multiple Perspectives
Diversity in your letters is key. A letter from a community leader combined with one from a direct beneficiary and another from a project partner gives the funder multiple perspectives on why your project matters.Follow Submission Guidelines
Always check the funder’s guidelines. Some funders may have specific requirements for letters of support, such as the number of letters or specific content to include. Make sure you follow these rules to the letter (pun intended).
Conclusion:
Letters of support can be the silent champions of your grant proposal. They back up your claims, provide credibility, and show that others believe in your vision. By selecting the right supporters, including the key elements of a great letter, and placing them strategically in your proposal, you’ll create a grant proposal that stands out and has a better chance of winning that coveted funding.
Now that you know how powerful letters of support can be, it’s time to take your grant writing to the next level. Whether you’re looking to boost your nonprofit’s funding chances or refine your grant proposal, Grant Writing Academy is here to help! We offer personalized, hands-on services to guide you through the entire grant process—from crafting compelling proposals to securing the support you need.
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