Funders receive hundreds of letters of inquiry every year. Most are read in under two minutes. Within those two minutes, the reader decides: invite to a full proposal, or politely decline.
If you want to know how to write a letter of inquiry for a grant that survives that first read, this post is for you. A good letter is short, specific and honest. It does not try to tell your whole story. It earns the next conversation.
How to write a letter of inquiry for a grant: what it is
A letter of inquiry, or LOI, is a brief introduction sent to a funder before a full proposal. It usually runs one to two pages. Its job is to show that your idea fits the funder’s priorities and that your organisation can deliver.
Many foundations use LOIs to filter. They save time for both sides. If the funder likes the letter, they invite a full application. If not, you have not spent weeks on a proposal that was never going to succeed.
Do your homework first
The best letter in the world fails if you send it to the wrong funder. Before you write, check four things.
- Priorities: Does your work match the funder’s stated focus?
- Geography: Do they fund in your country or region?
- Size: Is your request within their typical grant range?
- Eligibility: Do they fund organisations of your type and size?
Read their recent grants. Read their annual report. Note the language they use. If possible, speak to a programme officer before submitting. A short call can save you a wasted effort.
The structure of a strong letter
Use this layout. Keep each part tight.
1. Opening: who you are and what you ask
State your organisation, the project, and the amount in the first paragraph. Do not hide the request. ‘Rise Women Initiative requests N45 million over two years to train 600 rural women in climate smart farming in Enugu State.’
2. The problem or need
In one short paragraph, describe the need with one or two solid facts. Use local data. Avoid general claims. ‘Seventy percent of women farmers in the region lack access to improved seed or training’ beats ‘Women farmers face many challenges.’
3. Your solution
Explain what you will do, for whom, and how. Keep it concrete. Name the activities, the number of people reached, and the timeline. Show why your approach is credible. Link it to evidence or your own track record.
4. Results
State what will change. Give two or three measurable outcomes. ‘By month 24, 400 women will increase yields by at least 30 percent.’ Funders want to see that you think in results, not activities.
5. Your organisation
Briefly show why you are the right team. Mention your years of experience, past results, key staff and partners. One or two achievements with numbers will do.
6. Budget and other funding
Give the total budget and the amount requested. If other funders are contributing, say so. Funders like to see co investment.
7. Close
Thank them. Offer to send more information. Give a clear contact.
Write for a busy reader
Short sentences. Plain language. No jargon. Avoid phrases like ‘holistic approach’ or ‘leveraging synergies.’ They say nothing.
Lead with your strongest point. Use numbers. Use one short story if it helps, but keep it under three sentences. Put the key information where an eye skimming the page will find it.
Remember the reader may have fifty letters to review in a week. Make theirs easy.
Follow the funder’s instructions exactly
Some funders specify word limits, formats and portals. Follow them to the letter. Ignoring instructions signals that you will ignore reporting requirements too. If they ask for one page, send one page. If they ask for a PDF, send a PDF.
Common mistakes
- Sending a generic letter to many funders. Customise each one.
- Writing too much. Two pages is a ceiling, not a target.
- Vague outcomes. Say what will change and by how much.
- Talking only about your needs. Funders fund results, not organisational survival.
- Typos and errors. They suggest carelessness.
- No clear ask. State the amount and purpose early.
After you send
Wait for the timeline they gave. If none was stated, follow up politely after four to six weeks. If you receive a decline, ask for brief feedback. Many programme officers will give it, and it makes the next letter stronger.
If you receive an invitation, move fast. Prepare your full proposal, budget and supporting documents. A funder who invites you wants to say yes. Make it easy.
Where to find funders to send it to
Start with funders already active in your country. Check the grants databases of large foundations, the websites of embassies and bilateral agencies, and the partner lists of organisations like yours. Look at who funds your peers and ask them how they were introduced. Build a short list of ten funders, rank them by fit, and send your best tailored letters to the top three first. Quality of match beats volume of letters every time.
A quick checklist before you hit send
- Does the letter fit the funder’s priorities?
- Is the request clear in the first paragraph?
- Is the problem backed by real data?
- Are outcomes measurable?
- Is it within the length limit?
- Has someone outside your team read it?
If every answer is yes, you are ready.
Writing a letter of inquiry is a skill. The more you practise, the better your hit rate. If you want expert help shaping your letter, finding the right funders or building a full proposal, see the services page or contact me and let us look at your next opportunity together.