Preparing Letters of Inquiry

1
Preparing Letters of Inquiry

• Ingrid V. McGraw, Senior Director Foundation
  Relations
• ivmcgraw_at_syr.edu

2
Basic Guidelines for Letter of Inquiry

• Request Information
• Review Web site
• Obtain Annual Report
• Giving Guidelines
• Grant List
• Network with colleagues
• Ask the development office

3
Letter of Inquiry

• Letter of Intent, Pre-proposal, Concept Paper
• Brief summary of your project
• Used to determine if a proposed project coincides
  with areas of XYZ foundation interest.
• Used to avoid unnecessary work for you and the
  foundation staff.

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Letter of Inquiry

• A letter of inquiry clearly and concisely
  describes the project, its aims, its
  significance, its duration and the amount of
  funds required. The document should never exceed
  five pages.
• Generally they are 2-3 pages.

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Letter of Inquiry

• The letter of inquiry should not include any
  additional supporting information such as
  videotapes, financial reports, annual reports.
• Letter confirming organizations
  charitable/tax-exempt status may be required

6
Points to Cover

• What problem does your project address? Why is
  this issue significant?
• What is the relationship of the problem/issue to
  the Funders current program interests

7
Points to Cover

• What strengths and skills does your organization
  and personnel bring to this project?
• What makes your organization the right one to
  conduct this project?
• Who will lead the project? Identify key
  personnel.

8
Points to Cover

• What do you intend to demonstrate or prove? What
  means will you use? If the project is already
  under way, what have you accomplished so far?
• If you are requesting funding from XYZ funder for
  a component(s) of a larger project, specify which
  activities you are requesting the Funder to fund
  and how they relate to the larger project.

9
Points to Cover

• What outcomes do you expect, both immediate and
  long term?
• If you have requested funds from other sources
  (or plan to), list those sources.
• What plans do you have to disseminate
  information?
• How do you plan to evaluate?

10
Points to Cover

• You must answer the So What of fundraising.
• Why is the project necessary.
• Why should the funder provide support?

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Bonus Points

• Demonstrate institutional support
• Replicability
• Leverages other support
• Partnerships
• involve those effected
• other institutions
• community participation
• Novel approach that sets you apart

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Opening Paragraph

• Opening Paragraph
• Summary statement
• Stand alone
• Make it clear what you want the reader to do

13
Opening Paragraph

• Answer the following questions
• Who wants to do what?
• How much is being requested?
• Over what time period?
• Say if you are responding to an RFP.
• Keep the paragraph short.

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Opening Paragraph

• Syracuse Universitys S.I. Newhouse School of
  Public Communications seeks support from the
  Lilly Endowment to interview the pioneers of
  religious broadcasting for the Oral History of
  Television Project. The purpose of this project
  is to preserve the rich history of the genesis
  and development of this uniquely American art by
  creating an oral archive of taped interviews with
  the key players of the television industry. This
  audio and video taped interviews will allow
  scholars and future generations to see and hear
  personal accounts of the vital decisions, events,
  and personalities that shaped what has become a
  defining social institution of American culture
  during the latter half of the twentieth century.
  We are requesting over two years for this
  portion of the project.

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Statement of Need

• Statement of Need (1-2 paragraphs)
• Answers the why of the project.
• What issue are you addressing.
• Why you have chosen to respond to this set of
  issues in the way that you have.
• Why does this matters.
• Note who benefits.

16
Project Activity

• This section answers the what and how
• Give a general overview of the activities
  involved.
• Highlight why your approach novel and deserving
  of funding.
• Indicate other collaboration with.

17
Outcomes(1-2) paragraphs)

• State what will be the specific outcomes
  achieved.
• Indicate how evaluation is part of the project
  how will you know youve achieved these outcomes?

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Credentials

• Demonstrate why you (and SU) are 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.

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Budget

• State the total project cost and how much you
  will requesting
• Indicate broad categories of activities to be
  funded.
• Include other sources of funding, both cash and
  in-kind. Especially indicate what SU will
  contribute. Do not overlook the value of all
  in-kind contributions, including those of your
  collaborators.

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Closing

• Offer to give any additional information the
  foundation might need.
• Give a contact name and contact information for
  foundation follow-up.
• Let them know that you will give them a call to
  follow up
• Express appreciation for the readers attention
• Ask, May we submit a full proposal?