research proposal letter of intent sample

Compliance protocols MUST be approved and linked in SeRA to a SPO project record prior to award acceptance. 

Pre-Proposals and Letters of Intent (LOIs)

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Sponsors sometimes require applicants to submit a pre-proposal or letter of intent in response to a funding opportunity announcement.  Sponsors then review the pre-proposal or letter of intent submissions and select and invite a subset of applicants to submit full applications for the relevant funding opportunity announcement.

NOTE:  Pre-proposals or letters of intent (LOIs) that REQUIRE and/or include any of the following require institutional (OSR or RMG) review, ARE subject to the  Stanford Internal 5- Day Proposal Deadline Policy  and REQUIRE a  SeRA Pre-Proposal .

• Institutional signature (written or electronic)
• Submission through a portal or platform where OSR or RMG as institutional officials/Authorized Organizational Representatives (AORs) must complete the submission i.e., "push the button"
• ANY commitment of institutional resources including, but not limited to: PI time/effort, staff time, space, facilities use, project completion, students, and/ or post-doc participation/time, etc.  Most often, but not always, these resources are expressed in a budget and/or matching and/or cost sharing information.

For example: National Science Foundation (NSF) letters of intent (LOIs) and pre-proposals, like NSF proposals, are prepared under an investigator's NSF account in Research.gov and are submitted to the NSF by an Authorized Organizational Representative (AOR) i.e., by an OSR Contract and Grant Officer (CGO) or a School of Medicine Research Management Group (RMG) Research Process Manager (RPM).  Thus, because NSF LOIs and pre-proposals REQUIRE institutional level review and submission, they ARE subject to the Stanford Internal 5- Day Proposal Deadline Policy  and REQUIRE a  SeRA Pre-Proposal .

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How to Write Winning Grant LOIs (with examples)

Decrease your workload and increase your chance of success with smart & well-written letters of intent (loi)..

Instrumentl

An LOI is your formal, first request for information from a grant-maker. Many foundations require you submit a Letter of Inquiry (LOI) before applying with a formal, full-length grant proposal.

Submitting LOIs can save you a lot time. LOIs are short, 1–3 page letters that allow you to communicate your core ideas to a foundation without spending the dozens of hours on a full-length proposal before you know that you’re a good fit. If the grant-maker likes your ideas, they’ll invite you to apply through their full proposal process.

In this post you’ll learn how to write different types of LOIs to best meet your prospective foundation’s needs.

LOIs come in many shapes and sizes. Some foundations require them, while others don’t even mention them. But did you know that you can always submit a short LOI before applying to any organization? It’ll help you determine if you’re a good fit upfront.

If you’re reaching out cold to a foundation without an established relationship, LOIs can be a great way to introduce yourself. Just make sure you do it in a clear, concise and captivating way and never forget your goal.

The goal of an LOI is to get invited to submit a full grant proposal.

Foundations, like the Ittleson Foundation , ask for “a brief letter to the Executive Director describing the organization and the work for which funds are being sought, along with a budget and evidence of tax-exempt status.”

In this case, you’ll need to draft your own letter from scratch. Not to fear — I’ve included an example letter of intent below. Use it and tweak it for your organization or project.

Example 1 page LOI to the Ittleson Foundation:

*Make sure you don’t forget to include the attachments that the Ittleson Foundation also requested or you might be immediately disqualified.

Other foundations provide specific guidelines about what must be included in their LOI along with a deadline for submission. Take the Armstrong McDonald Foundation for example.

The Armstrong McDonald Foundation calls their LOI a “Pre-proposal,” but it’s the same thing as an LOI. I downloaded a 5-page template of their pre-proposal from their website.

Example pdf dowloaded from the Armstrong McDonald website:

This LOI has a hard deadline of September 1st and in addition to organization name and address, the Armstrong McDonald Foundation also asks for:

• the charitable purpose of your organization (aka mission)
• amount of funding requested
• time period for which funds are requested
• a description of the project for which grant funds are requested
• a copy of IRS Determination Letter
• a line item project budget for the dollar amount requested
• a copy of your most recent balance sheet (aka your Statement of Financial Position) and Income Statement

Even if a foundation doesn’t require submitting an LOI, it can be a great way to quickly introduce yourself and determine if you should invest the hours on completing a full proposal.

The Dominion Foundation doesn’t ask for an LOI, so here’s an email I drafted introducing my organization.

Example email written for the Dominion Foundation:

As you start to develop your LOI, wether it’s an email, a 1-pager letter or in an application you downloaded from the foundation’s website, keep these 3 last tips in mind:

• Follow directions EXACTLY. Every foundation has their own way of handling LOIs so make sure you understand what is expected of you before you submit. Only include attachments if asked for them. A failure to follow directions can mean immediate disqualification.
• Budgets & other attachments may be required with your LOI. When putting together your budget, determine how much you should ask for from the foundation’s past 990 forms . The 990 form can help you identify past awarded organizations, organizations similar to yours, and the average amount previously granted. Use this data as a starting point and adjust your budget accordingly.
• Proofread Check your grammar and spelling. Don’t come off as unprofessional with grammatical and/or spelling errors.

Like what you read? Sign up for the Instrumentl newsletter to stay on top of new grant announcements and tips (like the ones here) that’ll have you winning more grants!

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6 Examples: How to Write a Perfect Proposal Letter (Step-by-Step)

By Status.net Editorial Team on November 8, 2023 — 14 minutes to read

• Understanding Proposal Letters Part 1
• Structuring Your Proposal Letter Part 2
• Key Elements of a Proposal Letter Part 3
• Step-By-Step Guide to Writing a Proposal Letter Part 4
• How to Write a Business Proposal Letter (Example) Part 5
• How to Write a Job Proposal Letter (Example) Part 6
• How to Write an Academic Proposal Letter (Example) Part 7
• Successful Business Proposal Email Example Part 8
• Example of a Proposal Letter for a Marketing Project Part 9
• Effective Job Proposal Email Example Part 10

Part 1 Understanding Proposal Letters

A proposal letter is a written document sent to a potential client, employer, or partner, outlining your proposed idea, project, or plan. It aims to persuade the recipient to consider your proposal and take action on it.

To begin with, think of the end goal. Identify what you want to achieve with your proposal letter. This could be anything from securing a contract to obtaining funding for a project. Having a clear objective in mind helps you create a compelling document.

Next, research your target audience. Understand the recipient’s needs, preferences, and potential pain points. Tailor your letter to demonstrate how it addresses their specific requirements boosting your chances of success.

Now, let’s discuss the structure of a proposal letter. Generally, it follows a simple layout:

• Salutation : Start with a formal greeting, addressing the recipient by their full name or title.
• Introduction : Introduce the purpose of your letter, highlighting the central theme of your proposal.
• Body : Explain your proposal in detail, including benefits, costs, timeline, and any other vital information.
• Conclusion : Summarize the key points and request for a follow-up meeting or discussion.
• Closing : End with a courteous sign-off, such as “Sincerely” or “Best regards.”

Part 2 Structuring Your Proposal Letter

Starting with a strong introduction.

Begin your proposal letter with a friendly, professional tone that captures your reader’s attention. Introduce yourself and your organization, briefly explaining your background and experience. Connect with your reader by showing that you understand their needs and goals. Make sure you mention the purpose of your proposal and the solution you want to offer with confidence.

Proposing Your Idea

After laying the groundwork, dive into the details of your proposal. Explain what your solution or idea is and how it addresses the needs and goals mentioned earlier. Make sure to highlight the key benefits, focusing on what’s in it for your reader. Be specific and use facts, figures, and examples to support your claims. Keep your paragraphs organized and use bullet points or bold text to emphasize important information.

For example:

• Benefit 1: Reduction in production costs by 30%
• Benefit 2: Improved customer satisfaction
• Benefit 3: Streamlined workflow processes

This will help your reader easily understand and remember the main points of your proposal.

Ending with a Perfect Conclusion

End your proposal letter on a positive note, summarizing the main benefits and advantages of your idea. Reiterate your enthusiasm and commitment to providing the best solution possible. Offer your assistance in answering any questions or addressing concerns your reader might have. Finish with a call-to-action, such as setting up a meeting or signing a contract, and provide your contact information so they can easily get in touch with you.

Part 3 Key Elements of a Proposal Letter

Clear objective.

A successful proposal letter begins with a clear objective. When writing your letter, make sure to state the purpose of the proposal in a concise and straightforward manner. This helps the reader understand what you want to achieve and the solution you’re providing. Avoid using jargon or complex language, as it can be confusing and might lead the reader to misunderstand the core message.

Specific Details

Providing specific details is important to make your proposal letter more persuasive. This includes outlining the scope of work, timeframe, and estimated costs for the project. You should also highlight any unique aspects of your proposal that set it apart from competitors or alternative solutions.

For example, if you’re proposing a marketing campaign, you could outline the target audience, marketing channels you’ll use, content creation, and metrics for success. By providing specifics, you demonstrate that you’ve put thought into the project and have a well-planned approach, instilling confidence in the reader that you are the right choice.

Compelling Reasoning

Your proposal letter should include compelling reasoning for why the recipient should choose your solution. This can include:

• Demonstrating your expertise and experience in the field
• Explaining the benefits of your proposed solution
• Sharing success stories and testimonials from past clients or projects
• Outlining how your proposal aligns with the recipient’s goals and needs

For example, continuing with the marketing campaign proposal, you could discuss how your experience in handling similar projects has led to significant increases in sales and brand recognition for your clients. Also, you might explain how your approach aligns with the recipient’s target demographics or business objectives to strengthen your case.

Part 4 Step-By-Step Guide to Writing a Proposal Letter

• Start by addressing the recipient with their professional title and full name.
• In the first paragraph, state the purpose of your letter and summarize your proposal briefly. Make sure to highlight the key benefits of your proposal for the recipient or their organization.
• In the next few paragraphs, provide details about your proposed project or partnership, such as your objectives, timelines, and expected outcomes. Also, showcase your competence and experience by mentioning relevant achievements or past collaborations.
• When closing the letter, express gratitude for their time and consideration. Offer to provide further information or answer any questions they may have.
• Lastly, include your full name, title, contact information, and signature.

Choosing the Right Format

Make sure your letter is in the right format to make it look professional. You will typically use a business letter format, which includes:

• Your contact information
• The recipient’s contact information
• Subject line (optional)
• Body of the letter

[Contact Details]

Dear [Recipient’s Name],

Re: [Proposal subject]

[Body of the letter]

[Your Name]

Setting the Tone

Maintain a friendly yet professional tone throughout your proposal letter. Be polite and respectful, addressing the recipient by their full name, and using “please” and “thank you” when appropriate. Keep the language conversational but clear, so your reader can easily understand your proposal. Stay away from overly technical terms or jargon, unless it is necessary and you’re sure your recipient will understand it.

Drafting the Body

Begin by providing an overview of the problem or need your proposal is addressing. Clearly explain the issue and why it’s important to solve it. Next, describe your proposed solution in detail, outlining your plan and how it will benefit the recipient. Be specific and realistic in your description; for example, if you’re proposing a project with a timeline and budget, include concrete figures and dates.

Break down your proposal into smaller sections, using separate paragraphs or even bullet points if helpful. This makes it easier for your reader to follow your argument and understand the various aspects of your proposal. Here’s a quick outline of what you should cover in the body of your proposal letter:

• Problem/need introduction
• Proposed solution
• Benefits of the solution
• Timeline and budget (if applicable)
• Your qualifications (why you’re the right choice to carry out the proposal)
• A call to action (how they can take the next step)

Proofreading Carefully

Before sending your proposal letter, take the time to thoroughly proofread it for errors in grammar, spelling, and formatting. Ensuring that your letter is polished and error-free shows the recipient that you take your proposal seriously and are committed to quality in your work. If possible, ask a colleague or friend to review your letter as well since a fresh set of eyes can often catch errors that you might have missed.

Part 5 How to Write a Business Proposal Letter (Example)

When writing a business proposal letter, your goal is to present your ideas or services in a way that’s compelling and clear. Business proposal letters can be sent to potential clients, partners, or investors. Here are some tips for writing an effective business proposal letter:

• Start with a brief introduction of your company and its offerings.
• Highlight the benefits of your product or service, focusing on the value it will bring to the recipient.
• Be specific about costs, timelines, and any other relevant information.
• Use clear, concise language, and avoid using jargon or overly technical terms.
• Close the letter by mentioning next steps, such as arranging a meeting or following up with further information.

Subject: New Collaboration Opportunity with [Your Company Name] Dear [Recipient’s Name], I’m reaching out on behalf of [Your Company Name] to discuss an exciting opportunity for collaboration. Our team has developed an innovative marketing strategy that could greatly benefit your company by increasing your customer acquisition rate by 20% within the next six months. […] We look forward to the possibility of working together and will be in touch shortly to schedule a meeting to discuss further details.

Part 6 How to Write a Job Proposal Letter (Example)

Job proposal letters are typically written by job seekers looking to create their own position within a company or to highlight their unique skills and experience. These letters should be concise, persuasive, and tailored to the specific company and its needs. Here are some key points to include:

• Briefly mention your background and skills relevant to the position.
• Describe how your unique abilities can positively impact the organization.
• Offer specific examples of how you can contribute to the company’s goals and objectives.
• End with a call to action, offering to provide more information or meet to discuss the opportunity further.

Subject: Job Proposal for Social Media Manager at [Company] Dear [Recipient’s Name], As an experienced social media professional, I am excited by the opportunity to bring my skills and expertise to [Company]. Based on my research of your current online presence, I believe I can contribute to increasing your brand awareness and engagement through a tailored social media strategy. […] I would appreciate the opportunity to further discuss how my background and passion for social media can contribute to [Company]’s growth and success. Please feel free to contact me at your convenience.

Part 7 How to Write an Academic Proposal Letter (Example)

Academic proposal letters are typically written by students or researchers seeking funding or approval for a research project. These letters should be well-organized, clear, and focused on the proposed project’s objectives and potential benefits. Consider the following when working on your academic proposal letter:

• Introduce the main research question or hypothesis.
• Provide a brief overview of the project’s methodology and work plan.
• Describe the expected outcomes and significance of the research.
• Include information about the project’s potential impact on the field and broader society.

Subject: Research Proposal for Study on the Effects of Mindfulness-Based Interventions Dear [Recipient’s Name], I am writing to propose a research project investigating the effects of mindfulness-based interventions on individuals suffering from chronic stress. The primary aim of the study will be to determine the overall efficacy of these interventions in reducing stress levels and improving overall mental wellbeing.

[…] I am confident that the results of this research will contribute significantly to our understanding of the relationship between mindfulness and mental health.

Part 8 Successful Business Proposal Email Example

Imagine you own a marketing agency, and you’d like to help a local business grow their social media presence. Start by addressing the recipient’s pain points, such as limited engagement on their platforms. Then, briefly introduce your agency and express excitement about working together:

Subject: Boost Your Social Media Engagement with Our Expertise

We’ve noticed that your business has a strong online presence, but engagement on your social media channels seems to be underwhelming. Our team at [Your Agency’s Name] can help you turn this around and maximize your audience interaction.

With our tailored social media marketing strategies, we’ve helped numerous clients increase their online engagement by an average of 65%. Our approach focuses on:

– Identifying and targeting your ideal customers – Creating high-quality, engaging content – Enhancing brand image and authority

We would love to discuss this opportunity further and provide you with a detailed plan on how we can work together to elevate your social media presence.

Looking forward to hearing from you, [Your Full Name] [Your Agency’s Name] [Contact Details]

Part 9 Example of a Proposal Letter for a Marketing Project

I’m excited to present our idea for boosting sales at ABC Company through a targeted marketing campaign.

As we discussed in our previous meeting, the sales figures have plateaued over the past year. Our marketing team has analyzed the situation and developed a strategy to increase brand awareness and boost sales. The campaign will focus on social media, email marketing, and online advertisements.

By implementing this project, we expect the following results:

– Enhanced brand visibility – Increased customer engagement – A 20% rise in sales within six months

The total cost for the marketing campaign is $10,000. This includes creative design, copywriting, ad placements, and performance monitoring. We propose a six-month timeline for the project, starting in December.

I would be delighted to discuss the proposal in more detail or provide further information as needed. Please let me know your availability, and I’ll schedule a follow-up meeting at your convenience.

Thank you for considering our proposal. I look forward to working together on this exciting project.

Best regards, [Name]

Keep in mind that proposal letters vary in length and detail depending on the project’s size and complexity. Always customize your letter to fit the specific requirements and expectations of the recipient.

Part 10 Effective Job Proposal Email Example

Now, let’s say you’re a freelance graphic designer aiming to work with a company that recently launched a new product. Start by expressing your intentions and introduce your expertise. Showcase your experience and services offered related to their needs:

Subject: Elevate Your New Product Launch with Professional Graphic Design Services

Hello [Recipient’s Name],

I recently came across your new product launch, and I believe your marketing materials could benefit from some professional graphic design enhancements. As an experienced graphic designer, I’d like to offer my services to help elevate your visual presentation and attract more customers.

With over five years of experience in the industry, I can create compelling designs for:

– Product packaging – Promotional materials (e.g., brochures, banners, posters) – Social media graphics – Website elements

Please find my online portfolio attached, showcasing my diverse design styles and previous projects. I’m confident that my skills and expertise can significantly contribute to your product’s success in the market.

If you’re interested, kindly reach out to me to discuss further details and pricing.

Best regards, [Your Full Name] [Contact Details]

Frequently Asked Questions

1. what are the key components to include in a proposal letter.

A well-crafted proposal letter should include the following key components:

• Opening Statement: Start with a concise and informative introduction that grabs the reader’s attention.
• Background Information: Provide necessary context to help your reader understand the problem or opportunity.
• Proposed Solution: Outline your proposed solution, including your unique selling points or innovative approach.
• Timeline and Budget: Give a brief overview of the estimated project duration and budget required.
• Call to Action: End with a call to action, inviting the reader to take the next step, whether it’s to request more information, schedule a meeting, or approve the proposal.

2. Can you share some tips on making a proposal letter persuasive?

To make your proposal letter persuasive, consider these tips:

• Use clear and concise language to effectively communicate your ideas.
• Focus on the benefits that the reader will gain from your proposal, emphasizing the value you bring.
• Include specific examples, case studies, or testimonials to back up your claims.
• Address any potential objections or concerns the reader may have and provide appropriate solutions.

3. What’s the best way to structure a proposal letter for a research project?

A research proposal letter should generally include the following structure:

• Introduction: Provide a brief overview of your research topic and its significance.
• Background and Literature Review: Summarize relevant research and demonstrate your expertise in the field.
• Research Questions and Objectives: Clearly state your research questions and the expected outcomes.
• Methodology: Explain your research approach and the techniques you will use.
• Expected Results: Provide an idea of the anticipated results and their significance.
• Timeline and Budget: Outline the project timeline and the funding required.

4. How do I create an effective business proposal letter for a potential client?

To create an effective business proposal letter, follow these steps:

• Start with a strong opening that captures the client’s attention.
• Clearly state the problem or opportunity your proposal addresses.
• Present your proposed solution, focusing on its unique and beneficial aspects.
• Provide evidence of your expertise and past successes, such as case studies or testimonials.
• Detail any necessary resources, deliverables, and a realistic timeline.
• End with a compelling call to action, inviting the client to take the next step.

5. In what order should I present my ideas when writing a proposal letter step by step?

When writing your proposal letter, present your ideas in a logical order that flows well for the reader. A typical order could include:

• Opening Statement: Grab the reader’s attention and introduce your proposal.
• Background Information: Provide relevant context to help your audience understand the issue or opportunity.
• Proposed Solution: Detail your unique and compelling solution to the problem.
• Evidence and Support: Showcase your expertise, past successes, and any supporting data.
• Timeline and Budget: Give an overview of the project’s duration and required funding.
• Call to Action: Conclude with a strong call to action that encourages the reader to move forward.
• 5 Examples: How to Write a Letter of Employment
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Foundation Relations

Guidelines for a letter of intent, (a loi is also known as a letter of inquiry or a concept paper.).

• Background: Your first contact with a foundation should be extensively studying the foundations website, reviewing the foundation's missions and goals, an annual report, giving guidelines, and grants list. If you have unanswered questions contact the CFR who may contact the foundation on your behalf.
• If, after carefully reviewing this material, you determine that this foundation is an appropriate match for you, your next contact will be a Letter of Inquiry, which is a brief summary of your project.
• Important: A Letter of Inquiry is not a vague exploration of an idea. It is assumed that you have already thought through your proposed project (including a budget!) and are just presenting an abbreviated description.

A Letter of Inquiry allows the foundation to quickly assess if there is a good match between the foundation's interests and the project. If it appears to be a good match, they will request a full proposal. When you see the words, "proposals not accepted," it usually means you must first submit a letter of inquiry. 

The LOI must be concise yet engaging. Use your words smartly. Avoid jargon, adjectives, flowery subjective statements that are not supported by facts. Write a logical, persuasive argument emphasizing how this project can help solve a significant problem or void in the knowledge base.

Please review the  Basic Components of a Proposal  because a Letter of Inquiry is a condensed version of a proposal. Include the highlights of that information. For example, an executive summary will be a full page of your proposal, but in a LOI it will only be one paragraph. Letters of Intent are generally 2–3 pages. If the foundation indicates a page limit, do not exceed it!

Components of a LOI

Unless otherwise indicated by the foundation, the contents will generally follow this format:

1. Opening Paragraph: Your summary statement.

• It should be able to stand alone. If the reviewer reads nothing else they should know what you want to do from reading this paragraph. Make it clear what you want the reader to do; for example, consider funding the project.
• Answer the following: Who wants to do what? How much is being requested? Is this a portion of a larger project cost? Over what period of time is money being requested?

"The School of Nursing at the University of Massachusetts at Amherst (UMass) seeks support for developing an innovative undergraduate and graduate curriculum in psychiatric mental health nursing that will prepare expert nurse clinicians in the delivery of mental health services to at-risk adolescents in the community setting. We are requesting $87,000 over a two-year period."

[FYI:  This proposal got funded!]

• You also may want to say if you are responding to an RFP (Request for Proposals) or make the connection between the foundation's interest and your project.
• Keep this paragraph short! This seems like a lot to address, but you will have room later to explain your rationale for the project, your methodology, and to establish your credibility.

2. Statement of Need: The "why" of the project. (1–2 paragraphs)

• Explain what issue you are addressing.
• Explain why you have chosen to respond to this set of issues in the way that you have.
• State briefly why this matters in the area in which you will be working.
• Note who benefits. Make sure you can indicate the public good achieved.

3. Project Activity: The "what" and "how" of the project. (The bulk of your letter)

• Give an overview of the activities involved. Give details to the degree that space allows.
• Highlight why your approach is novel and deserving of the special attention that funding connotes.
• Indicate if there will be collaboration with other organizations and what their roles will be. Be specific about who does what.

4. Outcomes (1–2 paragraphs; before or after the Project Activity)

• State the specific outcomes you hope to achieve.
• Indicate how evaluation is part of the project. How will you know you've achieved these outcomes?

5. Credentials (1–2 paragraphs)

• Demonstrate why your institution or your staff is best equipped to carry out this activity.
• Put any historic background about the institution here.
• Brag with substance. Indicate awards, rankings, and tangible measures that set you apart from your peers.

6. Budget (1–2 paragraphs)

• General description of the projects funding needs and total amount of request.

7. Closing (1 paragraph)

• Offer to give any additional information the foundation might need. Include a contact name and contact information.
• Express appreciation for the reader's attention, or for the opportunity to submit if it is in response to a Request for Proposals (RFP).
• Specifically indicate you are interested in discussing the project and will "contact their office" by a certain date (allowing time for them to receive and read the letter).

8. Signature

• Contact CFR to determine who would be the best person to sign the LOI.

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Letters of intent to apply and preliminary proposals or “pre-proposals” are in a gray area with regard to routing. Neither the letter of intent nor the pre-proposal, as such, will result in funding. However, an institutional endorsement is often required. Should these documents be routed?

Letters of intent

A letter of intent is a non-binding document that simply helps the sponsor determine how many applications can be expected as a result of the solicitation or announcement and, in some cases, how many reviewers and the specific expertise that is likely to be needed for peer review. Letters of intent do not need to be routed.

NIH - Are Letters of Intent Required?

Preliminary proposals (Pre-proposals)

Pre-proposals may serve a similar purpose of sponsor resource allocation but often are used to determine the "top tier" of proposals. In this case, after review of the preliminary proposals, a select number of these applicants are invited to submit full applications. Some companies request a preliminary proposal for their consideration for support of a research project.

Pre-proposals that include a preliminary or estimated budget should be routed. The preliminary or estimated budget should include Facilities and Administrative Costs (indirect costs) at the appropriate rate. If turnaround time for submission of the pre-proposal is short, Office of Research and Development staff will work with you to meet the deadline.

If a full proposal is submitted as a follow-up to the preliminary proposal, the full proposal must be routed as a "New" submission even if the preliminary proposal was routed. For system-to-system Grants.gov submissions, follow agency instructions for referencing or attaching the pre-proposal.

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Pre-proposals, Letters of Intent, and White Paper Submissions

A pre-proposal (also called a white paper or a letter of intent) is usually a short description of the project used by the sponsor to determine who will be invited to submit a full proposal. A pre-proposal typically includes a brief summary of the scope of work and information about the research team.

If certain information or approval is required by the sponsor, the pre-proposal must be routed through the Division of Sponsored Programs (DSP) prior to submission. Use the flowchart below to choose the correct routing process. All pre-proposals that require UFIRST routing or institutional signature must follow the UF/DSP internal deadline policy . Note: The pre-proposal submission process ONLY  applies to pre-proposals. Final proposals of any kind,  i.e. any submission that the sponsor could respond to with an award notice , are subject to all standard proposal processing guidelines.

• Pre-proposals that include a line-item or categorical budget (budget detail), explicit personnel effort commitments (regardless of whether compensation is requested), or cost sharing require a UFIRST proposal.
• Institutional Signature means a signature from DSP, which can include DSP submission in sponsor electronic systems such as Research.gov , NSPIRES, ProposalCentral etc.
• If a subrecipient is included in the pre-proposal, the subrecipient’s Authorized Organizational Representative (AOR) must provide an email approval or a signed letter of intent confirming the details provided. Approval from the subrecipient AOR is required even if no budget information for the subrecipient is being submitted to the sponsor.
• If the sponsor limits the number of pre-proposal submissions from an institution, the PI is required to contact UF’s Strategic Research Development team for approval.

If the flow chart indicates that the pre-proposal is to be submitted to [email protected] , then once it is received at [email protected] a DSP Sponsored Programs Officer (SPO) will review the submit-ready document.  The SPO will either request edits; or confirm submission with the department/PI.

You can also download this as a pdf HERE . 

Last updated 2/13/24

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Letter Templates

letter of intent sample for research

If you are planning to submit a research proposal for funding or admission to a graduate program, you might be required to include a letter of intent. This document outlines your research goals, methodology, and expected outcomes. To help you get started, we have compiled several letter of intent samples for research. You can find examples below and edit them as needed.

Examples of Letter of Intent for Research

Biomedical research.

Greeting: Dear Reviewer,

We are writing this letter to express our intent to conduct a research study in the field of biomedical research. Our team comprises experts in various specialties, including microbiology, biochemistry, and genetics. We plan to investigate the role of specific genetic mutations in the development of a rare disease. Our methodology will include a combination of in vitro assays and animal models. Our expected outcomes include identifying potential targets for drug development and contributing to the understanding of the disease pathogenesis.

Complimentary close: Sincerely,

Social Sciences

Greeting: Dear Admissions Committee,

I am writing this letter to express my intent to conduct research in the field of social sciences. My research interests focus on the impact of social media on mental health. I plan to conduct qualitative interviews with individuals who have experienced mental health issues and have used social media as a coping mechanism. My expected outcomes include developing a deeper understanding of the role of social media in mental health and contributing to the development of evidence-based interventions.

Complimentary close: Best regards,

I am writing this letter to express my intent to conduct research in the field of education. My research interests focus on the use of technology in language learning. I plan to conduct a mixed-methods study investigating the effectiveness of a mobile application for language learning. My expected outcomes include demonstrating the potential of technology in language learning and contributing to the development of evidence-based teaching practices.

Environmental Science

Greeting: Dear Funding Agency,

We are writing this letter to express our intent to conduct research in the field of environmental science. Our research interests focus on the impact of climate change on biodiversity conservation. We plan to conduct a field study investigating the effect of temperature and precipitation on the distribution and abundance of selected plant species. Our expected outcomes include contributing to the understanding of the effects of climate change on ecological communities and informing conservation policies.

Complimentary close: Respectfully,

Engineering

I am writing this letter to express my intent to conduct research in the field of engineering. My research interests focus on the development of sustainable energy systems. I plan to design and test a small-scale wind turbine that utilizes a novel blade design. My expected outcomes include demonstrating the feasibility of the blade design and contributing to the development of sustainable energy technologies.

We are writing this letter to express our intent to conduct research in the field of business. Our research interests focus on the impact of organizational culture on employee engagement. We plan to conduct a survey-based study investigating the relationship between organizational culture, employee engagement, and job satisfaction. Our expected outcomes include identifying strategies for improving employee engagement and contributing to the development of evidence-based human resource management practices.

Tips for Writing a Letter of Intent for Research

If you are writing a letter of intent for research, here are some tips to keep in mind:

1. Follow the guidelines

Make sure to read and follow the guidelines provided by the funding agency or the graduate program. Pay attention to formatting, word count, and required sections.

2. Be clear and concise

Avoid jargon and technical terms that might be unfamiliar to the reader. Use simple, clear language to convey your research goals and methodology.

3. Focus on the significance of your research

Explain why your research is important and how it contributes to the field. Highlight the potential outcomes and impact of your research.

4. Provide evidence of your qualifications

Include a brief overview of your academic and research background to demonstrate your qualifications and expertise.

5. Proofread and edit

Make sure to proofread and edit your letter carefully. Ask a colleague or mentor to review your letter before submission.

Frequently Asked Questions

What is a letter of intent for research.

A letter of intent for research outlines your research goals, methodology, and expected outcomes. It is usually required when submitting a research proposal for funding or admission to a graduate program.

What should be included in a letter of intent for research?

A letter of intent for research should include an introduction, a brief overview of your academic and research background, a description of your research goals and methodology, and an explanation of the expected outcomes and impact of your research.

How long should a letter of intent for research be?

A letter of intent for research should be no more than two pages long. Follow the guidelines provided by the funding agency or the graduate program.

What is the difference between a letter of intent and a research proposal?

A letter of intent is usually a brief document outlining your research goals, methodology, and expected outcomes. A research proposal, on the other hand, is a more detailed document that includes a literature review, a methodology section, and a budget.

What is the tone of a letter of intent for research?

A letter of intent for research should be formal and professional. Avoid using slang, contractions, or colloquialisms.

Can I use a template for a letter of intent for research?

Yes, you can use a template for a letter of intent for research. However, make sure to customize the template to fit your specific research goals and methodology. Avoid using generic templates that lack specificity.

Writing a letter of intent for research can be a daunting task, but it is a crucial step in securing funding or admission to a graduate program. By following the tips outlined above and using the examples provided, you can create a compelling and persuasive letter that showcases your research goals and expertise. Remember to proofread and edit your letter carefully, and seek feedback from colleagues or mentors. Good luck!

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Research and scholarship faqs, writing a letter of intent/interest or a letter of inquiry.

While the acronym LOI can refer either to a Letter of Intent or Interest or a Letter of Inquiry , the aim of both is to generate interest from a grant provider.  

Letter of Intent or Interest

The Letter of Intent or Interest (LOI) might be represented as a brief unsolicited narrative to an agency's Program Officer in which an interested researcher/investigator offers a synopsis of his/her proposed project to an identified Program Officer to get some initial feedback as to the Program Officer's/agency's interest. The LOI can help the investigator explore appropriate funding that aligns with the research as well as provide the sponsor’s program officer/gatekeeper with a description of the project plan to determine whether the research aligns with the agency’s mission/goals.

The Letter of Intent/Interest is a one-page (occasionally 1-3 pages though brevity is always preferred) comprehensive sketch of your proposed project’s purpose, the need/problem being addressed, a description of the project plan, and its intended outcome/impact. 

Typically, the brief LOI narrative should respond to the following:

• What is the current state of the problem and how will your proposed research explore it in a novel way or provide forward-moving steps toward reducing the problem?
• A very brief overview of the problem and why there is a gap or a need to know more specifics. What implications will your research have for your field and for others?
• What is your plan, your methodology, your hypotheses (if you’ve framed these), and your aims (at this early stage)?
• What preliminary studies have you completed? Why are you the expert to perform this research? (This content lends itself to the proposed project’s feasibility and your credibility as an investigator).
• What are the broader applications of your study?
• How will you disseminate this study’s results?

Letter of Inquiry

A mandatory Letter of Inquiry (LOI) differs from an Letter of Intent or Interest. Funding agencies may require the submission of a brief (approximately 2-3 pages) Letter of Inquiry rather than a full proposal. The funding agency reviews these letters so that only projects of interest to the project agency are invited to submit a full proposal.

The funding sponsor usually provides an outline for the Letter of Inquiry.  While this outline may vary from agency to agency, one possible outline might consider the following:

• A Brief Proposal Summary, which is typically a one-paragraph summary that describes the problem you intend to address, what activities you will undertake, what deliverable you will provide, and the impact your expect the project to have.
• A Project Description, which details the work/activities that you will undertake in your project.
• A Project Timeline.
• A Statement of Significance  
• A Statement of Capacity for Success that explains why your team and/or organization is positioned to be successful in yourproject.  
• A Narrative Description of the Outputs/Deliverables you intend to produce.
• If requested, a Brief Budget Explanation. 

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How to write a letter of intent for research.

Read the RFP (request for proposals) or other submission instructions carefully to learn specific guidelines regarding the letter of intent . For example, most federal grant applications are extremely specific in terms of file size, format, naming conventions, supporting documents, etc.

Determine the type of information required and the LOI deadline.

Outline the info required for the letter of intent. Although it will vary depending on specific guidelines, the information required will typically include the name, affiliation and credentials of the principal investigator or project head; the name, credentials and affiliation of key research personnel; brief bios (biosketches) of researchers involved; participating institutions; and a name and summary of the proposed research project.

Write the summary of your research project for the LOI. Be specific in regards to the research objective, the methodology, the expected outcome, the benefit gained, populations to be studied, human subject parameters (if any) and your project's funding requirements. Include info on any past research studies that are relevant to the proposed work. Be sure to emphasize any similar research literature that features the principal investigator or key personnel.

Solicit the input of key collaborators regarding the research plan.

Collect the bios of key personnel and any other documentation that needs to accompany the letter of intent.

Submit the letter of intent before the deadline, and after it and all supporting documents have been proofed and assembled in the required format. Most grant application materials, including LOIs, are submitted online.

Related Articles

What are the duties of an administrative research assistant →, how to write a cover letter for a completed research proposal →.

Objectives of Technical Writing →

What Are the Duties of a Land Surveyor? →

Types of Letters of Intent →

The Average Salary of a Grant Writer →

Elaine Riot has been writing professionally since 2001. Her work has been published online; in quarterly business, arts and education publications; and in B2B and consumer magazines. A natural wordsmith, Riot writes effective copy for a diverse clientele, including the University of Washington, Vulcan, Inc. and Amazon.com. She has a Bachelor of Arts in English from the University of Texas at Austin.

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Letters of Intent

Some funding opportunities suggest that you send a letter of intent before you apply. Learn below why the letter helps, what to include, and your timing.

Why Send a Letter of Intent?

Although letters of intent are not required or binding, we strongly advise you to submit one If your chosen notice of funding opportunity (NOFO) or notice of special interest (NOSI) requests one.

The information in your letter allows NIAID staff to plan the peer review panel and identify any unique scientific expertise that needs to be included. Reviewers will not see your letter of intent, so it won’t affect how they score your application.

In addition, your letter may help NIAID staff spot potential issues you need to address before you apply, especially if you include the additional information we suggest below.

Whether you choose to send a letter of intent or not, at least 12 weeks before you apply, we advise you to contact the NIH scientific program officials listed for your NOFO or in your area of science. They can advise you on your application plans, note special requirements, and forewarn you about mandatory prior approvals. Find contacts and instructions at When To Contact an NIAID Program Officer .

What To Include in a Letter of Intent

If your chosen opportunity specifies letter instructions, follow them. Letters of intent typically include the following information:

• Descriptive title of proposed research
• Name, address, and telephone number of the principal investigator(s)
• Names of other key personnel
• Participating institutions
• Number and title of the NOFO

Beyond the items specified by the instructions, consider including additional details in your letter of intent that could help NIAID staff spot issues or advise you further. Here are a few examples:

• Include a concise description of your proposed project. Our staff may discern whether your research is a good fit for NIAID or the NOFO. They may advise you about other relevant opportunities or concerns worth addressing before you apply.
• Describe how your plans relate to areas of Research With Special Considerations such as human subjects, clinical, or animal research. That can help NIAID staff spot whether your analysis of the NIH definitions or exceptions seems to match.
• Specify the pathogens you plan to study, if any. NIAID staff can compare that with any opportunity-specific requirements about the type of pathogen.

Timing for Letters of Intent

Most NIH institutes ask prospective applicants to submit letters of intent 30 days before the application due date. Check your chosen NOFO or NOSI to see if it lists a due date for letters of intent. However, if you can send your letter of intent early, go ahead and do so.

More Information

Find our central list of Types of Letters for Grant Applications .

Consortium Letter Template (Letter of Intent)

Washu is the subrecipient.

Download an complete this document if WashU is a subrecipient: Washington University is Sub [DOC]

WashU is the Pass Through Entity (PTE) ( i.e. Prime)

Provide this document to all subrecipients for all sponsors, except foreign subrecipients on NIH projects (see below): Washington University is Prime [DOC]

Provide this document to all foreign subrecipients when NIH is the sponsor: Washington University is Prime – NIH for Foreign Entities Only [DOC]

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How to Write a Letter of Intent (LOI) [with Samples]

Last Updated – Sep 14, 2020 @ 9:25 am

This post was inspired by one of our readers who asked for help in writing a letter of intent for a Mayor’s permit.

But instead of answering her question directly, we thought it would be better if we write a comprehensive guide on how to write a letter of intent along with some of the best examples for quick and easy reference.

So if you’re ready, let’s jump straight to the nitty-gritty of how to make an effective letter of intent.

What is a Letter of Intent (LOI)?

It’s a document stating one party’s intention to do something (e.g apply for work, initiate a request, conduct business) in connection to another person or company, etc.,

Any agreement, whether personal or business, is usually initiated by expressing interest and a letter of intent is the formal way of doing so.

It shows your knowledge about the transaction and how to execute it while being respectful in showing your interest. More importantly, it allows you to get a response or request for a formal meeting/audience or authorization that will initiate the preliminary agreement.

When is it Used?

A letter of intent is used in a variety of settings. It’s used when applying for a job , request to be admitted to a school or university , apply for a scholarship, request for business documents or permits, apply for a promotion, request for financing, express desire to purchase a business or real estate , and so much more.

In a traditional business setting, it lays down the basis and key points of a proposed deal before an actual legal agreement is signed.

For individuals, an LOI is often used to express interest or request approval for employment, documentation, permit, clearance, and/or other related matters.

Types of Letter of Intent

There are several ways to use a letter of intent. Here are some of the most popular types of LOI and its uses. 

Jobs and Careers

A letter of intent in an employment setting is a document that expresses your interest in working for a company. 

It explains the reasons why you want to work there and why they should hire you (by writing down your skills, competencies, and experience).

An LOI essentially works as a cover letter in this setting, where your main goal is to express desire to work there and request for an interview.

University or College Entrance

An academic LOI’s goal is to explain the reasons why the school should consider accepting you as a student (or scholar).

It shares the person’s abilities and credentials and links it to the school’s own vision and mission for its students.

Business Deal

An LOI in a business setting serves as a non-binding agreement laying down the terms and conditions of a proposal or a deal. 

It can be used to assure or guarantee the other party of the exclusivity of the contract. It can be used to provide the guidelines, terms and conditions, and other relevant information that needs to be confirmed before the formal dealings, negotiation, or transaction begins. 

It also acts as a safeguard for both parties should the agreement fail to materialize.

Real Estate Purchase

An LOI is used by the buyer to express how serious he or she is in buying a certain piece of residential or commercial property.

While a Real Estate LOI isn’t legally binding, it usually includes key details like purchase price, payment scheme, and other related details.

This is useful to both parties since they can get a “feel” of the transaction prior to making it official. It also allows room for negotiation.

Financing Request

A financial letter of intent is used to acquire funding from investors. The document states the need for such a budget as well as the reasons justifying the request.

It should clearly explain how the funding will be utilized to meet the proposed goals.

How to Write a Letter of Intent

So far you’ve learned what a Letter of Intent is for and how it’s used in certain settings (and how to format them for each scenario).

In this section, we’ll take a more general approach to show you how each section of an LOI should be written along with a couple of tips to make writing it more effective and easier.

Before anything else, remember that your goal here is to be clear yet concise.

Ultimately, your mission is to write an engaging letter that emphasizes how you or your proposed project/venture can bring value to the other party.

While it’s tempting to pepper the letter with jargon and flowery expression to impress your recipient, an LOI is still considered a formal document, which means accuracy and clarity works best and shows professionalism.

Before you Start: Go for Business Letter Format

Stick to a formal business format and tone when writing your Letter of Intent. In most cases, a professional-looking letter is expected when it comes to this type of request.

From the salutation to the call-to-action, it’s important to address your reader with respect and proper decorum. Formatting should follow the standard business letter.

Step 1: Write the proper salutation

When you can, use the actual names of the recipient of the letter. Research is your friend here, beginning with the company’s website or by looking them up on LinkedIn.

Should that be impossible, you can always opt for the more generic, “ To whom it may concern ” or “ Dear Sir or Madam” . 

Step 2: Start with the solid opening paragraph that summarizes your intent.

It allows the reader to quickly understand what the letter is for. A quick summary explaining why you’re writing gives the recipient sufficient context to support the rest of the letter.

Depending on the nature of your request, the opening statement should address the following: 

• What you’re requesting for
• How much funding or budget you need
• What you are proposing

Step 3: Highlight the Main Body

This part should highlight your skills and experience and share it in a way that relates to the nature of your request. 

For example, if it’s a letter of intent for employment, share your relevant skills and experience and explain how it will bring value to the company.

If it’s a business proposal, share facts and figures of your previous successes and link it as to why and how your proposal can benefit the other party.

This is perhaps the most important section of the entire letter as it serves as your stage for “selling” what you have to offer. 

Step 4: Call to Action

The next step is to provide a clear call-to-action for what your recipient should do next. 

Normally, you provide your contact info (email, phone number, and other related details) so they can easily contact you. You then state their options for responding to your letter. 

Step 5: Closing

Thank them for their time in reading the letter and use a formal closing like “Sincerely”, “Thank you”, or “Best Regards”.

Free Letter of Intent Samples and Templates

We’ve compiled a list of some of the best Letter of Intent templates and samples so you can easily write one and then simply tailor it per your own needs.

1. 47+ Downloadable Sample Letter of Intent

• Basic letter of intent
• Letter of Intent Acquisition of Business
• Restaurant Letter of Intent
• Letter of Intent to Purchase Business Asset
• Letter of Intent for College Admission
• College Letter of Intent for Scholarship
• Employment Letter of Intent

2. Letter of Intent for Business Purchase and Accepting a Scholarship

• LOI for purchasing a business
• LOI for accepting a scholarship 

3. 10 Free Samples of Letters of Intent

4. 13+ sample free letter of intent templates – pdf, word.

• Letter of Intent for Real Estate

5. Letter of Intent Samples

• Letter of intent sample pdf
• Sample letter of intent to purchase a business
• Sample of letter of intent for business proposal
• Letter of intent for promotion

About Amiel Pineda

Amiel Pineda is the Head of Content at Grit PH.

He started freelance writing in 2010 doing product reviews and tech news. In 2018, he became a full-time freelancer, writing in the financial space and creating content for clients in various niches.

Prior to freelancing full-time, he worked 7 years in the financial services industry for a Fortune 500 company.

He also writes on his personal blog, Homebased Pinoy (https://homebasedpinoy.com/), where he shares tips and guides as a work-from-home freelancer, along with NFT-game guides.

Education: Technological Institute of the Philippines (Bachelor of Science in Electrical Engineering) Focus: Freelancing, Entrepreneurship, Financial Products, Investing & Personal Finance

Reader Interactions

September 23, 2020 at 1:18 am

Thank you Arnel for this summary of LOI. It is worth making a review of the basic business communication.

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