Documents & Forms

A Letter of Inquiry introduces a proposed project to a foundation or corporation; it is used by program officers to determine whether the project is of interest and aligned with the organization’s goals. Organizations often specify required or suggested components for an LOI; follow these guidelines closely. If no format is specified, you can use OIP’s LOI outline or consult Candid Learning’s Knowledge Base article on LOIs.

Proposal packages generally include: cover letter, executive summary, statement of need, project description, key personnel qualifications, budget, budget narrative, and organization information. For sample proposals, visit the Sample Documents page of  Candid Learning.

Some organizations require a specific budget format and provide a budget template with detailed instructions for budget categories. Follow the foundation’s budget guidelines closely. Your department financial administrator and OIP can assist in reviewing budgets. Faculty can also get guidance and budget assistance from Georgetown’s Joint Office of Research Administration (JORA). To see a generic budget template, follow this link.

Foundations and corporations often provide application forms asking for basic information on the principal investigator, the project, and the university. Be sure to include al requested information and come to OIP with questions or requests for guidance.

Documents related to Georgetown University, as a 501(c)3 nonprofit organization that receives grant funds, are often required for proposal submissions to foundations and corporations. Examples of these documents include:

• Board of Directors list
• Audited Financial Statements
• University Annual Budget
• IRS 990 Tax Filing
• IRS Determination Letter
• IRS W-9 Form

Please email OIP at guoip@georgetown.edu for the most updated attachments. Some foundations request additional information related to the university such as demographic data, annual report, fact sheet, etc. OIP can assist in compiling and creating these other informational documents related to Georgetown University as the recipient organization.

Many applications and proposals require signature by an authorized institutional official because they contain contractual terms and conditions or certification clauses. In most cases, neither the principal investigator, department chair, nor dean is authorized to sign the document. Please contact OIP for assistance in securing the appropriate authorized university signature prior to proposal submission.

Many foundations require grant recipients to submit reports, providing an update on a funded project’s progress and final results. These reports may be used to determine whether a grant recipient will receive the next grant payment or be eligible to apply for a renewal grant. They may include a financial report in addition to a narrative. For university RX cost centers, the Sponsored Projects Financial Operations department (“SPFO”) generates and submits required financial reports to the funder. For other cost centers, we strongly advise contacting your department financial administrator and OIP for guidance where reports are more complex than brief financial updates.