How to Write a Letter Proposal

Section One: Why Are You Writing and What Is This All About? If you spoke to the sponsor, or were invited by someone that they know to write the letter proposal, you want to acknowledge that in the beginning.

For example:

Dear Mr. Jackson:

It was wonderful speaking to you at Company A's holiday party last week. As we discussed, our organization is launching a new series of workshops....
After you familiarize yourself with the sponsor, you want to summarize what sets you apart from other similar organizations, what you want from the sponsor, the amount of money you are requesting, and your project's goals and outcomes.

Section Two: Why Do I Care About This? In this section, you want to show the sponsor that you have done your homework. Before writing, you want to do research on the sponsor, their funding pattern, and recent news that will give you an idea of the direction they are taking their organization. After doing the research, you want to tell the sponsor why you are approaching them.

For example:

Your organization has given $1,000,000 to workshop development to various companies. Additionally, in your newsletter, you are hoping for workshops dealing with [x] matter. Our workshops are dealing with this situation...

Section Three: What Is the Problem You are Trying to Solve? You want to show how your solution will benefit the sponsor; not you. Ensure that you have clear, action statements that anyone will be able to understand. Try using recent surveys, research, and statistics to back your solution. However, do not use too many because it might be more harmful than helpful to your cause.

For example:

A recently study by the U.S. Department of Labor states that.......

Section Four: So You Told Me the Problem; How Are You Going to Solve It? Summarize your solution ensuring that it is no longer than a page. Ensure that your confidence in solving the problem is shown through your words. Avoid using the passive voice.

Section Five: What Makes You Think You Can Solve This Issue? You want to show the sponsor that you are more than capable of resolving this issue. You must show that your organization has a good reputation, your management approach is more than credible, and your idea will come to a reality.

Section Six: How Did You Come Up With Those Numbers? You asked the sponsor for a certain amount of money. In this section, you want to break it down to show how you came up with that budget. Make sure you express it in a creditable unit.

For example:

We are hoping you will consider making a gift of $90,000. This is $150 per student for the next five years....

Section Seven: Wrapping it All Up Close with what is the desired action you want the sponsor to make. Additionally, you want to give them a contact person. Avoid typical closings, such as "We hope to hear from you soon."

For example:

With your company's gift of $90,000, Our Organization will be able to create innovative and valuable workshops that will assist in resolving the issue. Please contact Mr. POC at (555) 555-5555, or also at poc@ourorg.com with any questions or comments that you have.

A letter proposal written in this fashion will get your grant noticed above the rest of the pile. Sometimes it is even more important than a full-blown proposal because it gives the sponsor a first impression about your organization. You can use also use these tips for a business proposal. Write it, edit it, have someone with experience read it over, and you will be ready to send that letter proposal over to your potential sponsor.

Shevonne Polastre
For more information about my services: http://www.chicwriter.com