Obtaining a Letter of Institutional Support for your Grant Proposal

What is an institutional letter of support and why is it important?

A letter of institutional support is a document from university leadership (e.g. from a Vice President, Vice Provost, University President, University Provost or equivalent) that strengthens grant applications. It serves to:

1. Affirm the institution's commitment to the proposed project.
2. Show alignment between the project and university goals.
3. Outline specific resources the institution will provide.

These letters are important because they add credibility to your proposal and assure sponsors of institutional backing. They often address sponsor-specific questions about institutional support.

Many sponsors require these letters as part of the application. However, include them only when explicitly requested. Most funding agencies do not consider unsolicited support letters.

This guide will help you understand, request, and obtain an appropriate letter of institutional support when required by your grant sponsor.

How do I request a letter of institutional support for my grant proposal?

1. Review your program solicitation to determine what, if any letters of support are required.
2. If an institutional letter of support at the Vice President/Provost level or above is required, please contact Annie Lindgren, Associate Vice President for Research, as soon as possible in the proposal preparation process.
3. If letters of support are required from Deans, Associate Deans, Chairs or faculty collaborators, please reach out to the appropriate contacts directly.

What steps should I take when requesting a letter of support at the Vice President/Provost level or above?

1. Submit the following documents to  Annie Lindgren, Associate Vice President for Research at least 10 business days (at a minimum) prior to the internal submission deadline:
   1. A draft letter of support using the guidelines outlined below
   2. A list of key messages you would like to highlight in the letter, considering the following questions:
      1. How does this work align with institutional priorities (research, equity, training, etc.)?
      2. What are some of the key intellectual merit and societal impact outcomes expected from this work?
      3. What are the impacts expected from this work? E.g. How will this work advance the field of study? What are key societal impacts expected?
   3. A 1-2 page summary of the proposal that provides an overview of the work being undertaken. This can be in the form of an LOI, or proposal summary, but we will also gladly accept a draft of the preliminary or full proposal.
   4. Any specific instructions to the appropriate university leadership, such as letter length, who should sign it, what commitments are requested, any template language that is required, etc.
2. Research and Graduate Studies will then finalize a draft letter and send it for you to review. Once you have signed off on the letter content, we will secure appropriate signatures and ensure it is delivered to the appropriate representative (e.g. SPA if for a federal grant proposal) and copy you.

Please note: For funding opportunities that require financial/resource commitments (such as cost-sharing), please contact Rick Tankersley, Vice President for Research & Graduate Studies as soon as you begin developing the proposal, with a minimum of three weeks advance notice requested.

Guidelines for Generating a Draft Letter of Support

1. Review the Grant Solicitation Carefully
   • Check for Specific Requirements: Some federal agencies include specific language or points that must be addressed in letters of support. These could relate to institutional commitments, personnel, facilities, or matching funds.
   • Identify Institutional Commitments: If the solicitation requests commitments for cost-sharing, space, personnel support, or specific resources, ensure these are clearly communicated and authorized by PSU leadership as soon as you begin developing the proposal. 
2. Length and Structure of the Letter
   • Carefully read the solicitation to determine requirements for length and content. If no page limit is listed, keep the letter brief. Aim for 1-2 pages in length.
   • Concise and Direct: Focus on expressing institutional support for the project, with a brief description of the project and its alignment with the university's strategic priorities.
3. Components of the Letter
   • Introduction: Start by addressing the letter to the appropriate grant program or contact person.
     Introduce the faculty member leading the project and describe their role at the university.
     Include a brief introduction to the university, identifying any key proposal components that tie to institutional goals and/or initiatives.
   • Project Description: Provide a brief overview of the proposed project, highlighting its objectives and significance.
     • Institutional Support: Affirm the university's commitment to supporting the project (e.g., providing necessary resources, facilities, administrative support).
     • Confirm any specific commitments required by the grant (e.g., cost-sharing, personnel time, space allocation).
     • Acknowledge how the project aligns with university or departmental goals (e.g., advancing research, improving student engagement, supporting community outreach).
   • Closing Statement:
     Restate the university’s strong support for the project and express confidence in its success.
     Include a willingness to provide additional information if needed.