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How to Write a Cover Letter for Your Grant Proposal

Customer Success Manager at Instrumentl

Reviewed by:

November 20, 2023

Table of Contents

If you’re applying for a grant, the funder will often ask you to submit a cover letter with your grant proposal.

I know, this can be frustrating. You’re already dedicating time to writing a successful grant proposal . Why do you also have to write a cover letter? 

Although it may seem like extra work, it’s actually a critical step to get right. If you don’t nail it, the funder may pass over your application entirely.

To avoid this, we’re going deep into how to write effective cover letters for grants. In this article, we’ll unpack:

• What cover letters for grant proposals are
• Why it is an important piece of your grant application
• And the six parts of a successful cover letter
• Templates to get you started
• Pitfalls to avoid

Let’s dive in!

What are Cover Letters for Grant Proposals?

A cover letter for a grant proposal is a document that goes along with your completed proposal. It is your opportunity to demonstrate that you understand the priorities and interests of the funder and how your work aligns with their goals.

An effective cover letter will communicate why your organization and your program deserve to be funded . It should pique the funder’s interest, getting them to read your full proposal. 

Pro Tip : Cover letters are typically only requested by foundations and corporations . In the case of government grants , they don’t ask for cover letters because they have very specific proposal layouts and requirements.

Only submit a cover letter if the funder requests one. Many funders now utilize online application systems which do not require a cover letter, so make sure you understand the requirements of the specific funder.

Overall, the cover letter provides a taste of your organization and request. It should entice the funder and demonstrate why you are a good fit.

Insights Straight To Your Inbox

Why are cover letters important for nonprofits.

If you see the cover letter as just a nother checkbox you need to complete before submittign your application, think again. Here are 4 reasons why you need to think hard about writing a grant proposal cover letter that captures the attention of funders.

First Impressions Matter: Setting the Tone for Your Proposal

The cover letter is the first point of contact that your nonprofit has with a potential funder, and you want to make a good impression ! 

A professional, concise, well-written cover letter sets the tone with the funder for the rest of your proposal. It’s also a chance for you to capture the reader’s attention and get them excited about your proposal.

Building a Connection With Potential Funders

Your cover letter is your opportunity to get the funder engaged .

The cover letter gives you a chance to share your “elevator pitch” with the funder. If a funder walks away from your cover letter feeling excited about your project, you’re leagues ahead of the competition that submitted a dry, cookie cutter cover letter.

Highlighting Key Points From Your Grant Proposal

A grant proposal’s cover letter isn’t all that different from a potential job’s cover letter.

Highlight the key points that will help you stand out above other applicants . Don’t be afraid to brag a little bit! Tell the funder why your proposal or project is unique and impactful. 

But remember—a cover letter is not an executive summary .

Demonstrating Organizational Maturity and Professionalism

Your cover letter is an opportunity to demonstrate your organization’s maturity and professionalism . Make it known that you receive and manage a large grant portfolio of grants every year, and that you have experience in maintaining grant compliance .

In doing so, you are showing the funder that they can trust you with their award.

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6 Parts of a Successful Grant Proposal Cover Letter

Below are general formatting tips for your grant’s cover letter:

• Your cover letter should be written on company letterhead.
• The date on the cover letter should match the date of your proposal or application.
• The letter should be contained to one page, consisting of 3-4 paragraphs.
• Find the appropriate contact person at the funding organization so you can address your letter to a specific person.
• The address of the funder should be placed at the top of the letter. Format the address as: contact name, title, funder name, address.
• Use a formal introduction in the salutation, such as “Dear Mr/Mrs.”
• The letter should be signed by an appropriate official from your organization, such as the Executive Director.
• Include the word “ENCLOSURE” or “ATTACHMENT” at the bottom to indicate that the letter is part of a larger packet.

In addition to these basic formatting tips, there are 6 basic parts that you should be sure to include in your grant proposal cover letters.

Introduction: Who You Are

Be sure to introduce your organization at the beginning of your cover letter. 

This provides readers with a background understanding of your nonprofit and its purpose. You want to include things such as the name of your organization, your mission and values , and how long you have been in existence.  

About Your Organization: What You Do

In this section, you want to concisely explain what your organization does—include relevant programs and projects. 

This will show that your organization’s work aligns with their mission and giving priorities.

Need Statement: The Problem You're Addressing

Clearly state the problem that your program or project intends to address. 

This demonstrates to the reader that you are filling a gap that exists in your community. You should include data to support your statements when possible so that the funder knows the need is real.

Project Overview: Your Plan

While space is limited in a cover letter, it is important to share outline a well-thought-out project plan. Showing funders how you plan to utilize their funds will help your proposal stand out.

Funding Request: What You Need

The whole purpose of submitting a grant proposal is to secure funds for a program or project. 

Don’t dance around it. Call out exactly how much money you need for your initiative so that the funder knows up front whether or not your request is in alignment with their giving priorities. 

Pro tip: Often, nonprofits don’t ask for enough funding. To not leave anything on the table, Instrumentl users can quickly uncover how much to ask for in a grant by using our insights on funders.

Closing: Why They Should Support You

You want to end your cover letter by telling the funder why they should support you. Whether it is because your missions are aligned, your project is super unique (ideally, both!), you want to clearly state these reasons in your cover letter. 

Consider closing the letter with an invitation for a site visit or program observation, if appropriate. Be sure to include the contact information for whoever can answer application questions. And end with a confident statement such as “I look forward to speaking with you more about this program.”

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3 Sample Cover Letters for Grant Proposals

In this section, we have written original sample grant proposal cover letters. Following each example, we break down the good and bad parts of each letter.

1. Following Up After Meeting With The Funder

Grant proposal cover letter example one breakdown.

Here’s why we like this cover letter:

• Referencing those prior conversations will remind the funder that you’ve already done some leg work in terms of outreach and research into the foundation.
• This letter includes erveral of the key parts of a successful cover letter, such as the introduction, information about the organization, funding request, project information, and a confident closing. 

The letter is also signed by the executive director and provides her contact information. However, there could be a bit more emotion incorporated into this letter to help the funder form a connection with the organization and the project .

2. Breaking The Ice With A New Funder

Grant proposal cover letter example two breakdown.

Our second grant proposal cover letter example also covers many of the key components: organizational info, funding request, project information, and a closing. 

We really like how the closing in this letter includes an invitation for the funder to tour the facility and see the work in action—this is such a good idea!

This letter is lacking a statement of need , however. Although it clearly shows alignment between the nonprofit’s work and the funder’s mission, there’s no information about why there is a need in this community for support for people suffering from PTSD . Again, some data points would go a long way here in making this a more compelling case for support.

Also note that this letter does not reference any prior conversations with the funder. This is a good template to use if you are applying to a funder for the first time.

3. Renewing Funding From A Previous Funder

Grant proposal cover letter example three breakdown.

Our final example demonstrates how you would write to a funder that has previously funded your organization.

The nonprofit explains how a prior grant from this foundation helped their program; we LOVE that they included data about how many youth were served from the prior grant. This helps the funder really understand the impact of their donation, which will give them confidence in choosing to fund this organization again. 

This letter also does a great job of showing the nonprofit’s alignment with the funder’s mission and work . Again, this instills confidence in the funder that they’re making a good investment with their money.

Mistakes to Avoid When Writing a Grant Proposal Cover Letter

So, we’ve reviewed what a grant proposal cover letter is, why it is important, and what the key parts are that should be included in the letter. 

You’re probably feeling like you’re almost ready to start writing your own cover letters—but hold on. Before you dive in, let’s review some common pitfalls in cover letter writing and how you can avoid making these mistakes.  

Overloading the Cover Letter with Jargon

One of the biggest mistakes you can make when you’re writing a grant proposal cover letter is filling it with industry-specific jargon .  

Don’t try to impress the funder with all the fancy terminology of your industry. Not all funders will understand this lingo, and it could end up confusing them instead of helping to make the case for your project.  

Ignoring Specific Funder Guidelines and Requests

This is a critical mistake that many grant applicants make. Don’t ignore the funder’s guidelines !

Every funder will have different requests—whether they want you to hand-deliver 10 copies of your single-sided application or request a signature from your Board Chair, it’s imperative that you follow these guidelines.  

This relates to the cover letter as well! If a funder specifically says to not include a cover letter, listen to them!

Being Vague or Generic in Your Statements

Another common pitfall that nonprofits fall into is being overly generic and vague in their cover letters . 

To demonstrate why your nonprofit is a good fit for the funding opportunity, share specifics about your organization, background, mission, and goals.  

Another piece of advice—don’t use the generic “To whom it may concern” or “Dear Human Resources” salutation. Find a specific contact to direct your proposal to so that you can personalize the letter.

Instrumentl is a great resource for finding funder details, providing clear insights into who some of the key people within a foundation are.

Overlooking the Importance of Follow-Up Information

All of the examples that we showed you included details on who the funder should contact if they have any questions . This is so important! 

You don’t want a potential funder to be stuck Google-searching information on your nonprofit if they need to contact you. That’s a sure fire way to get your application declined.

Wrapping Things Up: Cover Letters for Grant Proposals

To conclude, make sure you understand funder requirements, obtain information for a direct contact at the funder, and write the cover letter after you complete the grant proposal application. 

If you follow these steps, you will be well on your way to writing a good grant application letter.

For more tips on enhancing your grant proposals, check out these 21 grant writing examples for nonprofits !

Amelie Heurteux

Amelie Heurteux, a Customer Success Manager at Instrumentl, works day in and day out training nonprofits and grant writers how to efficiently prospect new funders and streamline their grant tracking and management processes.

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Reference Letters

Some types of programs, such as fellowships and some career development awards, require the submission of reference letters by the referee. Referees must submit these letters by the application deadline in order to be considered with the application. Applications that have fewer than the required numbers of reference letters will not be reviewed.

Each funding opportunity will indicate whether Reference Letters are required.

A reference letter is not the same as a letter of support. See  Reference Letters vs. Letters of Support: What’s the Difference?

Selecting a Referee

• At least three, but no more than five, reference letters are required unless otherwise specified in the funding opportunity.
• The letters should be from individuals not directly involved in the application, but who are familiar with the fellow/candidate's qualifications, training, and interests. Note that for postdoctoral grant applications that require submission of reference letters, a letter from the fellow/candidate's predoctoral thesis advisor is not required.
• The sponsor/co-sponsor(s) of the application cannot be counted toward the three required references.
• Resubmission applications do not need to use the same list of referees but do require new reference letters from all referees chosen.
• Make sure you include a list of referees (including name, departmental affiliation, and institution) in the cover letter of the application so NIH staff is aware of planned reference letter submissions. 

Instructions to Provide to Referees

Fellows/candidates should provide their referees with the appropriate instructions. Remember to include your name as it is shown in your Commons account, your eRA Commons username, and the number of the funding opportunity (e.g., PA-21-048) to which you are applying.

• Instructions for Fellowship Applicant Referees  (MS Word - 16 KB)
• Instructions for Career Development Applicant Referees (MS Word - 17 KB)

Reference Letter Submission Process

• PI’s (fellow/candidate’s) eRA Commons username.
• PI’s first and last name as they appear on the PI’s eRA Commons account.
• Number of the funding opportunity (e.g., PA-21-048) to which you are applying.
• The confirmation sent to a referee includes the mentee and applicant’s names, a confirmation number, and the date the letter was submitted.
• The confirmation sent to a fellow/candidate includes the referee’s name and the date the letter was submitted.
• The eRA Commons links the reference letter up with the application based on eRA Commons username and funding opportunity number.
• The fellow/candidate may check the status of submitted letters by logging into their Commons account and accessing the “check status” screen for this application.
• While the fellow/candidate is able to check on the status of the submitted letters, the letters are confidential and the fellow/candidate will not have access to the letters themselves.

This page last updated on: April 4, 2024

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Additional Application Forms and Components

In addition to the Research Strategy and Specific Aims pages that describe your proposed research, standard NIH applications include many other components including but not limited to those listed below. Follow the instructions below to help determine which of these additional components are necessary for your application.  Some will be relevant to all or almost all grant mechanisms, while others may apply to only a subset .

• NIH Application Instructions  referenced in the NOFO under the "Required Application Instructions" heading
• Section I: Related Notices
• Section IV: Application and Submission Information

Write a succinct summary of the project that both a scientist and a lay person can understand.

• Use Specific Aims as a template—shorten and simplify the language.
• In the first sentence, state the significance of your research to the field and relevance to NIND's mission: to better understand, treat, and prevent infectious, immunologic, and allergic diseases.
• Next state the hypothesis and the innovative potential of your research.
• Then list and briefly describe the Specific Aims and long-term objectives.
• Include appropriate keywords, e.g., immunotherapy, genetic risk factors.
• Do not include graphics or citations.
• Define or omit abbreviations.
• Be sure to omit confidential or proprietary information in these sections!

These sections may be small, but they're important.

• When your application is funded, NIH enters your title and Abstract in the public RePORTER database. 
• All peer reviewers read the Abstract and Narrative.
• Staff and automated systems in NIH's Center for Scientific Review use the Abstract and Narrative to decide where to assign your application, even if you requested an institute and study section.
• The Abstract and Narrative describe the importance and health relevance of the research to members of the public and Congress who are interested in what NIH is funding with taxpayer dollars.

What To Add and Not To Add in an Appendix NIH limits the information you may put in an Appendix (see list below of allowable materials) and will check that you did not try to bypass page limits by putting materials in the Appendix that belong in the Research Plan. Guidelines differ by grant type and notice of funding opportunity ( NOFO ), so check your NOFO carefully.

The list of allowable Appendix materials is limited to the following items:

Blank data collection forms, blank survey forms and blank questionnaire forms--or screenshots thereof

Simple lists of interview questions

Blank informed consent/assent forms

Other items  only if  they are specified in the NOFO as allowable Appendix materials

Applications that include unallowable Appendix materials will be withdrawn and not reviewed.

For additional details, see NIH 's  Frequently Asked Questions: Appendix Policy .

Submitting the Appendix Use the Appendix attachment of the PHS 398 Research Plan form. If you can't submit the materials electronically, contact the Scientific Review Officer listed in your chosen NOFO .

Assignment Request Form

Use of the PHS Assignment Request form is optional but can be helpful on a number of levels. The PHS Assignment Request Form contains four sections for receiving suggestions from applicants. This information is reviewed by the NIH ’s Center for Scientific Review (CSR)’s Division of Receipt and Referral (DRR). Note that DRR staff are not required to grant the suggestions made on this form, but often do when feasible and scientifically appropriate. Only NIH staff involved in the assignment and review process have access to this form.  Suggestion of IC Assignment  For applications to parent funding opportunities or those with multiple participating ICs (see “Components of Participating Organizations” in “Part 1. Overview Information” of the selected NOFO ), you may wish to recommend primary assignment to the IC whose mission most closely aligns with your proposed research. NIH’s Matchmaker may be helpful if you're unsure and reaching out to a NINDS Program Officer may also be helpful.   Study Section Assignment  Review “Section V,” Subcategory “2. Review and Selection Process” for information as to whether applications submitted to the NOFO you have selected will be reviewed by the Center for Scientific Review (CSR) or by an IC-convened panel.  You may also find this information in “Section VII. Agency Contacts,” under “ Peer Review Contact(s).” If your application will be reviewed by CSR, it may be helpful to use the CSR Assisted Referral Tool to get an idea for which standing study sections might be the best fit for your application. NINDS program staff can also provide some input on this topic. It can be very helpful to write an application with a specific audience (in this case, study section) in mind when possible, so making suggestions here can be helpful.   Individuals Who Should Not Review and Why  NIH review staff automatically review conflicts of interest carefully and note that a scientific competitor does not necessarily constitute a conflict of interest. Be sure to provide specific information as to why you think a person could NOT provide a fair and impartial review if you choose to suggest the exclusion of a reviewer. This should be specific details as to actions or observations that would suggest this person could not provide a fair or impartial review.  Areas of expertise needed to review your application  This section provides you the chance to help NIH facilitate the most fair and rigorous review of your application. Completing this section can be worthwhile even if you don’t utilize or complete other sections of the form. Use this section to highlight the disciplines involved in your project, and particularly if multidisciplinary. This will help CSR and the Scientific Review Officer (SRO) identify the types of expertise needed to rigorously evaluate your application and recruit and assign the most appropriate reviewers.    

Authentication of Key Biological and Chemical Resources

This section is an important part of NIH ’s Rigor and Reproducibility efforts and has been required in all applications since 2016. 

Note that reviewers are asked to comment on the suitability of this plan, and if not adequate, you will be asked to revise and submit an amended version addressing reviewer concerns via just-in-time procedures .  

In addition to the instructions for this section that can be found in the standard NIH application instructions , the below references may be useful for informing your development of this section: 

What Kind of Information Should I Include in the “Authentication of Key Biological and/or Chemical Resources” Attachment? 

Authentication Plan Examples  

NIH Policy Notices on the Authentication of Key Biological and/or Chemical Resources section.

Biosketches

Along with any principal investigators, include a biographical sketch with research support information for everyone you designate as senior/key personnel or other significant contributors (OSCs). This includes consultants and technical staff with senior/key personnel or OSC designations, even if they are not paid a salary from the grant. OSCs who contribute at least one person month or more effort must be designated as senior/key personnel.

Get the NIH   Biosketch Format Pages, Instructions and Samples , and learn more in the  Frequently Asked Questions on Biosketches . Use  SciENcv  to help you develop your biosketch and automatically format it according to NIH requirements. 

How Reviewers Use Biographical Sketches Reviewers check carefully to see whether the PI and others have enough experience with the techniques to execute the Research Plan. The personal statement and contributions to science can be big factors in how you rate on the Investigator review criterion.

Reviewers will check that you have asked for an appropriate number of people, amount of time, and level of expertise to conduct the research.

How To Create a Strong Biographical Sketch

• Make Your Personal Statement specific for this application. Use this section as well to explain any gaps in productivity or other aspects that may impact how a reviewer may score you as an investigator. Your personal statement can be a big factor in how you the PI rate on the Investigator review criterion. 
• All key personnel's biosketches have a personal statement too, which must explicitly state how their experience qualifies them for  their role on your project , including relevant education, expertise, and accomplishments.
• Carefully choose the publications you decide to highlight in your "Contributions to Science." Highlight your team's expertise by listing publications or manuscripts in press for each member. Reviewers will consider your seniority when they evaluate the scientific contributions in your biosketch. 

NIH offers the following advice for new scientists:

• If you have one publication, you could summarize the key finding of the paper and its importance in a short contribution.
• If you have no publications yet, you could provide a contribution that describes your efforts on other peoples’ papers and projects. For example, perhaps you used a certain method, provided the literature review for a paper, or cared for all the research animals.
• If you have no research or thesis experience yet, you may still be able to describe one contribution about your training to date. 

Note that you do not have to be an author on the publications you reference. It is up to you how you describe your contributions. As one way to do so, you could choose to list a key publication that builds on your work.

For further advice on biosketches, consult with your colleagues who serve as reviewers in your area of science. Learn more about NIH   Biosketch Format Pages, Instructions and Samples .

Cover Letter

Check required and optional reasons to write a cover letter for your application. Note that only the Scientific Review Officer—not peer reviewers or Program Officers—sees your cover letter.

When a Cover Letter Is Required You must have a cover letter for the following:

• Grants requesting $500,000 or more in direct costs for any year.
• Conference grants (R13 or U13).
• Late applications.  Include the reason your application is late. Learn more at  Late Applications and Post-Submission Materials .
• Continuous submission.  Indicate that you are a member of an NIH study section qualified to submit at a nonstandard time.
• Video.  Indicate that you plan to send video files later.  

Optional Uses for the Cover Letter You may choose to use a cover letter for the following purposes:

• Point out RFAs and PAs . State the title if you're responding to an initiative.
• Note special areas.  Note the involvement of human subjects, select agents, or other areas with special requirements.
• Note a subaward  that will be active for only some of the grant's years.

In the past, applicants also used the cover letter to list expertise needed to review the application and to request assignment. Use the PHS Assignment Request Form described above instead.

Creating Your Cover Letter Here's how to create and format your cover letter:

• Start with the title and a brief description of your application.
• Use the PHS 398 Cover Letter File in the grant application—don't confuse it with the mandatory PHS 398 Cover Page Supplement form.

Follow the format NIH gives you in the  SF 424 Form Instructions .

Data Management and Sharing Plan

See NINDS ' dedicated Data Management and Sharing Plan page

This section gives you a chance to demonstrate the equipment necessary to successfully complete the work is available to you. Follow the applicable SF424 NIH instructions

Facilities and Other Resources

Use this section to describe any additional facilities and other resources necessary for the successful completion of the work proposed in your application. Follow the applicable SF424 NIH instructions

Introduction to Application/Response to Reviewers

This section is required only if the application type is "resubmission" or "revision" or if the NOFO specifies that one is needed. Follow the applicable SF424 NIH instructions

Genomic Data Sharing

Genomic Data Sharing is now included under the following section, "Data Management and Sharing Plan." See important information on NINDS' interpretation of the NIH Genomic Data Sharing policy .

Letters of Support

Your application should include letters of support from your institution, key personnel, collaborators, and other significant contributors. Relevant letters of support will assure your peer reviewers that your collaborations and institutional commitments are on the right track.

What To Include

The letter text should demonstrate the commitment of your institution and contributors. Summarize the agreements you have in place to support your project.

Familiarize yourself with the recommendations  and instructions in the NIH SF424  Letters of Support  instructions.

In multi-component applications, you may include letters of support in the overall component, other components, or both unless stated otherwise in the notice of funding opportunity ( NOFO ). You may also be instructed to begin the Letters of Support attachment with a table of letter authors, their institutions, and the type of each letter (e.g., institutional commitment).

Specifics for Collaborator Letters

When you request a letter of support, consider providing your collaborator a summary of your agreement as a convenient starting point. Discuss with them what information you think needs to be included.

The letters of support should clearly describe what type of support your collaborators will provide (e.g., reagents, animals, human samples, technology). Make sure to indicate whether the support is available to anyone on request or if your collaborator will provide it to only you. Our staff consider the latter point as they determine who may review your application without conflict.

Note that this letter is not the same document as your formal written agreement with the collaborator. Do not include the text of the formal agreement itself with your letters of support or your application. The formal agreement is for your benefit. NIH does not request, use, or need a copy of it. 

Don’t Send Too Many Letters of Support

Include the letters as described in the NOFO ’s instructions, but don’t assume that even more letters would be better. We strongly advise against collecting letters of support solely as endorsements of your reputation, expertise, or research plans.

In some cases, applicants have provided over a thousand letters of support. Large quantities of letters pose a significant burden on peer reviewers as they try to determine which are truly relevant to the project.

Unnecessary letters can also limit the pool of experts who are allowed to review your application. Due to potential conflicts of interest, anyone who writes a letter may not review your application. You might unintentionally eliminate the scientists who could have been your best supporters on the review panel. 

Multi PD/PI Leadership Plan

This section is required for any multi-PD/PI applications. This section allows you to explain how your team is organized and how you will navigate conflicts if and when they emerge, among other topics. Follow the applicable SF424 NIH instructions .

In the Project Narrative, the limit is THREE SENTENCES to describe the project's potential to improve public health.

Plan for Enhancing Diverse Perspectives

Some NOFOs require this plan to describe how diverse perspectives will be included in the proposed work. If this plan is required, it will be indicated in the NOFO along with instructions provided in section IV of the NOFO if applicable.

References Cited

Put your research plans in scientific context for your reviewers and convince them that you know your field by citing wisely in your application, including a Bibliography. References show your breadth of knowledge of the field. If you leave out an important work, reviewers may assume you're not aware of it.

Cite publications that are current and relevant to the project or show that you or your collaborators used your proposed methods. You may also cite interim research products, such as article preprints, to demonstrate transparency as explained in NIH 's  Frequently Asked Questions on Interim Research Products . Do not include a copy of publications in the application.

If a publication is public, always link to it, or include its  NIH PubMed Central  identification number in the text. You will list all citations in your Other Project Information Form: Bibliography and References Cited form. Follow the applicable SF424 NIH instructions

Resource Sharing Plans

With the launch of the Data Sharing and Management Policy for applications submitted on or after January 25th, 2023, it is important to note that existing resource sharing requirements REMAIN in effect. 

Resource sharing can be thought of broadly as falling into two main categories: 

Model Organism Sharing Policy  

All NIH applications and proposals that will produce unique model organism research resources are expected to include a sharing plan for distributing these research resources in the application or proposal, or provide a justification for why such sharing is restricted or not possible. 

This policy statement applies to extramural investigators funded by NIH grants, cooperative agreements, and contracts, including Small Business Innovation Research ( SBIR ) and Small Business Technology Transfer ( STTR ) mechanisms. All investigators are expected to develop a model organism sharing plan. There is no cost threshold for this policy 

Research Tools Policy  

To determine whether a resource is a research tool in the context of the NIH Research Tools Policy, funding recipients should consider whether: 

The resource is primarily a tool for discovery rather than an FDA-approved product or an integral component of such a product; 

The resource is a broad, enabling invention that will be useful to many other users, rather than a project or product-specific resource; and 

The resource is readily useable or distributable as a tool, as opposed to an instance where private sector involvement is either a necessary means or the most expedient means for developing or distributing the resource. 

The NIH uses a broad definition of “research tool” which can the encompass full range of tools that scientists use in the laboratory, including: cell lines, monoclonal antibodies, reagents, animal models, growth factors, combinatorial chemistry and DNA libraries, clones and cloning tools (such as PCR), methods, laboratory equipment and machines 

If through the work of a proposed application, a unique resource you are generating could meet at least one of the numbered criteria above, you should include a resource sharing plan in your application for how the unique resource will be shared or why it cannot be. 

For details on what should be considered and included in the resource sharing plan, review the guidance provided in the NIH Research Tools Policy .

Team Management Plan

Some types of applications require Team Management Plans to provide further details on how teams will be managed. Follow instructions provided in section IV of the NOFO if applicable. 

Want to contact NINDS staff? Please visit our Find Your NINDS Program Officer page to learn more about contacting Program Officers, Grants Management Specialists, Scientific Review Officers, and Health Program Specialists. Find Your Program Officer

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Resubmitting Your Application

When you are ready to resubmit your application, you should contact your assigned program officer for guidance in addressing the comments in your summary statement.

See Frequently Asked Questions about resubmissions of applications for details about current NIH policy and to learn about the difference between a new application and a resubmission.

While NIH does not limit the number of times you can submit an application with essentially the same content and scope as an earlier application, it is not allowable to have overlapping applications under review at the same time. Details can be found in Guide Notice NOT-OD-18-197 :

• Two applications with overlapping aims may not be under review at the same time.
• Only a single resubmission (A1 of an original application (A0) will be accepted).
• A resubmission (A1) application may not be submitted before issuance of the summary statement from the review of the previous new application.
• A new application may not be submitted before issuance of the summary statement from the review of the previous overlapping new or resubmission application.
• Two applications with overlapping aims cannot be under review at the same time, even if they are for different activity codes (e.g. R01, R21) or if they are submitted to different funding opportunity announcements.
• An application may not be submitted if it has substantial overlap with another application pending appeal of initial peer review. See NOT-OD-11-101 .

The NIH will not accept a resubmission application that is submitted later than 37 months after the submission of the new application that it follows. See NOT-OD-12-128  and NOT-OD-10-140  for details.

Last updated: 02/22/2023 10:38

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WTO / Letters and Emails / Cover Letters / Grant Proposal Cover Letter Sample: Expert Guide (Templates)

Grant Proposal Cover Letter Sample: Expert Guide (Templates)

A Grant Proposal Cover Letter is a formal document that provides information about a proposed project or mission.

It is submitted to government agencies, foundations, or organizations that provide grants.

The grant proposal cover letter is submitted with the grant proposal or application document. It provides vital information about the project, its background, purpose, and goals. The grant proposal cover letter is used to help persuade the reviewer to provide financial support for the project. The letter can be used by organizations that have written a grant proposal or application document to potential funders.

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Writing a Grant Proposal Cover Letter

Organizations writing a grant proposal cover letter must ensure they follow a well-outlined process. The step-by-step process ensures that all elements of the grant proposal letter are included. It also helps ensure that the letter is written in an appropriate format.

The following is a step-by-step process of how to write a grant proposal cover letter:

The top of the grant proposal cover letter should include a letter header. The organization’s writer may opt to use a formal header to ensure the letter looks more professional. The information provided in the header will ensure that general information concerning the organization and funder is provided.

The following information should be contained in a grant proposal cover letter header:

The date indicated in the header of a grant proposal cover letter should be the same as the date stated in the complete grant application. Stating the same date on both documents means they are sent to the guarantor on the same day. It helps create consistency in all the documents.

Address the funder

The funder’s name, address, city, state, and zip code should be indicated. The funder’s details provide information on who the letter is for. The funder’s address should appear under the sender’s address. The organization’s writer should confirm the name and address of the funder with a phone call or email the funding body. It will help to ensure the funder’s details have not changed.

Your company details

At the top left of the header, the writer’s company name and address should be provided. The writer’s company details will provide the funder with information on which organization is writing the letter.

Secondly, the organization’s writer must greet the funder with ‘Dear’ and include a recipient’s title such as Mr., Ms., Dr, etc. The salutation should be followed by the funder’s name, which should be punctuated with a comma. The writer can ensure that the right person is being addressed by calling the company or organization meant to receive the letter and confirming the detail.

Introduction

Thirdly, the organization’s writer should be introduced in the grant proposal cover letter. The organization’s legal name, which is its corporate name, should be indicated. In addition, the writer should indicate what the organization does and the need for its work.

Next, the body of the grant proposal cover letter should discuss the project. The information provided in the body will enable the recipient to understand what the organization hopes to accomplish with the grant. The writer should explain what the project is, the purpose it serves, and how it aligns with the funder’s priorities.

The writer can also add any data obtained that shows why the project is necessary. The amount of money the organization requests and the reason or use for the sum should be provided.

The following information should also be outlined in the body of the grant proposal cover letter:

Explain methods, strategies, and solutions

The writer should provide information on how the organization plans to use the grant and the solutions the fund will offer to a problem. The writer can incorporate a visual representation or graphic model of this information. The methods used to represent the organization’s data should be combined with details to ensure that the grant proposal cover letter has a professional tone. The writer can mention a timeline of when the funder should expect to see results.

Explain your corporate structure

The body of the grant proposal cover letter should also contain information on the grant requesting organization’s corporate structure. The writer should indicate that the organization’s internal management structure supports the project. The information on the corporate structure should be brief.

Highlight your strengths

The writer should explain why the organization is the best place to execute the project- or mission. Comparison with other organizations can provide clarity on which areas the writer’s organization excels in. The writer may sight the experience of the organization’s staff and volunteers, experience with the problem the project hopes to resolve, or community support for the organization. The names of the other organizations used in the comparison don’t have to be mentioned. The writer’s emphasis should be placed on highlighting the organization’s strengths.

Finally, the concluding paragraph should summarize the information already stated in the grant proposal cover letter. The writer should also include a thoughtful sentiment of what partnering with the funder would mean to the project’s beneficiaries. An expression of the writer’s appreciation for the funder’s consideration of the grant proposal should be indicated. The writer can also extend an invitation for the funder to visit the organization or its worksite.

The writer should end the grant proposal cover letter by signing off with an appropriate word or phrase such as ‘Sincerely,’ an ‘awaiting your response’ or ‘With great hope.’ The sign-off word or phrase used should suit the theme or topic of the letter. The executive board of directors, board president, or both should sign the grant proposal cover letter. The sign-off should indicate the signer’s first name, middle initials, last name, and jobs title. The writer should also provide the contact details of an individual who can answer the funder’s questions.

Note: The word ‘ENCLOSURE’ or ‘ATTACHMENTS’ should be written at the bottom of the grant proposal cover letter. These words help to indicate that the grant proposal is included in the packet. Writing these words in all caps emphasizes the importance of the grant proposal.

Grant Proposal Cover Letter Template

[Organization’s Name]

[Organization’s Address]

[City, State and Zip Code]

[Funding organization’s contact Name]

[Funding Organization’s name]

Dear {funding organization’s contact Name],

[Organization name], which has been around for{number] years, is requesting a grant of ${amount]. The funds will be for an upcoming project, [project title]

Our organization focuses on [organization’s mission]. The project centers on [purpose of the project]. We target [group set to benefit from the project]. The need for the project is supported by our primary research, which found that [ the problem the project aims to solve]

The grant fund provided by your organization will enable us to [how the grant will be applied]. The fund will ensure that [ potential positive impacts provided by the funds]. Our [corporate structure] have expressed their enthusiasm for the project. We believe that our connection with [target beneficiaries] places us in the best position to carry out this project.

We appreciate your consideration. Please feel free to contact [name of organization’s contact] for any questions at [phone number or email].

[Signature]

[Name of CEO/board chair]

Sample Letter

Oracle Literacy Center

245 Hill Street

Boston, MA 46479

May 18th 2020

Neilson White

Waves Discovery foundation

Boston, MA 43578

Dear Mr. White,

The Oracle Literacy center, which has been around for 10 years, is requesting a grant of $ 500,000. The funds will be for an upcoming project, Digital Literacy Academy.

Our organization focuses on bringing literacy to disadvantaged communities in developing countries. The project centers on developing digital skills in Malawi. We target poor, disadvantaged adolescence and children. The need to implement the project is supported by our primary research, which found that less than 4% of the population has digital skills. We understand that your organization aims to increase literacy in developing nations; hence, why we believe that parting with you can help both organizations meet their goals

The grant provided by your organization will enable us to build a learning facility in the outskirts of the capital. The fund will ensure that poor, underprivileged children pioneer a new digital era in the county to facilitate its development. Our board of directors has expressed their enthusiasm for the project. Our connection with the local people places us in the best position to carry out this project.

We appreciate your consideration. For any questions, please feel free to contact James Green at 555-555-7788 or [email protected].

Mary Winters

Executive Director and Manager

Do’s and Don’ts for Writing the Letter

When writing a grant proposal cover letter, it is important to consider the dos and don’ts.  Understanding the do’s and don’ts of writing a grant proposal cover letter will ensure that the organization captures the funder’s attention. It will also ensure that the letter is effective in communicating information about the organization and the grant.

The following are the does and don’ts of a grant proposal cover letter:

Following are the dos for a grant proposal cover letter:

The grant proposal cover letter should be a quick read for the funder. Therefore, the writer of the letter should ensure that it is only limited to one page. The contents of the cover letter should be focused and to the point. Each paragraph should be limited to only a few sentences to ensure that the letter is short.

Ask for feedback

Upon completion of the grant proposal cover letter, the writer should ask a co-worker to read it. The co-worker will help identify any typos in the letter. The reception of positive feedback will be an indication that the writer should send the letter. In addition, asking for feedback will help ensure that the grant proposal cover letter effectively compels the funder to consider the organization’s grant proposal.

Format the letter carefully

The writer of the grant proposal cover letter should ensure it is appropriately formatted. A well-formatted grant proposal cover letter ensures that single spacing is applied throughout the letter. There should also be spacing between the organization’s address and the funder’s address. Appropriate spacing should also be applied between paragraphs. If possible, the writer should include a live ink signature. Three blank spaces should be left where writers can indicate a complimentary close and their name for the signature.

Send the cover letter in PDF

The grant proposal cover letter should be in PDF if the writer intends on sending the letter via email. PDF will ensure that the letter is safe from malware. It also helps the foundation sign the letter digitally if it wishes to do so. Sending the cover letter in PDF will also lead the funder to perceive that the organization is competent.

Write the cover letter last

The cover letter should be written last because it helps the organization reflect on achievements such as completing the fund request. It also ensures that the writers provide information from a knowledgeable perspective. The writer also ensures that the cover letter is more engaging than the other documents attached to it.

Don’ts

Following are the don’ts for writing a grant proposal cover letter:

Don’t repeat the information in the proposal

The grant proposal cover letter should not be a repetition of the information contained in the proposal. Its main purpose is for the funder to get to know more about the organization and its project. It is a tool that can persuade the funder to provide the organization with the grant.

Don’t use big words

The writer of a grant proposal cover letter should avoid using complex words that the funder may not understand. The use of complex words could be counterproductive and jeopardize the organization’s chances of receiving the grant. Instead, the writer should only focus on pleading the organization’s case before the funder.

Don’t make grammatical mistakes

The writers should proofread the grant proposal cover letter upon completion. No grammatical mistakes should be present in the document. The presence of grammatical errors may lead to the organization being perceived as unprofessional and lazy.

Key Takeaways

• A grant proposal cover letter effectively provides information about an organization’s grant proposal and shows its commitment to the project suggested to the funder.
• The letter can achieve its effectiveness by providing clear, concise information about the project.
• The organization must ensure that it mentions certain aspects of the project, like its potential beneficiaries.
• The tone of the letter should be professional.

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Applications requesting $500,000 or more in direct costs.

The National Institutes of Health (NIH) has updated its policy on the acceptance of applications requesting direct costs of $500,000 or more for any one year. Effective with the January 1, 2002 receipt dates, applicants must seek agreement to accept assignment from Institute/Center staff at least 6 weeks prior to the anticipated submission of any application requesting $500,000 or more in direct costs for any year. If staff is contacted less than 6 weeks before submission, there may be insufficient time to make a determination about assignment prior to the intended submission date. If the requested dollars are significantly greater than $500,000, then approval should be sought even earlier. This policy does not apply to applications submitted in response to RFAs or in response to other announcements that include specific budgetary limits. However, such applications must be responsive to any budgetary limits specified, or they will be returned to applicants without review. An applicant planning to submit a grant application (new, resubmission, revision) with $500,000 OR more in direct costs for any year is required to contact program staff in writing. This contact should be made during the development process of the application but no later than 6 weeks before the anticipated submission date.   The packet that will be submitted to the Program Officer should include the following:

• List the PI/PD, Notice of Funding Opportunity (NOFO) and anticipated submission/receipt date. 
• Specific Aims
• Detailed Budget (first year only)
• Budget all years
• Budget Justification
• Investigators
• Scope of work
• Detailed budget (first year only)
• Budget justification

If the request is approved, the PI will receive an invitation from eRA. In addition, the PI must include a cover letter with the application. The cover letter must identify the program staff member and Institute or Center that has agreed to accept assignment of the application. An eRA invitation letter may be attached to the cover letter.  An application received without indication of prior staff concurrence and identification of program staff contacted will be returned to the applicant without review. Therefore, NIH strongly encourages applicants to contact Institute or Center staff at the earliest possible time.

For additional information about this policy, the program staff at any Institute or Center may be contacted. Reference:

• NIH Guide Notice NOT-OD-02-004 , October 16, 2001 "REVISED POLICY ON THE ACCEPTANCE FOR REVIEW OF UNSOLICITED APPLICATIONS THAT REQUEST $500,000 OR MORE IN DIRECT COSTS"
• NIH Guide Notice NOT-OD-O5-004 , November 2, 2004 "REVISED POLICY ON APPLICATIONS THAT INCLUDE CONSORTIUM/CONTRACTUAL FACILITIES AND ADMINISTRATIVE COSTS"

Updated October 31, 2022

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NIH Extramural Nexus

How Do I Mark Changes in a Resubmission?

20 comments.

In 2014, NIH published an NIH Guide Notice on  Modification to Guidance on Marking Changes in Resubmission Applications . The notice highlights that NIH has removed the requirement to identify ‘substantial scientific changes’ in the text of a Resubmission application by ‘bracketing, indenting, or change of typography’. Please read NOT-OD-15-030  for more information, and find answers to  more frequently asked questions regarding application resubmission on the grants.nih.gov website.

To make it easier for your reviewers to see what has changed in your resubmitted application, mark the substantial scientific changes by bracketing, indenting, or italicizing or changing the font (to one of the other acceptable fonts). Please do not underline or shade the changes. Deleted sections should be described but not marked as deletions. If the changes are so extensive that essentially all of the text would be marked, explain this in the introduction and don’t mark the changes.

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I respectfully disagree with this advice. As a long-time reviewer I find that changes in fonts or long sections of italics are annoying and unpleasant to read. (And italics can be confused as a method to indicate emphasis.) Brackets around long sections of revised text simply go unnoticed by the reader, and grant writers are likely to object (I would) to indents as a waste of the precious reduced real estate for writing a grant (new page limits).

The most evident, and least annoying way to indicate areas of revision is with a simple vertical bar in the left margin. This also works for revised/new figures, graphs or tables.

Thanks for your comment. These instructions are straight out of the application guide . What has worked for others submitting or reviewing resubmissions?

The instructions at the top of this page do not match those in the application guide , which does not mention “italicizing or changing the font (to one of the other acceptable fonts).”

Quoting the application guide verbatim: “The substantial scientific changes must be marked in the text of the application by bracketing, indenting, or change of typography.”

Are change bars, as described above by Irving Bigio, acceptable for marking changes in a resubmission, because they are a “change of typography”?

Changing the font or italicizing is what “change of typography” refers to in the application guide. As for the vertical line, that is not changing the type, but you might be able to argue that it’s a form of bracketing. We’ll check into it.

Adding a vertical line in the margin is by far and away the most common way to do this, IME during a 4 yr stint on study section. It is simple, clean and much less annoying than changed fonts, italics, etc.

If the Rock Talk Team finds that this is not technically permitted then I suggest explicitly adding this to the rules.

I agree that a change of font can be distracting to read and can sometimes be buried and unnoticed. I tend to mark up my changes with the vertical line, automatically, using the track changes feature of Word and the appropriate preference settings.

I have always wondered what the instructions mean by “shading text” (as one of the things that we are not supposed to do). Does that mean highlighting, changing font color, or something else? Personally, I am always tempted to put my changes in dark blue IN ADDITION to other mark-up techniques; not helpful if printed in black and white but it would give the reviewers additional options if they were reading on the computer or printing in color anyway. However, I always worry that this will be somehow deemed as against the rules and the proposal will get tossed back. Would that be allowed?

Thanks for the comment and questions. Shading means highlighting. As for colored text, the application guide is very clear that only black text is acceptable.

Thanks, in that case, it would be worthwhile to have NIAID reassess their choice of sample grant proposals at http://www.niaid.nih.gov/researchfunding/grant/pages/appsamples.aspx because the second of the four examples of good proposals uses blue text for the captions. I had wondered about that!

Was there clarification from Rock Talk about whether the vertical bar (which I agree is far and away the least obstrusive) is permissible for revised resubmission?

We spoke with CSR (Center for Scientific Review) and this is acceptable as a form of bracketing, but it is encouraged that you review your layout and make sure it appears in your final PDF.

Hi…this page has been very helpful during the resubmission process! Thank you!! One more question though – does it matter whether the vertical line is in the left or right margin?

It would be fine to use a vertical line or bracket in either margin, just be sure to review your layout and make sure it appears in your final PDF.

2 questions for a resubmission:

1) I plan on using vertical lines in the left margin for indicating changes. Does it matter if the line is within the 1/2″ margin? Or do I need to indent everything slightly so that the vertical line is NOT within the 1/2″ margin?

2) I have a lot of comments to address in my resubmission. I assume that I need to stay within the 12 page limit. How would you recommend that I fit my additions in the main text? Should I delete parts of the application?

Thanks, Dave

The risk with margin annotations is that they may be cut off when your application gets processed by NIH’s systems, which why it is imperative to view your final application after it has been assembled and made available in the eRA Commons. If your markup isn’t visible you may need to indent your text slightly to accommodate it while maintaining the required margins. If you don’t like what you see, the application needs to be changed and resubmitted BEFORE the due date… yet another reason to submit early!

As to where to address your changes, you would do this in the one page introduction you get for resubmission applications. We also suggest including a brief note in the introduction as to how changes are marked. All page limits remain the same for the research strategy. Please review the application guide section on resubmissions. Here’s an excerpt:

An Introduction must be included that summarizes the substantial additions, deletions, and changes to the application. The Introduction must also include a response to the issues and criticism raised in the Summary Statement. The Introduction is separate from the Cover Letter. Use Item 2.1 Introduction of the PHS 398 Research Plan Component to provide this information. The page limit for the Introduction may not exceed one page unless indicated otherwise. Please refer to the relevant section of the application instructions and the FOA.

I have used black font in slightly lighter print, essentially dark grey. You see it when you want to and ignore it if you don’t. Any thoughts on this solution? It hasn’t raised flags thus far, but..

Again, we advise you to stick to the application guide suggestions for marking your revisions and check your application AFTER it is uploaded into Commons to see if your markup is visible/noticeable. See our response to the question above!

I’m a bit unclear on the line “Deleted sections should be described but not marked as deletions.” I’m not quite sure how to describe a deleted section without saying it’s a deletion. Or does that mean we note what was deleted without bracketing/indenting/italicizing/etc the note?

Is there a reason why highlighting isn’t allowed to mark changes? I did this and our business office caught it in time and made me change it. But I remember thinking: this is such a nice, readable way of marking where the changes are. I understand if it were a really bright, gaudy color, it might be very distracting, but I’m talking about a very light highlight. Font changes (which is what I had to go to) are impossible to see when you’ve got a bunch of different font changes in your regular text (bold, italics). Ditto bracketing. Marking a line on the side where changes have occurred can work, and it can be argued that is a form of bracketing, but if you’re already sitting at the margin it’s not clear where you can put those lines. Also, there doesn’t seem to be a really convenient way to do this except by hand (unless I’m missing a word option– we usually want to pick and choose what we highlight as a change. Little typo corrections don’t need to be highlighted). There could be a guideline for instance that RGB with all R,G,B>230 is acceptable or a predefined set that we can use (something that would work appropriately for those with color discrimination issues). We use highlighting for aesthetic reasons all the time, and this is apparently okay. Can you give me some context for why highlighting is so bad?

I got the opposite idea here: http://grants.nih.gov/grants/policy/resubmission_q&a.htm#3428

Will my new application be reviewed if it contains reference to a previous review outcome?

No. Your application will be withdrawn from the review process if you include anywhere in the your application the kind of information that would be found in a previous summary statement (score, critique criterion scores, reviewers comments), information that would be appropriate for an Introduction (response to the previous review and information about how the application was changed), or marks in the text of the application to show how it has changed since the last submission.

In 2014, NIH published an NIH Guide Notice on Modification to Guidance on Marking Changes in Resubmission Applications. The notice highlights that NIH has removed the requirement to identify ‘substantial scientific changes’ in the text of a Resubmission application by ‘bracketing, indenting, or change of typography’. Please read NOT-OD-15-030 for more information, and find answers to other frequently asked questions regarding resubmission on the grants.nih.gov website .

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Late Applications & Post-Submission Materials

Learn about when NIH will accept late applications or allow you to send application materials after you submit.

Late Applications

With a few exceptions, within a 2-week window after an application due date, NIH may consider accepting a late application. However, NIH does not expect to accept any applications received beyond the window of consideration or for requests for applications (RFAs) that specify no late applications will be accepted. It is important to note that no advance permission is given for submission of a late application.

If an application is submitted late, a Cover Letter explaining the reasons for the delay must be included with the application. The Division of Receipt and Referral evaluates late applications on a case-by-case basis considering the reasons provided. Applications submitted late without an explanatory cover letter or outside the late window of consideration will not be processed, reviewed, or considered for funding.

Any reasons for late submission must be related to the program director/principal investigator (PD/PI) role on the application. For multiple PD/PI (MPI) applications, the reasons may apply to any or all of the PD/PIs. This accommodation does not apply to co-investigators or project leaders in a multi-component application, or other key persons listed in an application (unless they also have MPI status). 

Provide a valid reason in the cover letter submitted with your late application. Valid reasons include:

Natural Disaster

NIH issues special Guide notices when a natural disaster occurs. In this circumstance, your delay should not exceed the duration of time your organization is closed, and you'll have to explain the specific reasons for the delay in your cover letter.

Personal Tragedy

In the event of a personal tragedy, e.g., you or an immediate family member suffer sudden severe illness, you will need to include an explanation in your cover letter.

Issues With Federal Computer Systems

Follow the NIH Office of Extramural Research’s guidance on Dealing With System Issues and take the following actions:

• Go to  Need Help? to find the appropriate Help Desk and contact information. Get in touch with the appropriate Help Desk immediately, over the phone and in writing.
• Maintain a record of the steps you take to resolve the problem.
• Once the issue is resolved, make note of it in your application’s cover letter. Include the confirmed system issues, Help Desk ticket numbers, and the steps taken to resolve the issues.

Notifying your program officer or scientific review officer (SRO) is not a substitute for contacting the appropriate Help Desk.

Service on an NIH Advisory Panel

A perk to serving on an NIH panel is that you may be eligible to submit your application late. Full-time, temporary, or ad hoc service during the 2 months before or 2 months after an application due date may be an acceptable reason for late submission. For details, refer to the NIH Policy on Late Submission of Grant Applications under  Late Applications . 

If you are eligible and choose to take advantage of this policy, you must explain the nature and period of your service in your cover letter.

You may also qualify for continuous submission, which allows you to apply at any time to R01, R21, and R34 notices of funding opportunities (NOFOs) that use Standard Due Dates (and not special receipt dates). For more information, refer to  Continuous Submission  and the Update of NIH Continuous Submission Policy .

If You Have to Submit Late, Keep Us In the Loop

We advise you to submit your application well ahead of its due date, in case you run into technical difficulties or any of the other problems noted above.

NIH will consider accepting your late application within a 2-week window of the application due date if there is a valid reason. The only time NIH will not consider accepting a late application is when an RFA states in the Application Due Date field "No late applications will be accepted for this notice of funding opportunity."

NIAID cannot guarantee that we will accept a late application. The decision to accept a late application ultimately lies with NIH Division of Receipt and Referral in the Center for Scientific Review (CSR).

No one can give you advance permission for a late submission, but if you have a valid reason, provide an explanation in the cover letter submitted with your late application.

For the record, CSR has rejected the following reasons for late submission:

• Heavy teaching burdens
• Ongoing illnesses
• Laboratory relocations
• Delays caused by an institution's business office

For more information, read NIH's Late Application Submission Policy Frequently Asked Questions .

Allowable Post-Submission Materials

After you apply and before peer review, NIH allows you to send certain additional materials, mostly nonscientific items and those resulting from unforeseen events. NIH prohibits sending information that could be used to circumvent page limits. Post-submission materials should not be used to correct oversights or errors you find after you submit your application.

NIH will accept a one-page update with preliminary data as post-submission material for new R01, R21, and R03 applications, including resubmissions, if the NOFO used for submission allows preliminary data in the application. For more details, refer to Revising the NIH Post-Submission Material Policy .

For the full list of allowable post-submission materials, refer to NIH’s Updated Policy on Post-Submission Materials .

Guidelines for Sending Post-Submission Materials

All post-submission materials other than citations, videos, and audio files must conform to NIH policies on font size, margins, and paper size. For details, check the Application Instructions for your grant type. Post-submission materials (other than citations, videos, and audio files) can be submitted only as a PDF attachment.

Post-submission videos can only be submitted by email as digital files. You must indicate in your application that you plan to submit a video as post-submission materials. Multiple videos can be submitted per application, but their aggregate length must not exceed 2 minutes for single project applications and 5 minutes for multi-component applications. The maximum file size for all videos combined is 35 MB. Video files containing unacceptable content or exceeding the time or size limits will not be accepted. For more details, refer to Guidance for Videos Submitted as NIH Application Materials .

Your authorized organizational representative (AOR) must concur with sending post-submission materials and send their concurrence to you or the materials directly to your SRO. If you receive your AOR’s concurrence, forward the materials and concurrence to your SRO. A communication from you copying your AOR is not acceptable.

Your AOR or you (with AOR concurrence) must submit post-submission materials in the proper format to your SRO at least 30 calendar days before the peer review meeting, unless otherwise stated in the NOFO through which your application was submitted or a special Guide notice. Your SRO uploads acceptable materials into the official electronic grant file maintained in the eRA Commons.

For more information, read NIH Policy on Post-Submission Materials .

Previous Step

Have questions.

Contact your assigned scientific review officer, found in your eRA Commons account or in your notice of funding opportunity. If you do not have a scientific review officer, go to Scientific Review Program Contacts .

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Resubmitting an Application

If your current application will not be funded, it is usually possible to send a resubmission (formerly called a revised application). Consult with your Program Officer about the resubmission process. 

Generally speaking, the NIH allows you to make one resubmission after the original submission. You are typically allowed one additional page at the beginning of the resubmission (the "Introduction to the Resubmission"), in which you respond to the comments from the previous review. The only exceptions to the one-page Introduction are for Training (T), R25, D43, D71, and K12 applications, all of which are allowed a three-page Introduction for resubmissions.

Note that per NIH Guide Notice NOT-OD-24-061  , for application due dates after February 13, 2024, following an unsuccessful resubmission (A1) application, applicants may submit the same idea as a new (A0) application for the next appropriate due date.  NIH will not assess the similarity of the science in the new (A0) application to any previously reviewed submission when accepting an application for review.

These guidelines can help in your resubmission:

• Effective February 13, 2024, changes made to a resubmission application should only be outlined in the introduction. NIH has removed the requirement to identify “substantial scientific changes” in the text of a resubmission by “bracketing, indenting, or change of typography.”  
• The Introduction must include a summary of substantial additions, deletions, and changes to the application. It must also include a response to weaknesses raised in the Summary Statement. The page limit for the Introduction may not exceed one page unless indicated otherwise in the Table of Page Limits. See also: NOT-OD-15-030  .
• If the reviewer's comments are useful, incorporate responses to them into the resubmitted application.
• If you disagree with a reviewer's comments, address them in your introduction.  Be clear and polite.
• If your application is not funded after the second resubmission, you may submit the same idea as a new application for the next appropriate due date.

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How to Write a Cover Letter for Your Manuscript? Here are the Tips and Examples

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Table of Contents

A cover letter is often the first thing an editor reads when reviewing your submission. As your first pitch to the editor, the cover letter helps them gauge the suitability of your manuscript for publication in their journal. Imagine your work shaping the future of your field, gathering citations, and sparking discussions. A powerful cover letter is thus the first step to making that vision into a reality.   

In this article, we will guide you through the process of writing an effective cover letter and explain how you can get it right every time with examples. First, let us get started with the basics!  

Getting the Basics Right  

When writing a cover letter, it is crucial to address the editor by their correct and complete name¹ . If there are multiple co-editors, you can address your letter to the right person, based on their specialization or designated responsibilities. If unsure, it is okay to go with a more general salutation, such as “Dear Editors”¹ .   

Presenting your Research  

Provide a clear and concise title for your submission and specify whether it is an article, communication, review, perspective, or a manuscript belonging to some other category. If the journal guideline recommends, consider including a list of all authors in the manuscript.   

After covering the preliminary information, briefly explain your paper’s central theme or focus to give the editor an idea of its contents. Ensure this stays a brief outline, without going into too much detail.   

Conveying the Importance of Your Work  

How you communicate the impact of your work can make or break your cover letter. To make a strong impression on the editor, articulate the significance of your research clearly, emphasizing its relevance to the field. Additionally, show how your work aligns with the journal’s scope and mission.  

Including a Formal Declaration  

Some journals require a set of declarations from you to ensure that your manuscript adheres to its ethical code and the larger ethical standards of scientific publishing. Here are the required declarations in a cover letter:  

• Originality of work:  
• Confirm that your work is original and has not been published elsewhere. This tells the editor your research is unique.  
• Conflict of interest statement:  
• Be clear about any potential conflicts of interest. This includes any personal, financial, or professional connections that might affect your research.  
• Funding source (if applicable):  
• Tell where your research funding came from, if any. This includes any support or grants from organizations.   

Including Personal Suggestions for Reviewers on a Separate Page (optional)  

If there is no part of the submission process that collects researcher suggestions for reviewers, and there are special requests from the researcher for reviewers (e.g., recommending the inclusion or suggesting the exclusion of a specific reviewer, etc.), you may also make a note about this in the cover letter.  

Combining these five points, here is a good example of a cover letter for researchers’ reference:  

(This image is intended to demonstrate the norms of formatting and tone of expression in a cover letter, it is to be used only by the researcher as a reference in writing² .)  

Conclusion  

A strong cover letter can go a long way in ensuring success for researchers looking to publish their manuscripts! Your cover letter is the opening act, setting the stage for how editors perceive your manuscript. So, look at it not as just another formality but as a crucial opportunity to make a strong impression.   

Understanding what to include, what is optional, and what is best left unsaid can be tricky. That is where our team of experts at Elsevier Language Services can step in. We will provide personalized recommendations and expert guidance to help you craft a cover letter that perfectly complements your manuscript. Reach out to us today to make a great first impression and embark on a successful academic journey!  

Reference  

• Nicholas, D. (2019). How to choose a journal and write a cover letter. Saudi Journal of Anaesthesia, 13(5), 35. https://doi.org/10.4103/sja.sja_691_18  
• Loyola University Chicago. (n.d.). JCSHESA Sample Cover Letter. https://ecommons.luc.edu/jcshesa/cover_letter_template.pdf  

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