Documents & Forms
Successful proposal submissions require extensive planning and preparation. An important first step is to carefully review the proposal guidelines provided by the foundation or corporation and follow them precisely. The Office of Institutional Partnerships (OIP) can assist in reviewing and providing details about a given foundation’s proposal requirements. The following information provides general guidance on common application components. For more information, contact firstname.lastname@example.org.
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.
- Letter of Inquiry (LOI): A Letter of Inquiry introduces a proposed project to a foundation or corporation; it is used by grant program officers to determine whether the project is of interest and aligned with the foundation’s goals. This document outlines standard information requested for Letters of Inquiry. Often foundations specify required or suggested components for an LOI; follow these guidelines closely. Sample LOIs may be found on the Sample Documents page of Grant Space, a service of the Foundation Center.
- Proposals: Proposal packages generally include: cover letter, executive summary, statement of need, project description, key personnel qualifications, budget and organization information. For further information on proposal packages, it may be helpful to review this tutorial from the Foundation Center. For sample proposals, visit the Sample Documents page of Grant Space, a service of the Foundation Center.
- Budgets: This sample budget template may be helpful to review. Some foundations 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 the Office of Institutional Partnerships can assist in reviewing budgets. Budget templates are also available from the Office of Research Services and on the Sample Documents page of Grant Space.
- Forms: Foundations often provide application forms asking for basic information on the principal investigator, the project and the university. Be sure to include all requested information. The Office of Inst can provide assistance in completing the forms.
- Standard Attachments: Documents related to Georgetown University, as the 501(c)3 nonprofit organization that receives grant funds, are often required for proposal submissions to foundations and corporations.
- Board of Directors
- Audited Financial Statements
- University Annual Budget: Email email@example.com
- IRS 990 Tax Filing: Email firstname.lastname@example.org
- IRS Determination Letter
- IRS W-9 Form: Email email@example.com
Some foundations request additional information related to the university such as demographic data, annual report, fact sheet, etc. The Office of Institutional Partnerships offers assistance in compiling and creating other informational documents related to Georgetown University as the recipient organization.
- Gift Acknowledgments/Thank-You Letters: Gift acknowledgments for IRS tax purposes are generated by the Office of Advancement for philanthropic contributions to the university. General guidance from Grant Space is available for writing other custom letters of thanks and acknowledgment. Contact the Office of Institutional Partnerships with any questions.
- Reports: 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 the Office of Institutional Partnerships for guidance where reports are more complex than brief financial updates.