Letter of Support Template for Grant Applications
When to use it
- NIH applications with collaborators, consultants, or partner sites that are not on the budget.
- Consortium or subaward partners confirming their participation.
- DoD, foundation, and state applications that request letters of support or commitment.
- Not for NSF: NSF accepts letters of collaboration only, unless a solicitation says otherwise.
Template preview
Highlighted text is a placeholder to replace. The download has the same content, ready to edit.
Print on the signer's letterhead. The PI usually drafts the letter and the collaborator edits and signs it.
Version 1: Collaborator letter
[Date]
Dr. [PI full name] [Department] [Institution] [Address]
Dear Dr. [PI last name]:
I am pleased to confirm my collaboration on your application entitled "[Application title]," submitted in response to [NOFO number and title].
As described in the application, I will [describe your specific role, for example: provide the cell line, train your team in the imaging protocol, and co-supervise the analyses for Aim 2]. I expect to commit approximately [X] hours per month to the project [at no cost to the award / as budgeted in the subaward].
[Resource] will be made available to your team [at no cost, or at the standard internal rate of $X]. [State whether the resource is freely available to other investigators or provided specifically for this project.]
We expect that publications resulting from this collaboration will include [me and members of my team] as co-authors, consistent with our contributions. [Describe any other agreements, such as data sharing or material transfer.]
I look forward to working with you on this project.
Sincerely, [Signature] [Full name, degree] [Title] [Institution] [Email]
Version 2: Consultant letter
Dear Dr. [PI last name]:
I am pleased to serve as a consultant on your application entitled "[Application title]." I will [advise on statistical design, review analyses, attend quarterly meetings] for [N] days per year during Years [1 to N].
My consulting rate is $[amount] per [day or hour], for a total of $[amount] per year, as shown in the budget. [Note any travel costs.]
Sincerely, [Signature] [Full name, degree] [Title and organization]
Tips
- Make each letter specific: name the resource, the time, and the aim it supports. Generic praise adds nothing to review.
- Keep commitments consistent with the Facilities and Other Resources section, the budget, and any subaward documents.
- Combine all letters into one PDF in the order they are mentioned in the application.
- Allow two to three weeks: collaborators need time to edit, print on letterhead, and sign.
- NIH has announced (NOT-OD-26-094) that it will replace letters of support with letters of collaboration of up to 100 words in a future forms update, expected before the end of FY2028. Until then, follow your funding opportunity and the current application guide.
Frequently asked questions
What should a letter of support for a grant include?
Who the writer is, the project title, exactly what they will contribute (time, data, materials, facilities, or expertise), whether resources are free or charged, and expectations for co-authorship. Consultants should state their rate and expected effort.
Who writes the letter of support?
Usually the PI drafts it so the details match the application, and the collaborator edits it, prints it on letterhead, and signs it.
Does NSF accept letters of support?
Generally no. NSF accepts letters of collaboration that state intent to collaborate, and only allows letters of support when a program solicitation requires them.
Is NIH changing letters of support?
Yes. NIH plans to replace them with letters of collaboration of up to 100 words that only state intent to collaborate or commit resources. The change takes effect with a future forms update expected before the end of FY2028; current applications still use letters of support.
Where do letters of support go in an NIH application?
In the Letters of Support attachment on the PHS 398 Research Plan form, combined into a single PDF. Do not place them in the Appendix.
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