How to Get Support Letters That Win Grant Applications: A Charity's Guide

Support letters can make or break your grant application. Yet many charities struggle to secure compelling letters that truly showcase their impact.

Major funders explicitly require them - The Heritage Fund lists them as essential evidence of stakeholder backing, while the National Lottery Community Fund requires proof of community involvement in project development.

This guide will show you exactly how to get support letters that strengthen your funding bids and demonstrate genuine community backing.

Why Support Letters Matter for Grant Success

Before diving into the how-to, understand what funders look for:

• Community validation - Proof that local stakeholders value your work
• Partnership evidence - Demonstration of collaborative working
• Impact verification - Third-party confirmation of your achievements
• Sustainability indicators - Signs that your work will continue beyond the grant period

1. Target the Right Supporters (Not Just the Obvious Ones)

Beyond the usual suspects:

• Service users or beneficiaries (their authentic voice carries weight)
• Local MPs or councillors (adds political support)
• Partner organisations you've collaborated with
• Academic institutions researching your field
• Local businesses you've engaged with
• Healthcare professionals or social workers who've seen your impact

Pro tip: Create a "support letter matrix" mapping different supporters to different types of grant applications. A children's charity might want teachers for education grants but healthcare professionals for wellbeing funding. Check out our letter template samples for inspiration on other stakeholder types you could reach out to.

2. Make It Effortless with a Letter of Support Toolkit

Create a one-page brief including:

• The specific grant you're applying for
• Key points they should cover (tailored to each supporter type)
• 2-3 bullet points of your recent achievements
• The deadline (with a buffer of at least 2 weeks)
• Your charity number and formal name

Provide templates but encourage personalisation:

3. Time Your Requests Strategically

The 6-4-2 rule:

• 6 weeks before deadline: Identify and brief potential supporters
• 4 weeks before: Send formal requests with toolkit
• 2 weeks before: Gentle reminder to those who haven't responded

Avoid these timing pitfalls:

• School holidays for education supporters
• Budget season for business supporters
• Campaign periods for political supporters

4. Coach for Impact (Without Writing It Yourself)

Share what makes letters powerful:

• Specific examples rather than general praise
• Quantifiable impact where possible ("helped 50 families" not "helped many")
• Personal anecdotes that bring your work to life
• Clear connection to the grant's objectives

Red flags to avoid:

• Generic letters that could apply to any charity
• Outdated information or achievements
• Overly formal language that lacks authenticity
• Letters that don't address the funder's priorities

5. Build Long-term Support Letter Relationships

Create a supporter engagement cycle:

1. Update regularly - Quarterly impact reports to keep supporters informed
2. Invite to events - Let them see your work in action
3. Share successes - Tell them when their letter helped secure funding
4. Ask for feedback - What would make supporting you easier?
5. Reciprocate - Support their initiatives when appropriate

6. Leverage Technology to Streamline the Process

Modern charities are using tools to manage support letter requests:

• CRM systems to track supporter relationships
• Template libraries for different grant types
• Automated reminder systems
• Digital signature platforms for quick turnaround

Consider how tools like Hinchilla can help manage your grant application process, including organising support letters alongside your main application.

Common Mistakes to Avoid

• ❌ Asking the same supporters repeatedly - Rotate to prevent fatigue
• ❌ Last-minute requests - Rushed letters lack quality
• ❌ Not following up - Always acknowledge receipt and say thanks
• ❌ Forgetting to update - Tell supporters if you win the grant
• ❌ One-size-fits-all approach - Tailor requests to each grant

Quick Wins to Implement Today

1. Create a support letter tracking spreadsheet - Include contact details, last request date, and response rate
2. Draft 3 template briefs - For service users, professional partners, and community leaders
3. Set up a simple thank you system - Even a template email is better than nothing
4. Review your last 5 grant applications - Which had the strongest letters? Why?

Measuring Success

Track these metrics to improve your approach:

• Response rate to support letter requests
• Average turnaround time
• Grant success rate with vs without strong support letters
• Supporter retention (will they write again?)

The Bottom Line

Support letters aren't just bureaucratic requirements - they're powerful testimonials that bring your impact to life. By systematising your approach and genuinely valuing your supporters' time, you'll build a network of advocates who strengthen every funding bid.

Remember: The best time to ask for a support letter is after you've demonstrated impact, but before you desperately need it. Start building those relationships today.

Need help managing your grant applications and support letters? Hinchilla uses AI to help charities create compelling grant applications, drawing from your past successes and organizing all your supporting documents in one place.