Letter of Inquiry Template: How to Write an LOI That Gets Read

A letter of inquiry is your first -- often only -- chance to get a funder's attention. Most foundations receive hundreds per cycle. Those that advance are concise, specific, and aligned with funder priorities. After more than 30 years helping nonprofits secure funding, here is what works.

LOI Template

Opening Paragraph (3-4 sentences)

"[Organization] respectfully requests [amount] from [Foundation] to [specific project] serving [population] in [area]. [One sentence about the problem]. [One sentence about your solution]. This aligns with [Foundation]'s commitment to [specific funder priority]."

Organization Description (1 paragraph)

Mission, year founded, geographic focus, population served, key accomplishments with numbers.

Statement of Need (1-2 paragraphs)

The problem with specific, local data. Two focused paragraphs with specific data beat a page of national statistics.

Project Description (2-3 paragraphs)

Activities, timeline, target population, expected outcomes (measurable), evidence base, mission connection.

Evaluation (1 paragraph)

Specific metrics, data collection methods, reporting approach.

Budget Summary (3-5 lines)

Personnel, materials, travel, evaluation, admin. Total.

Closing

Thank the funder. State availability for questions. Include contact information.

What Funders Want

Alignment with their stated priorities (research the foundation first)

Specificity -- "200 students, 3 hours weekly, 36 weeks" not "help underserved youth"

Evidence your approach works

Realistic budget matching project scope and funder's typical grant size

Sustainability plan beyond the grant period

Common LOI Mistakes

Not reading guidelines -- submit 5 pages when they say 2 and you are rejected unread

Generic language -- LOIs that could go to any funder are treated like spam

Leading with org history -- lead with the problem and your solution

No measurable outcomes -- "improve educational outcomes" is meaningless; "increase enrollment from 38% to 65%" is fundable

Budget mismatch -- description and budget must align

For comprehensive grant writing guidance, see our grant proposal writing guide. For managing grants after award, see our grant management guide.

Tangible Takeaway

Before writing any LOI, spend 30 minutes researching the foundation: read guidelines twice, review recent grants. Then write the opening paragraph first -- if you cannot clearly state who, what, how much, and why for this specific funder in 3-4 sentences, the rest will not save you.

Frequently Asked Questions

How long should an LOI be? Two to three pages unless the funder specifies otherwise. Follow their guidelines exactly.

Should I call the program officer first? If the foundation allows pre-submission inquiries, yes. A 5-minute conversation can confirm fit and save time.

How many LOIs should we send? Target 15-25 foundations per project. Expect a 10-20% invitation rate from well-targeted LOIs.

Can we send the same LOI to multiple funders? The framework can be the same, but every LOI must be customized to the specific funder's priorities and language.

How long before we hear back? Most foundations respond within 4-8 weeks.

About the Author

Drew Giddings is the Founder and Principal Consultant of Giddings Consulting Group, with more than 30 years of experience in nonprofit fund development, grant strategy, and organizational development.

Contact Giddings Consulting Group to discuss grant strategy, fund development, or organizational planning for your nonprofit.