FAQs and Tips: Initiate Contact & Cultivate a Relationship With A Foundation Funder
Identifying a foundation as a good funding fit for a project is a promising start but then what? Below are some suggested tips and FAQs for how best to initiate contact and cultivate a relationship with a prospective foundation funder. (If you are looking for tips on how to research potential funders, please see here.)
Q: I think a foundation is a good match for my project, how can I be sure?
A: Thoroughly read through all the information the foundation has made available. Most foundations publish a clear and thorough list of their areas of support or the problems they are trying to solve. Look back through past 990s to see if they have funded similar projects in the past, keeping in mind that their priorities may have changed (this may be discussed on their website in a news or updates section). We have noticed in recent years, that many of the larger foundations are active on social media (mainly Twitter and Facebook) and post updates frequently via these channels. Finally, create a running list of questions that are unanswered and areas where you would like more clarification.
Q: Am I cleared to approach the foundation?
A: The Foundation Relations team maintains a list of foundations that require clearance before initiating contact. Foundations are on this list for various reasons: some limit the number of proposals that may be submitted from one organization, others have unique guidelines. In other cases, the university may have a larger, ongoing conversation with a foundation, and additional requests to the foundation must be considered in light of that bigger picture.
In addition, several foundations (some included below, and others) have limited submission opportunties; submissions to these funders are managed through the Vice President for Research's office. Click here to see the list of limited submission opportunities that must go through that office, and contact [email protected] for more information or questions.
For foundations that are not on these restricted lists, we would still welcome hearing from you and may be able to provide tips from past submissions, information about alumni contacts at the foundation, or other help putting together a proposal.
Q: How do I initiate contact?
A: A foundation’s website will be your best tool to answer this question. Although foundation preferences vary widely, most foundations utilize their website to share with grant-seekers how they want to communicate. If a staffing directory is provided, use it to find the name and contact information for the appropriate program officer. Use the following tips to write an initial email:
- The purpose of the email should be two-fold: to introduce the project in need of funding and seek advice and direction about next steps to take.
- Attach a brief description of the project (1-2 pages max). It is recommended that you include a project description, timeline, and a simple budget (what will the project cost and for what are you seeking funds).
- In the body of your email, request a follow up phone call with the program officer to discuss the project, answer any questions she/he may have, and to gage interest in the work.
- Remember, less is more. Foundation staff read hundreds of proposals a year and have limited time to invest in every project that comes across his/her email inbox.
Q: Should I contact the foundation even when the website clearly outlines a funding opportunity is currently open?
A: Yes. A grant-seeker should make every attempt possible to contact foundation staff prior to writing a proposal. The UVA Foundation Relations team can help you create a strategy for this approach. An initial conversation with a foundation program officer will determine if your program aligns with the funder’s current interests. This important step will ensure that a grant writer does not squander time and resources on a proposal that has little to no chance of success.
Even the most robust online foundation resources won’t provide the full picture of a funding opportunity. At the outset, it will inform your proposal immensely to have a direct conversation with a program officer to clarify any ambiguous information and provide an opportunity to answer questions. Often times an informal, candid response from a program officer can improve your proposal in ways you hadn’t anticipated and give insight into what the foundation is looking for.
Q: What if a foundation does not accept unsolicited proposals?
A: Many foundations have adopted this policy in recent years to cut down on the volume of proposals they must review. Discouraging unsolicited proposals is a way to ease foundation staff’s burden of reviewing lengthy proposals, as well as eliminating unnecessary efforts by the grant-seeker.
If a foundation’s website firmly states it does not accept unsolicited proposals it is important to honor this policy, however there are ways to break through this barrier:
- Contact your colleagues in the Foundation Relations team: We may have worked with the foundation previously and can advise on how to make a connection.
- Research their board and staff for connections: Go through the target foundation’s entire board for an in-depth review of the bios and resumes of the board members. That means doing solid Google searches on them to look for connections to you personally, to UVA, or to people in your network. For assistance with this step, please contact the Corporate and Foundation Relations Team at, [email protected].
- Network: Even the non-soliciting foundations show up at conferences, seminars, and issue forums. Remember, as a participant, you aren’t supposed to solicit money at these conferences. However, showing up, networking and/or presenting if you are able to get a slot on a workshop panel, opens up your work to these foundations. When you meet the foundation program officers, exchange contact information. After the conference, follow up by email with information about your research or project—not a hard sell, but a sharing of information that builds on common interests. In this follow up, ask for a meeting time by phone to discuss potential project alignment.
Q: The conversation with the program officer helped me see that my project is not a good fit for their current RFP. What should I do now?
A: Though a no can be disappointing, try to think of it as another piece of data you have collected in your quest for funding. While this foundation is not interested in your work now, continue to cultivate the funder for projects you will work on in the future. Make a point to forward work you’ve published and/or other updates on a periodic basis (once or twice a year) to keep them informed. If you happen to be in an area where the foundation is based, suggest to meet for an informal coffee to keep abreast of the foundation’s strategy. The goal is to keep your work on the radar, as there may be an opportunity in the future for collaboration. A no today can result in a partnership tomorrow.