Overview
The term 'letter of intent' covers several different documents. For some agencies it is a non-binding notice that you plan to apply, used to plan review; NIH, for example, requests letters of intent for some funding opportunities but does not use them to select applicants. For many foundations it is a letter of inquiry (LOI) — a short pitch that the program officer uses to decide whether to invite a full proposal. Other funders use concept notes or formal pre-proposals with scored review, sometimes with strict page limits and set headings.
We start by identifying which kind you are writing and how it will be used. A screening LOI needs a compelling problem statement, a clear approach, measurable results and an explicit link to the funder's priorities, with a realistic budget figure. A notice-of-intent letter needs accuracy and brevity. A scored pre-proposal needs to address review criteria in condensed form.
Because the space is so short, every sentence has to earn its place. We help you choose what to include, draft or tighten the text with you and make sure it matches the full proposal you would submit if invited.
Who it’s for and the problems it solves
This is for you if you are…
- Nonprofits approaching foundations that accept initial letters of inquiry
- Researchers submitting pre-proposals or concept notes to two-stage programs
- Applicants to agency funding opportunities that request a letter of intent
- Consortia submitting a first-stage proposal in a two-stage call
- Organizations sending an unsolicited inquiry to a new funder
Common problems we help with
- You have too much to say and a one- or two-page limit
- Your LOI reads like a general organizational brochure
- You are unsure whether to include a budget figure or how precise it should be
- You do not know how formal the letter should be or who to address
- The pre-proposal is scored and you need to address criteria in condensed form
What’s included — and what isn’t
Included
- Clarifying which type of letter or pre-proposal the funder expects and how it is used
- Selecting the key messages: problem, approach, outcomes, fit, team and request
- Drafting or editing the letter, concept note or pre-proposal to the funder's format and limits
- Tailoring language to the funder's priorities and terminology
- Budget summary and timeline appropriate to the stage
- Checking consistency with the full proposal you would submit if invited
- Short cover email or portal text if required
Not included
- Sending letters or contacting program officers on your behalf
- Claiming partnerships, results or endorsements that do not exist
- Promising an invitation to submit a full proposal
What you receive
- Key messages brief
- A short list of the points the letter must convey, agreed before drafting.
- Letter or pre-proposal draft
- A drafted or edited document in the funder's format and within its limits, with comments.
- Adaptation notes
- Guidance on reusing the core text for other funders without copying it verbatim.
How it works
Check the format and purpose
We read the funder's instructions and confirm whether the letter is a notice, a screening LOI or a scored pre-proposal.
Agree key messages
We select the essential content with you, cutting anything that does not help the funder decide.
Draft and tighten
We draft or edit, then reduce to the limit while keeping the argument intact.
Final check
We confirm that required elements are present and that figures match your plans.
Formats and what each needs
- Notice of intent
- Brief, factual information such as title, investigators and institutions, used by the funder for planning; not a sales document.
- Foundation letter of inquiry
- A one- to three-page pitch: need, approach, outcomes, organizational capacity, fit and the amount requested.
- Concept note
- A structured summary with problem, objectives, activities, expected results and budget, often on a funder template.
- Scored pre-proposal
- A condensed proposal reviewed against published criteria, sometimes by the same panels as full proposals.
- First-stage consortium proposal
- A short version of a collaborative proposal focused on excellence and impact, before the full two-stage submission.
What to leave out
The hardest part of a short letter is deciding what not to include. Long organizational histories, detailed methodology and every possible outcome dilute the message. We keep the letter focused on what the funder needs to decide whether to invite you: why this problem matters to them, what you will do, what will change and why you can do it.
- Open with the problem and the change you aim for, not your organization's founding date
- Name the funder's priority you address, using their words
- State the request clearly: amount, duration and purpose
- Close with a specific contact person and next step
Keeping the invitation stage in mind
If you are invited, the full proposal must deliver what the letter promised. We check that numbers, outcomes and timelines in the letter are realistic and match your plans, so you are not forced to explain changes later. Our foundation proposal service can take the project forward when the invitation arrives.
What the work can look like
Illustrative example — fictional data
Illustrative LOI opening, before and after
A fictional environmental nonprofit is sending a letter of inquiry to a family foundation that funds watershed restoration.
Before
'Founded fifteen years ago, our organization has a long history of environmental work across the region and is proud of its many achievements.'
After
'Sediment from eroding stream banks is degrading spawning habitat along the lower reaches of a local river, one of the three watersheds your foundation prioritizes. We request support for a two-year project that will stabilize 4 km of bank with landowners and volunteers, and monitor water quality before and after.'
Why
The revision leads with the funder's priority and the change sought, and states the request in the first paragraph.
Illustrative example with an invented organization and figures.
What you’ll need to provide
- The funder's LOI, concept note or pre-proposal instructions
- A description of the project or program and its expected results
- Organizational or team information relevant to credibility
- An indicative budget and timeline
- Any prior contact with the funder
You don’t need everything ready to ask for a quote — tell us what you have and we’ll say what’s missing.
What affects price and turnaround
Price depends on
- Length and format of the document
- Whether you have an existing proposal to condense
- Number of funders to tailor for
- Scored pre-proposal versus simple inquiry
Turnaround depends on
- Funder deadline or rolling submission
- Availability of program information and budget
- Rounds of revision needed
Every project is quoted individually. How we price our work.
Questions people ask before starting
Is a letter of intent binding?
Usually not. Many agency letters of intent are non-binding and used for planning, and a foundation LOI is an invitation to discuss. Check the funder's instructions, which state whether a letter is required, optional or used for selection.
Should I include a budget in an LOI?
If the funder asks for one, yes. Otherwise a total request and duration are normally enough. The figure should be realistic and consistent with any full proposal.
Can one letter be sent to several foundations?
The core content can be reused, but each letter should be tailored to the funder's priorities and format. Program officers can tell when a letter is generic.
How quickly can you help?
Short letters can often be turned around quickly if the project and budget are clear. Scored pre-proposals take longer because they must address review criteria.