How to Write a Grant Proposal Cover Letter That Stands Out
Last year, foundations faced intense competition, with 15.6% of nonprofits identifying it as a major challenge in the 2025 State of Grantseeking Report.
Your cover letter? That's your three-minute window before a program officer decides whether to keep reading or move on.
Most nonprofits treat their cover letter like an afterthought, a quick summary slapped on top of their grant proposal. Seasoned grant writers know better. Your cover letter is your nonprofit's handshake, your first impression, and sometimes the only thing a busy funder reads before making their initial yes-or-no decision.
Screenshot from The 2025 State of Grantseeking Report
What's a Cover Letter in Grant Writing and Its Purpose
A grant proposal cover letter is your nonprofit's introduction letter, a one-page document that tells funders who you are, what you need funding for, and why they should care. Simple as that. You're saying, "Here's our organization, here's our project, here's why it matches what you fund, and here's the specific support we need."
But the real purpose goes deeper. Your cover letter creates context before the funder digs into your 30-page proposal. It highlights the exact connection between their giving priorities and your project's impact. Program officers scan cover letters first to decide if the full proposal deserves their limited review time.
Is a Cover Letter Mandatory for Grant Proposals?
Some foundations require a cover letter, and not including one could lead to your proposal being rejected. For example, the Herbert Bearman Foundation lists it as part of their submission checklist. Government grants through Grants.gov typically don’t require cover letters, but they do allow attachments.
Many corporate giving programs and family foundations, on the other hand, don’t mention cover letters at all.
So, should you include one if it's optional?
Yes. Even when it’s optional, a cover letter can give you an advantage. When a program officer reviews multiple proposals, a strong cover letter helps them quickly understand your project’s fit and impact.
Key Elements of a Nonprofit Grant Proposal Cover Letter
All cover letters for grant proposals should have a few key components that funders expect to see. While organizations may accentuate different parts depending on their emphasis or association with the funder, the basic architecture almost always conforms to this outline.
Header (Contact Information): This includes your nonprofit’s letterhead, the date, and the funder’s contact details, along with their full title.
Salutation: A greeting, usually addressed to the person you’re writing to (e.g., "Dear Ms. Rodriguez") or, if you don’t have a name, "Dear Grant Review Committee."
Organizational Snapshot: A brief introduction to your nonprofit, explaining what you do, how long you’ve been operating, and a key achievement.
Project Overview: A short paragraph outlining the problem you're addressing, the solution you're offering, and who will benefit from the project.
Funding Request: The specific amount you're asking for and how it will be used (e.g., "$75,000 for our mobile health clinic").
Expected Outcomes: A quick summary of what you expect to achieve, like "500 seniors receiving health screenings."
Closing Statement and Gratitude: A heartfelt thank you for their time and consideration, with an expression of enthusiasm about the opportunity to work together.
Sign-off: A formal closing (e.g., "Sincerely") followed by your name, title, and contact information.Optional: Attachments Mention: If you’re including additional documents, just mention them briefly here.
Essential Steps for Crafting a Nonprofit Cover Letter
A well-written cover letter, in my experience, provides a concise and compelling argument for why your proposal is important. It avoids pointless information, keeps relevant to the funder's priorities, and emphasizes the project's key aspects. The goal is to present your case in a concise manner. This is how to accomplish that.
1. Start with a compelling, impactful statement
Skip the standard "We are writing to request..." opening. Nobody wants to read that. Lead with something that matters immediately. Maybe it's "Every night, 1,400 children in our county go to bed hungry" or "Last month, our literacy program helped Maria, age 67, read her granddaughter's report card for the first time." Your opening should make the reader care. Now.
2. Highlight the urgency of the project
Funders receive requests constantly. Why fund yours now instead of next year? Winter shelter capacity might be stretched thin. New legislation creates a narrow window for policy change. Enrollment for your youth program starts in three months. Create reasonable urgency without manufacturing a crisis.
3. Briefly describe the project in an inspiring way
You don't need every detail here. Save those for the proposal. Capture the essence in a way that sparks imagination. "We're transforming an abandoned warehouse into Phoenix's first 24-hour creative workspace for young artists experiencing homelessness." That tells a complete story in one sentence.
4. Directly align your mission with the funder's values
This isn't generic flattery. Study their recent grants. Read their theory of change. Understand their founder's story. Then explicitly connect those priorities to your work. The Smith Foundation funds "innovative approaches to rural healthcare"? Explain exactly how your telehealth program breaks new ground in farm communities.
5. Talk about the long-term impact
Funders want lasting change. Your summer reading program doesn't just help 200 kids this July—it prevents summer learning loss that compounds over years. Your job training doesn't just place 50 people in work. It breaks cycles of poverty affecting entire families, neighborhoods, communities. Show them the ripple effects.
[MINI CASE BOX] The Bridges Youth Center requested $50,000 for skateboard equipment. Seemed small. But their cover letter showed how that skate park would become the county's only free recreation space for teens, potentially reaching 2,000 kids annually for the next decade. Funded in full.
6. Use one or two specific examples of past success
Numbers build trust faster than adjectives ever will. "Our previous nutrition program reduced hospital readmissions by 31%" means more than "our programs work." Pick achievements directly relevant to this request. Seeking mental health funding? Share mental health outcomes, not your excellent food pantry statistics.
7. Make the funding request feel like a partnership
Replace "we need your money" energy with "let's solve this together" framing. "Your investment will combine with our volunteer base of 200 trained counselors to triple our reach." This shows the funder they're joining something already in motion, not starting from scratch.
8. Speak to the funder's priorities in the context of your project
Generic letters fail because they could apply to any foundation. Weave the funder's specific language and focus areas throughout your letter. If they emphasize "systemic change," show how your project addresses root causes. They value "community-driven solutions"? Highlight how beneficiaries shaped your program design from day one.
9. Use storytelling to engage emotionally, not just facts
One brief story can do what ten statistics cannot. "When James graduated our program last spring, his eight-year-old daughter said, 'Now I have a daddy who can help with homework.' That's what employment means to the 400 fathers we'll serve this year." Balance your data with human moments.
10. End with an invitation for next steps
Don't wait passively for their decision. "We'd welcome the opportunity to discuss how this project aligns with the Johnson Foundation's commitment to education equity." Open dialogue. Mention your readiness for a site visit. Express availability for questions. Show excitement about potential collaboration.
Pro TIp: These steps work best when adapted to your nonprofit's authentic voice. A youth organization might be more casual and energetic. A research institute might lead with compelling data. Hit these strategic points while sounding like yourself.
Sample Grant Proposal Cover Letter
Common Mistakes
Even experienced nonprofits stumble over these subtle but significant errors. We're skipping obvious mistakes like typos or forgetting to attach the proposal. Let's talk about the oversights that slip past careful specialists.
Not mentioning the specific program or grant being applied for
Foundations run multiple grant programs simultaneously. Yet nonprofits submit cover letters saying only "we're applying for a grant from your foundation." Which one? Program officers shouldn't have to guess.
Not referencing past interactions if there were any
Your executive director met the program officer at last month's nonprofit conference. The foundation funded you three years ago. They visited your site. These connections matter tremendously, yet organizations routinely forget to mention them. "Following our productive conversation at the September Funders Forum..." immediately creates context.
Weak opening sentence
Starting with "ABC Nonprofit is pleased to submit this proposal to XYZ Foundation" is polite but forgettable. Program officers read countless letters daily, so your opening should hook them with an engaging stat, a powerful story, or an urgent problem your project solves.
Too much focus on the organization's history
Funders care about impact, not your history. Spending too much time on your background shifts focus from the actual project. Keep it relevant and future-focused.
Missing contact info or CTA
Nonprofits often skip including a direct contact number or email. Always provide a specific contact for quick access and close with a strong call-to-action, not just "thank you for your consideration."
FAQs
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Not quite. A letter of interest asks if the funder wants to see a full proposal, while a cover letter accompanies a complete proposal. Letters of interest are 2-3 pages long and include more program details, as no proposal is attached. Cover letters are shorter, usually one page, with the proposal providing the specifics.
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No. A cover letter is a brief, one-page introduction to your proposal, providing context and establishing a connection. An executive summary, typically one to two pages, summarizes the entire proposal, outlining the problem, goals, methods, and funding request. Both are important but serve different purposes.
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The tone should be professional yet warm. Avoid stiff language and overly casual greetings. Think of it like a conversation with a potential donor; respectful, clear, and passionate about your mission, but still conversational.
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Do the detective work first. Check the foundation's website for staff listings or LinkedIn. If you can't find a name, "Dear Grant Review Committee" or "Dear [Foundation Name] Grants Team" is a better option than "To Whom It May Concern."
