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How to write a letter of inquiry for a foundation grant

A plain guide for small nonprofits on what a letter of inquiry is, what to put in each part, how long it should be, and a sample you can adapt.

Many foundations don't want a full grant proposal first. They ask for a short letter of inquiry, often called an LOI, so they can decide if your work fits before either of you spends hours on a full application. If they like it, they invite you to apply.

For a small nonprofit, a good LOI is one of the best uses of your time. It's short, you can reuse most of it, and it opens doors that a cold full proposal often can't.

First, check if they even want one

Before you write a word, read the foundation's website or its listing in a grant database. Look for:

  • Whether they accept LOIs at all. Some foundations only fund groups they invite. If the site says "unsolicited proposals not accepted," don't send one.
  • Their format. Some want a letter by email. Others have an online form with word limits for each box. Follow their format exactly.
  • What they fund. Check the cause, location and grant size they usually give. If they fund youth programs in Kansas and you run a food pantry in Missouri, move on.
  • Deadlines. Some take LOIs any time. Others have one or two windows a year.

If anything is unclear, it's fine to call or email the program officer and ask one short question. That also puts your name in front of them.

How long it should be

If the foundation gives a limit, stick to it. If they don't, aim for one to two pages. Shorter is usually better. Program staff read a lot of these, and a clear one-page letter stands out.

What to put in each part

Most LOIs follow the same order. Use short headings if the foundation doesn't give you a form.

  1. Opening. Say who you are, how much you're asking for, and what it's for, all in the first two or three sentences. Don't save the ask for the end.
  2. The need. Describe the problem in your community in plain words. One or two local numbers you can back up are worth more than national statistics.
  3. What you'll do. Explain the program or project: who it serves, what happens, and over what time. Keep it concrete, like "weekly tutoring for 40 third graders at two schools."
  4. What will change. Say what will be different because of the grant. Pick one or two results you can actually measure, such as families served or reading scores improved.
  5. Why you. Share a short track record. How long you've done this work, who you've helped, and any partners you work with.
  6. The money. Give the amount you're asking for, your total project cost, and where the rest of the money comes from. Foundations like to see they aren't the only funder.
  7. Closing. Thank them, offer to send a full proposal or answer questions, and give a name, email and phone number for one contact person.

A sample you can adapt

Dear Ms. Rivera,

On behalf of Northside Family Pantry, I'm writing to ask the Smith Family Foundation to consider a $10,000 grant to expand our Saturday food pantry to a second day each week.

Last year our pantry served 1,200 families, and our Saturday line often runs out of food before everyone is served. Many of the families we see work weekend shifts and can't come on Saturdays at all.

With your support, we'll open on Wednesday evenings for 12 months, serving an estimated 60 more families each week. We'll track visits and ask families to fill out a short survey twice a year so we can report what's working.

We've run the pantry for eight years with a team of 35 volunteers and partner with two local churches for space. The total cost of the expansion is $24,000. A local bank has committed $8,000, and we're raising the rest from individual donors.

Thank you for your time. We'd welcome the chance to send a full proposal. You can reach me at director@northsidepantry.org or 555-555-0100.

Sincerely, Pat Jones, Executive Director

The names and numbers above are made up. Swap in your own real figures.

Common mistakes to avoid

  • Sending the same letter everywhere. Change the opening and the "what will change" part for each foundation so it matches what they fund.
  • Burying the ask. If the reader has to hunt for the amount, they may stop reading.
  • Big words and long sentences. Write the way you'd explain your work to a neighbor.
  • Promising too much. Only claim results you can measure and report on later.
  • Missing the basics. Include your legal name, EIN if they ask for it, and one contact person.

After you send it

  • Put a reminder on your calendar to follow up if you haven't heard back in four to six weeks, unless the foundation says when they'll respond.
  • If they invite a full proposal, you already have the core of it. Expand each section and add your budget and attachments.
  • If they say no, it's fine to send a short thank-you and ask if your work might fit in a future cycle.
  • Save your letter. The next one will take half the time.

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Updated October 27, 2026.