Making an Approach to a Foundation
The Agency Inquiry: Some Suggestions
In dealing with foundations and other agencies which support research
and other scholarly activities it is valuable to establish direct personal
contact with the funding agency during the early stages of planning a
grant request. Two main purposes will be accomplished.
- You will obtain, in a timely manner, information about whether your
program is of interest to the foundation, thereby avoiding futile submissions,
and
- You will establish a personal acquaintance and working relationship
with the agency staff members who will become most closely associated
with the proposed project. These staff members will often provide considerable
assistance in developing the proposal so that it is acceptable to those
making the funding decision.
A visit by either the principal investigator or a representative is not
usually necessary at the preliminary stage, a personal letter or telephone
call is suggested.
Contact by letter
The letter should contain the following and not exceed one page if at
all possible.
- Title of the proposed project.
- A brief description including significance of the proposal.
- Reference to the total (direct +F&A) estimated cost of the project
and its duration. If the request will be for partial funding some mention
of where the other funding may come from.
- Request for a response as to whether or not the subject matter falls
within the agency's area of interest.
- Request for the guidelines or forms for submitting a proposal to the
specific program in question. N.B. These are frequently available on
agency websites ; check the website before asking.
- A final paragraph stating that you will telephone within 10-14 days
to hear the response.
Contact by phone
Write out items 1-5 above before you call so that nothing is forgotten
during your conversation. In ending the call say that you will send a
letter (or e-mail if they prefer) confirming the conversation. Include
the Items 1-3 and 5 in the note along with your version of what was said.
The Foundation will thereby have a summary of your understanding of the
phone conversation plus the correct spelling of your name, your title,
address, telephone and fax number and e-mail address.
The Yale Development Office maintains close ties to several of the larger
foundations and manages all Yale requests to these organizations. Therefore,
you should inform the Development Office of your intent to seek support
from a foundation and get their approval before calling or writing.
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