How to Write the Cover Letter

Typical Cover Letter Components

• Date
• Full contact details and title information for the letter’s addressee
• Formal salutation to a specific contact (“Dear Joe Smith,” not “To whom it may concern”)
• Statement of why the project and funder are a good match
• Reference to any personal or professional connections with the funder
• Organization description, including founding date, tax-exempt status, and other applicable details
• Project summary, with a few telling statistics or bits of research to back up the description of need
• Requested amount and discussion of how the contribution would make a difference
• Contact person at your organization if other than the executive director
• Signature of your organization’s executive director
• A standard closing, such as “Sincerely”

Cover Letter Tips

• Make a match: Use the cover letter to tell funders exactly why your project fits within their giving mandates.
• Spice up your language: Keep your tone professional, but don’t be afraid to write persuasively. Use vivid language and examples to make your points.
• Write it last: Don’t write the cover letter until after you’ve completed all of the other aspects of your proposal. Wait a couple days so that you can approach this heartfelt letter with fresh perspective.
• Repeat key information: Some foundations remove the cover letter and appendix during the application review process. Make sure that any essential proposal details, such as the amount of funds requested, are mentioned within the main body of the proposal as well.