How to write a letter of inquiry that gets you invited to apply
How to write a letter of inquiry (LOI) for a grant: structure, length, what funders look for, a section-by-section outline and common mistakes.
Many foundations, and some government programs, ask for a letter of inquiry (LOI) before they invite a full proposal. An LOI is short, but it decides whether you get to the next stage. This guide covers what an LOI is, what funders look for and how to structure one.
What a letter of inquiry is
A letter of inquiry, sometimes called a letter of intent or concept paper, is a brief summary of your organization and project. Funders use it to screen applicants before investing time in full proposals, and applicants benefit because they spend less time on applications that are not a fit.
Some funders publish exact LOI requirements, including length, sections and submission method. Others simply say "send a letter of inquiry." When requirements exist, follow them exactly. When they do not, use a structure like the one below and keep it to about two pages.
What funders look for
In an LOI, funders want quick answers to five questions:
- Is this within our priorities? Mission, geography and population.
- Is the need real? Evidence that the problem exists and matters.
- Is the approach sound? A clear plan that could plausibly work.
- Can this organization deliver? Track record and capacity.
- Is the request reasonable? Amount, timeline and other funding.
Every paragraph of your LOI should answer one of these.
A section-by-section outline
1. Opening summary (one paragraph)
State who you are, what you are asking for, how much, for what project and over what period. Make the alignment with the funder's priorities explicit. For example: "[Organization] requests [amount] over [period] to [project], which advances your priority of [priority]."
2. The need (one to two paragraphs)
Describe the problem in your community or field, using credible, citable data. Keep it specific to the population you serve. Avoid dramatic generalizations.
3. The project (two to three paragraphs)
Explain what you will do, who will benefit, the main activities and the expected outcomes. Use measurable terms where you can: what will change, for whom, by when.
4. Your organization (one paragraph)
Mission, relevant history, key staff and partners, and any results from similar work. Keep it focused on capacity to deliver this project.
5. Budget and funding (one paragraph)
Total project cost, the amount requested, and other funding secured or requested. Funders like to see that they are part of a plan, not the only source.
6. Closing (a few sentences)
Thank the funder, offer to provide a full proposal or additional information, and give a contact name, email and phone number.
Tips for a strong LOI
Research the funder first. Read its guidelines, priorities, past grants and annual report. Funder databases and the funder's own website help you see what it actually funds.
Use the funder's language. If a foundation talks about "economic mobility," frame your outcomes in those terms where accurate.
Lead with impact, not history. Funders care most about what will change.
Be concise. Short sentences, short paragraphs, plain language.
Be specific about money. Name a figure that fits the funder's typical grant size. If you do not know, look at past grants or ask.
Get a cold read. Ask someone outside your organization to read it and summarize your request back to you. If they cannot, revise.
Common mistakes
- Sending the same generic letter to many funders.
- Burying the request at the end.
- Exceeding the page limit or ignoring format rules.
- Describing activities without outcomes.
- Asking for an amount far above the funder's range.
- Forgetting contact details.
What happens next
If the funder likes your LOI, it will invite a full proposal, often with its own deadline and requirements. If it declines, ask politely whether feedback is available and whether future submissions would be welcome. Many relationships start with a no.
LOIs for government programs
Government programs sometimes use a similar first stage, called a pre-application, expression of interest or concept note. The same principles apply, but follow the official guide exactly; government screens are often strict on eligibility and format. For US federal programs, read the full notice on Grants.gov, and see our guide to reading a funding notice.
Frequently asked questions
How long should an LOI be? Follow the funder's limit. If none is given, two pages is a common, safe length.
Should I include a budget? Include total cost, request amount and other funding. Attach a detailed budget only if asked.
Can I send an LOI without an invitation? Some funders accept unsolicited LOIs; others are invitation-only. Check the funder's guidelines.
A good LOI is a short, focused business case. Show fit, need, approach, capacity and a reasonable request, and you give the funder an easy reason to invite you in.
Before you apply: a quick checklist
- Read the current official program page and applicant guide, not a summary of last year's version.
- Confirm you are eligible: organization type, size, location and years in operation.
- Confirm your project is eligible: the activities and costs the program actually funds.
- Classify the money: grant, repayable contribution, loan, tax credit or service.
- Work out your share: cost share, matching funds and the cash you need before reimbursement.
- Note the intake window or deadline and the time zone, and plan to submit days early.
- Ask the program contact any question you cannot answer from the guide.
- Do not start spending until you have a signed agreement or written approval.
Mistakes that sink otherwise good applications
- Applying to a program that does not fit, in the hope that reviewers will stretch the rules. They rarely do.
- Copying last year's application without checking what changed in the guide.
- Vague outcomes. Say what will change, for whom, and how you will measure it.
- A budget that does not match the narrative. Every cost should connect to an activity you describe.
- Submitting at the last minute, when portals are busy and there is no time to fix errors.
Keep exploring on GrantSift
Find the programs that fit you
Official program pages are the source of truth, but finding them is the slow part. GrantSift pulls grants and funders from official sources such as Grants.gov and Government of Canada open data into one searchable database covering the US and Canada across every sector. Each listing links back to the official page, and paid plans unlock funder contacts, deadlines you can track, and filters that match programs to your business or organization. Search grants on GrantSift or see plans and pricing.