This sample was generously provided by the KDK-Harman Foundation, an ASF member.
Date
Contact Person
Title
Organization
Street Address
City, State
Dear _________,
________ (or “Foundation”) is pleased to inform you that a grant to GRANTEE
ORGANIZATION’S LEGAL NAME (“Grantee”) in the amount of $AMOUNT OF
GRANT has been approved by the board to support PROJECT TITLE (the “Project”) in
_______ (location).
We understand that Grantee is an organization that is both exempt from tax under IRC
Section 501(c)(3) and an organization described in IRC Section 509(a)(1), which status has
been duly confirmed by an IRS determination letter included with your original grant
application. Any changes in that status, or changes in the recipient that could lead to a
change in that status, must be reported to the Foundation immediately.
We understand that Grantee will utilize the grant’s proceeds only for charitable activities
consistent with its tax-exempt status. Further, these grant funds must be used substantially
in accordance with the budget included with your proposal and that no substantial changes
in the budget or the grant period may be made without prior written approval from the
Foundation. Any funds not used for the purposes described in this letter will revert back to
_____ Foundation. The Grantee will notify the Foundation immediately if the proposed
project is canceled and return the grant funds. If the project is delayed, Grantee must
request an extension of time or return the funds.
Grantee agrees to maintain appropriate recordkeeping and other procedures to insure and
document that none of the funds received by Grantee pursuant to this letter are used for any
purpose other than the grant’s purpose. Grantee acknowledges that it maintains complete
and appropriate records of its activities in connection with the Project. The _______
Foundation shall be entitled to conduct such investigations as it deems necessary to
determine Grantee's compliance with this letter agreement, and Grantee agrees that it and
its personnel shall fully cooperate with Foundation personnel in making any such
investigation.
Every grant is a learning opportunity both for the Grantee and for the Foundation.
Traditionally, funders expect evaluation to show that resources are being used wisely. But
evaluation can be a much more powerful tool—for both funders and nonprofits. Forwardlooking grantees and grantmakers are leveraging their evaluations, ensuring that the time
and money spent ultimately improves effectiveness for everyone. As such, a condition of
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this grant is that you agree to submit fiscal and narrative reports every six months of the
Project. Your interim and final reports are opportunities to reflect upon the Project’s
challenges and successes. Your candor will help us to increase our understanding of the
current and evolving challenges facing our grantees and the strategies they are using to
overcome them. Evaluation is the key to program improvement and problem solving.
A condition of this grant is that you agree to submit evaluation reports to us regarding the
project. Your initial evaluation report will be due on or about Month 00, 20__ (about six
months out) and your final report will be due on or about September 00, 200_ (about one
year out). For your convenience, we have enclosed a copy of the evaluation report which
includes the goals as we understand them from your project proposal. Please review
carefully the enclosure as we will utilize this tool to assess the Project’s progress and
successes. We will also e-mail the evaluation report to you as we prefer the reports be
submitted to us electronically.
We request that in any publicity given this grant, acknowledgment be made that funds
were received from _____ Foundation. Further, Grantee has _____’s permission to
identify the _____Foundation as a source of funding in publications, press releases, your
website, and other forms of written and verbal communications. Grantee may use _____’s
name and logo for such purposes. Please contact us for our electronic logo files for your
website. All press releases must be approved by the Foundation prior to release. We
request that Grantee provide _____ Foundation with copies of any publications.
To receive the funds from _____, we request that you or the appropriate individual at your
organization, sign a copy of this letter accepting the responsibility of this grant contract,
the disposition of the funds for the express purpose of the PROJECT TITLE, and
submitting the evaluation reports. For your convenience, this letter is provided in duplicate
along with a pre-addressed envelope. We anticipate mailing a check shortly after receiving
the executed contract.
On behalf of the entire board of _____ Foundation, we look forward to partnering with you
to support the important work that GRANTEE ORGANIZATION’S LEGAL NAME is
doing in _____ community.
Very truly yours,
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Accepted by:
GRANTEE ORGANIZATION’S LEGAL NAME
___________________________________________
Name
Title
Enclosure
___________________
Date