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MAEOPP EMERGING LEADERS INSTITUTE
RESOURCE MANUAL FOR NON-PROFIT ORGANIZATIONS |
Writing
a Preliminary Letter
When requesting funds from a foundation or corporation, the preliminary letter is the first chance an organization has to make an impression upon the potential donor. While the preliminary letter must be short, often just one page long, it needs to be complete. The following information should be included:
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A brief statement of the proposal |
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Reason for approaching the donor |
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Total dollar amount requested: total amount of project and a listing of other financial sources |
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Specific portion of the funding being requested |
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Applicant background with references |
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Summary statement asking for a follow-up appointment |
The letter should be printed on organization stationery, with letterhead that includes the names of those officially connected with the organization (officers) and the organization’s legal address and phone number. Include all necessary supporting documents with the letter. These should include:
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Statement of organization’s missions and standards |
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Assessment of value to the community |
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Clientele or audience |
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Budget for the preceding, current, and succeeding years, with audited financial statements |
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List of board members and salaried administration |
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Copies of IRS forms indicating tax exempt status |
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Other items as requested by the donor. (This means you will have to do your homework about the prospective donor foundation or company.) |
Information for this section comes from Grant Proposals that Succeeded, chapter titled “The Initial Approach to Private Foundations and Corporation: The Preliminary Letter” by Paul Hennessey. A sample letter is included at the end of this chapter.
Writing the Proposal
