How do you write a formal letter of proposal to a funding agency or donor?

2 Use a formal letter format and tone

A formal letter of proposal should follow a standard business letter format and tone. It should have a clear and concise layout, with proper salutation, introduction, body, conclusion, and signature. It should also use a formal and polite language, avoiding slang, jargon, or abbreviations. You should use a professional font, such as Times New Roman or Arial, and a standard size, such as 12-point. You should also proofread and edit your letter for any spelling, grammar, or punctuation errors.

3 Write a catchy introduction

The introduction of your letter is your first chance to capture the attention and interest of the agency or donor. It should briefly introduce yourself and your organization, state the purpose and main idea of your proposal, and explain why you are writing to them and how you learned about them. You should also include a hook or a statement that highlights the relevance, urgency, or uniqueness of your project. For example, you could use a statistic, a quote, a question, or a personal story that relates to your project.

5 Write a compelling conclusion

The conclusion of your letter is your last chance to persuade the agency or donor to support your proposal. It should summarize the main points and benefits of your project, restate your request for funding or collaboration, and express your gratitude and appreciation for their consideration. You should also include a call to action or a suggestion for the next steps, such as inviting them to contact you for more details, sending them your full proposal or portfolio, or requesting a meeting or a site visit.

6 Attach relevant documents

Depending on the requirements and preferences of the agency or donor, you may need to attach additional documents to your letter. This could include a cover page with your name, title, organization, contact information, and proposal summary; a table of contents with page numbers and headings; a full proposal with more details and appendices; a budget spreadsheet with itemized costs and sources of income; a work plan or a Gantt chart with tasks and deadlines; a resume or curriculum vitae with your qualifications and experience; a letter of support or endorsement from a partner or stakeholder; a certificate of registration or incorporation of your organization; and/or a sample of your previous work or portfolio of your achievements. It is essential to label and number these documents clearly, referring to them in your letter. Moreover, make sure that they are consistent, accurate, and updated.