Proposal Cover Letter

A proposal cover letter is a one-page message to a potential donor quickly introduces your organization and proposal. Including a cover letter with a proposal is usually optional, but can add a nice personal touch and brings context to the proposal.

Cover letters are separate from the proposal, and so is distinct from the cover page and executive summary. A cover letter is an accompanying letter that serves as the introduction to your full proposal. The cover letter looks similar to a letter of inquiry, but a LoI is sent independently of a proposal while the cover letter is always paired with a proposal.

The cover letter format may change depending on the way the proposal is submitted. If the proposal is submitted physically by mail or in person, the cover letter should be placed on top of the printed proposal, but should not be stapled or bound to the proposal. If the proposal is submitted by email, the cover letter should be included as the body of the email, not as an attachment. All the typical rules for contacting a donor also apply to cover letters.

Purpose of a Cover Letter

Often a cover letter is the first contact with a prospective donor. The basic purpose of a cover letter is to convince the donor to read your proposal. The cover letter is often the basis for either consideration or rejection of a proposal. The cover letter is to introduce you and your project to the donor and draw their attention to your proposal. A cover letter can also provide administrative details useful to donors, such as which fund or portfolio the proposal should be considered under, who should review the proposal, etc. A cover letter should also be used to try and establish a connection with the donor – either by mentioning past grants and meetings, or just by proving you have researched the donor and taken their priorities into consideration for this proposal.

If you are submitting an unsolicited application, it is highly recommended to include a very good cover letter.

A well-written letter can entice the donor to read your proposal with greater interest and will improve your chances of winning the grant.

What Content to Include in Your Cover Letter

A cover letter typically contains 3 – 4 paragraphs, no longer than one page,  in letter format.

Paragraph 1 should contain general overview information:

  • Greeting
  • Project title
  • NGO name
  • Grant request amount
  • Relevant fund/portfolio

Paragraph 2 should contain, if applicable, any relationship with the donor:

  • Past grants received
  • Past conferences or networking sessions attended together
  • Other relationships
  • If there is no relationship yet, then explain why the donor should be interested in the project based on their stated priorities.

Paragraph 3 should summarize the impact of the project:

Paragraph 4 should conclude with a request to contact:

  • Full name of contact person (if project contact is different from the letter’s signer)
  • Email of the contact person
  • Phone number of a contact person
  • Thank you to a donor for their time
  • Sign off

Typically, it should be the NGO’s executive director who signs off the letter. If the letter is printed or sent as a document, remember to include the executive director’s signature and printed name and title.

To summarize, the proposal cover letter should:

  • a brief explanation of the project and organization
  • refer to past contact and funding (if any)
  • indicate the size of the project and the budget
  • state why you are approaching this donor
  • describe the contents of the attached full proposal
  • provide contact information

Here is a sample proposal cover letter as well as a cover letter template to download for your own use.


About the author

Alta Alonzi

Alta Alonzi is a writer and researcher focusing on international development funding and grassroots NGOs. She works with the fundraising consulting company Philantropia conducting research for clients ranging from small NGOs to UN organizations. She also works closely with FundsforNGOs running training webinars, contributing resource guides, and updating the Premium donor database.

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Yakub Ali
5 years ago

Dear friends As You know Somalia When the Destroyed Central Government up to moment Our People are Poor every site of Life so we are requesting You this Proposal Best regards Mr Yakub

Abdi
Abdi
5 years ago
Reply to  Yakub Ali

Yakub Ali – are you with me?

Tamiru Gabusho
Tamiru Gabusho
2 years ago
Reply to  Abdi

yes

Tamiru Gabusho
Tamiru Gabusho
3 years ago
Reply to  Yakub Ali

hi dears!

Mogga Charles
Mogga Charles
5 years ago

Dear author
Am glad for your guidance could kindly send me a template of the cover letter for proposal to my email
Thanks

Abel
Abel
5 years ago
Reply to  Mogga Charles

Need the cover letter template sent to my email

Priti Thapa
Admin
5 years ago
Reply to  Abel

Dear Abel you can easily download it from the article here.

Rajesh
Rajesh
5 years ago
Reply to  Priti Thapa

Dear Priti Ji, i am interested to learn about how to write a good proposal. I regularly explore to this web page and resources to know more about… could you suggest if any training is provided by the organization?

Priti Thapa
Admin
5 years ago
Reply to  Rajesh

Dear Rajesh ji: The writing of a winning proposal workshop scheduled for 6-7 March is full. But we do have the next training on the pipeline. Do subscribe and stay updated.

Tamiru Gabusho
Tamiru Gabusho
2 years ago
Reply to  Mogga Charles

yes

Noverty
Noverty
5 years ago

Dear Writer,
Can you send me a template of concept note for NGO?
Also, can I know the procedures of purchasing some NGOs’ materials?

Priti Thapa
Admin
5 years ago
Reply to  Noverty

Dear Noverty:

Check out our list of samples here.

Margaret Pacho
5 years ago

Wahoo this is amazing to discover that covered letter
Have been sending proposal with very minimal information
Thank you for kind elaboration

Mumba Willombe -Sata
5 years ago

Thisbis fantastiv guidance. I have always wanted to have that cover letter include import ant facts but always feels something is missing somewhere. Thanks very much indeed

Patrick Ssemakula
5 years ago

Thank you Alta. This information benefits us a lot in Africa

zukile malusi
5 years ago

thanks for this greatful information
can you send me the sample letter to my email

Priti Thapa
Admin
5 years ago
Reply to  zukile malusi

Dear Zukile:
You can find a sample cover letter here

Dennis Nnyondo
5 years ago

Dear Author,
I am indeed overwhelmed with joy for the professional guidance you have exhibited to facilitate those who would be applying for grants.

You have made an eye opener to those who have not been well conversant of writing a cover letter.

Sincerely Yours,

Denis Nnyondo

Philip S. Conteh
Philip S. Conteh
5 years ago

Dear Author,
This is fantastic and well educating atricle that really guide us that intending to apply for the grants.

Hope this is the tools that will be used to evaluate the grants applications.

Best regards,
Philip Salifu Conteh.

Joseph Ungom
Joseph Ungom
5 years ago

Hello Sir/Madam, I,m indeed happy with your guidance on proposal related matters and cover letter. it will be so appreciated if your esteem could send me the concept note tamplate in my inbox and thanks .Joseph Ungom

Priti Thapa
Admin
5 years ago
Reply to  Joseph Ungom

Dear Joseph: I am glad that the article is helpful to you. You can download the sample concept note here.

Marko Madut Wol
5 years ago

The government of South Sudan has made significant strides in promoting gender equity and equality but we still have gender issues that affect their full participation in decision-making especially in rural areas. This presents both challenges and opportunities for women empowerment; NBeG Women’s Network sees more opportunities than challenges throughout this journey. CADS has been working with it Hope of Women Association (HWA) and partners throughout Northern Bahr el ghazel to promote socio-economic welfare of women. CADS will build the tremendous achievements registered in this new strategic plan to enhance its effort’s in socio-economic empowerment of women through the following… Read more »

Kasahun Dibaba
Kasahun Dibaba
5 years ago

dear Alta: am very glad and eager to gate this wonderful information in order to mobilize sufficient resources for my beneficiaries and i need to gate your help. please would able to send me a sample of cover letter that able to best attract donors please?

Priti Thapa
Admin
5 years ago
Reply to  Kasahun Dibaba

Dear Kasahun:
You can find a sample cover letter here

Asiimwe james
Asiimwe james
5 years ago

For my organization not funded what the easy way of getting donations for first time ?

Priti Thapa
Admin
5 years ago
Reply to  Asiimwe james

Dear Assiimwe:
I am glad that the article is helpful for you. Unfortunately we do not offer referral services, but I recommend you check the following links for funding opportunities https://www.fundsforngos.org

Gebeyehu
5 years ago

It is an interesting and valuable sample as being to be a winner of a project, so would you send to me the proposal cover letter sample through my email.

Priti Thapa
Admin
5 years ago
Reply to  Gebeyehu

Dear Gebeyehu:
You can find the sample cover letter here

Stephen Wazeh Atanga
Stephen Wazeh Atanga
5 years ago

Dear Alta,

Your guidance will be very helpful to me. Hope using these skills will permit me to raise more funding for our local NGO, “Pathways for Women’s Empowerment and Development” (PaWED).

Thanks.

Alek Garang Atem
Alek Garang Atem
5 years ago

Dear Author,
This is indeed very fascinating! Can I kindly have a template of the cover letter in my email.
Thank you
Alek Garang
South Sudan 🇸🇸

Priti Thapa
Admin
5 years ago

Dear Alek: you can easily download it from the article here.

ADAMOLEKUN EBENEZER
5 years ago

I quite appreciate this gesture,but i would not mind if you can send samples of these cover letter and the template to mu e.mail. ebenremjeje2015@gmail.com. Thanks.

Priti Thapa
Admin
5 years ago

Dear Adamolekun: you can easily download it from the article here.

Olumuyiwa Olubayo
Olumuyiwa Olubayo
5 years ago

Thanks for the idea shared. This is powerful. I would like to have one of the templates of your proposal cover letter. Thanks in anticipation

Ayenyo Mary
5 years ago

Quite helpful, thank you for the effort.

Lincoln Villanueva
Lincoln Villanueva
5 years ago

Excelent guidelines to prepare a proposal cover letter. It really points out the main information this letter should contain. Thanks a lot indeed.

Mphoko
Mphoko
5 years ago

Thank you

Genet Tesfay
Genet Tesfay
5 years ago

Dear madam
I really appreciate your outstanding job. I am from Ethiopia one of developing countries where Gender issues are neglected. so, would you assist me to raise funds for gender equality.

Priti Thapa
Admin
5 years ago
Reply to  Genet Tesfay

Hello Genet: We are not a funding organization and do not provide grants. We are a social enterprise that provides a platform to connect you with expert advice on proposal writing to get your amazing projects funded.

Please check out the many resources available on our site. Hope this helps.

Thank you!

Felix Zara
Felix Zara
5 years ago

Thanks a lot Alta Alonzi,
Greetings from the Republic of South Sudan, Amadi State, Mundri County Western part of the Country. Could you please send me the details of the Project Proposal format.
Felix Zara

Priti Thapa
Admin
5 years ago
Reply to  Felix Zara

Dear Felix, we have a general proposal template here

Islamudin Farhank
5 years ago

Dear author,
Thank you for your guidance, could you please send me a template cover letter to my eamil? Thanks

Priti Thapa
Admin
5 years ago

Hello Islamudin: You can easily download the template from here

Gopabandhu seva parisad

Please send a cover page template

Elias
2 years ago

Hello
how are you all
It’s been very good and well to see there’s people lk you who cares for other people

Our organization is dealing with society in general, based on teenagers who are living in hard environment in a rules/urban areas

Proposals forNGOs
Proposals forNGOs
2 years ago
Reply to  Elias

Thank you!

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