3.2: Abstract, Project Description, and Cover Letter
Your abstract is a summary of your project and describes the content of your proposal. Abstracts can be as short as three sentences or as long as two pages, depending on the specifications listed in the RFP. However, most abstracts are two- to three-paragraphs and up to one page in length. Grant funding agencies often display the abstracts for each grant recipient on their website when they announce the winners of a grant round.
The abstract should clearly and briefly describe the needs your project will address (your problem statement), the project objectives, the procedures and methods you will accomplish to meet your goals, a description of the evaluation design, and how much the project will cost. Many grant writers compose the abstract last to ensure it includes everything they want to present.
Remember that your abstract may be the only part of your proposal a grantor reads, so be sure to make a good impression. The abstract should fit within the grant proposal's specified space or word count so the grantor does not cut your narrative off arbitrarily. It should be free of typos and clearly communicate that your project is necessary, well thought-out, and ready to fund.
Read this article, which describes the basic components commonly requested in a grant abstract.
Read this document from the U.S. Department of Health and Human Services, which provides tips for writing project summaries/abstracts and two sample abstracts. The text states, "The narrative must not exceed one page, single-spaced, and should briefly describe: 1. the needs that will be addressed, 2. the proposed services, and 3. the client population group(s) to be served."
Your Cover Letter
Most grant writers include a one-page cover letter – the first thing the funding agency sees when they open your proposal's envelope or computer file. Your grant proposal cover letter is similar to one you write for a business proposal or to introduce yourself to a potential employer.
While your cover letter includes many of the same components as your abstract, your main objective is to sell your project to the funding agency rather than simply summarize it. This is your first opportunity to make an impression and connect your project with the mission of the grant-funding agency.Many grant writers recommend using a standard format. Your cover letter should be brief (up to one page), printed on your organization's letterhead, and signed by the executive director. The first sentence should state the amount of funding you request and introduce your project to the funding agency. For example, The [your nonprofit organization] respectfully requests a grant of $50,000 from [the grant funding agency] to fund [the name of your project or program].
Next, succinctly describe how your project (and your organization) will help further the mission of the granting funding agency. Briefly list the goals of your project – perhaps in bullet form with action words to make them easier to read. Reference any recent connections you have had with the funding agency. If possible, include a sentence or two about your organization's strong track record, ideally with concrete examples of successful past projects.
Thank the program officer for their help, for considering your request, and mention that you will follow up in a certain number of days. Include your contact information so the program officer can contact you with any questions.