How to Prepare an NGO Letter of Intent:

How to prepare an NGO letter of intent -A Letter of Intent (LOI) is a short formal document used by an organisation to communicate its interest in a funding opportunity, partnership, project or other form of institutional support.

Different funders and organisations may use the term Letter of Intent differently. Some may provide a specific format or questions that applicants must follow. Where a prescribed format is available, applicants should follow the funder’s requirements rather than using a general template.

The sample below provides a practical structure that an NGO can adapt when no specific format has been prescribed.

Sample NGO Letter of Intent

[NGO LETTERHEAD]

Date: [Day Month Year]

To
[Name of Funder / Organisation]
[Department / Programme, if applicable]
[Address or Email]

Subject: Letter of Intent for [Name of Programme / Project / Funding Opportunity]

Dear [Name / Sir / Madam],

On behalf of [Full Legal Name of NGO], we are pleased to submit this Letter of Intent to express our interest in [name of funding programme, partnership opportunity or project].

About the Organisation

[Full Legal Name of NGO] is a [type of organisation] established in [year] and registered under [applicable legal framework / registration details].

Our organisation works primarily in [main thematic areas], with a focus on [brief description of the organisation’s mission and approach].

We currently work in [states / districts / regions / countries / communities], where we implement programmes related to [brief description of relevant activities].

Relevant Experience

Over the past [number] years, the organisation has implemented programmes in [relevant thematic area].

Our relevant experience includes:

[Project or programme name] – [brief description]
[Project or programme name] – [brief description]
[Project or programme name] – [brief description]

Through these programmes, we have worked with [type and approximate number of beneficiaries, where appropriate] and developed experience in [relevant skills, services, geographic areas or implementation approaches].

Our Interest in the Opportunity

We are interested in participating in [name of programme / opportunity] because its objectives are relevant to our organisation’s experience and current programme priorities.

Under this opportunity, we propose to explore [brief description of the proposed project, partnership or intervention].

The proposed initiative would focus on:

[Key activity / intervention 1]
[Key activity / intervention 2]
[Key activity / intervention 3]

The proposed project would seek to benefit [target beneficiary group] in [location].

Proposed Objectives

The proposed initiative would aim to:

[Objective 1]
[Objective 2]
[Objective 3]

Organisational Capacity

Our organisation has [brief description of relevant staff, technical expertise, field presence, infrastructure, partnerships or implementation capacity].

We have experience in [specific relevant area] and have established systems for project implementation, financial management, monitoring, documentation and reporting.

Project Duration and Indicative Budget

The proposed project period is approximately [number of months / years].

The indicative project budget is approximately [amount and currency], subject to detailed project design and the requirements of the funding opportunity.

A detailed project proposal and budget can be developed in accordance with the funder’s guidelines, if requested or required at the next stage.

Expected Results

The proposed initiative is expected to contribute to:

[Expected result 1]
[Expected result 2]
[Expected result 3]

The specific outputs, outcomes, indicators and implementation arrangements would be developed during the subsequent project-development stage.

Conclusion

We respectfully submit this Letter of Intent for consideration and would welcome the opportunity to discuss the proposed initiative further.

We believe that our organisation’s experience in [relevant area], presence in [location] and work with [beneficiary group] provide a relevant foundation for the proposed initiative.

We would be pleased to provide additional organisational information, supporting documents, a concept note or a detailed project proposal as required.

Thank you for considering our expression of interest.

Sincerely,

[Name of Authorised Representative]

[Designation]

[Full Legal Name of NGO]

[Registered Address]

[Telephone]

[Email]

[Website, if applicable]

[Registration / Identification Details, if required]

Attachments, if requested:

Organisation Profile
Registration Certificate
Relevant Project Experience
Annual Report
Audited Financial Statements
Other documents specified by the funder

Important Notes Before Using This Sample

An NGO should not send this sample unchanged. The content should be adapted to the particular funder, programme and proposed project.

Before preparing an LOI, the organisation should:

Read the funder’s original guidelines carefully.
Check whether an LOI is actually required.
Follow any prescribed format, questions or word limit.
Confirm that the organisation meets the eligibility requirements.
Present only relevant and verifiable organisational experience.
Ensure that the proposed project is consistent with the organisation’s actual work and capacity.
Keep the proposed activities, beneficiaries, location and budget realistic.
Check the submission method and deadline.
Review the final document before submission.

An LOI is generally an initial communication of interest. It should therefore be focused and relevant rather than attempting to include every detail that would normally appear in a full project proposal.

Related Project Development Resources

How to Prepare an NGO Concept Note

How to Prepare an NGO Project Proposal

How to Prepare an NGO Project Budget