Grant letters to funders on your letterhead
Convert your nonprofit’s PDF letterhead into a Word template for funder cover letters and grantee correspondence — the mark fixed, the body yours.
Grant correspondence is scrutinized
Grant work generates letters in two directions. Going up to funders are proposal cover letters, interim reports, and acknowledgments of an award. Going down to grantees — if the nonprofit regrants — are award notices, decline letters, and reporting reminders.
A program officer at a foundation reads many such letters, and an organization that looks careful on paper looks like a safer place to put money.
That is the pressure on a grant cover letter: it sits on top of a proposal a team spent weeks assembling, and a funder forms a first impression from the page it arrives on. Most nonprofits, though, keep their letterhead only as a PDF from a designer or a pro-bono volunteer. A PDF cannot be typed into, so each grant letter gets reconstructed in Word against a submission deadline — logo pasted in, address block retyped, layout approximated. For correspondence a funder weighs closely, leaving the letterhead to last-minute improvisation puts the wrong foot forward at exactly the wrong moment.
A grant-correspondence template, converted once
Letterhead Lab converts the nonprofit’s PDF letterhead into a Microsoft Word file with the artwork set into the header and footer and a clean body to write in. That file becomes the template for both directions of grant correspondence — cover letters to funders and award or decline letters to grantees.
Whoever runs grants converts the PDF once and saves it to the team’s shared drive. From then on, a proposal cover letter or a grantee notice starts from the right file: open the template, write the letter, save it as a new document filed against the grant. The letterhead is already correct, so a deadline crunch is spent on the substance of the letter, not on rebuilding the header.
For an organization that submits to one funder profile, a single conversion at $19 is enough. Nonprofits that regrant, or that run a distinct funder-facing identity, often want the $49 Multi-page bundle: it converts up to ten letterheads at once and includes a .dotx template, so a grants associate opens a fresh copy each time and the master is never overwritten — useful when several people draft funder and grantee letters in the same cycle. The conversion runs in your browser; the letterhead PDF is never uploaded.
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Frequently asked questions
- Can one template cover both funder and grantee letters?
- Yes. The converted file carries only the letterhead and a blank body, so the same template serves a proposal cover letter to a funder and an award or decline letter to a grantee. You write whichever letter the grant calls for.
- Does this help when several people draft grant letters?
- Yes. The Multi-page bundle includes a .dotx template, so each grants associate opens a fresh copy and saves their own document. The master letterhead is never edited, even when funder and grantee letters are drafted in the same cycle.
- Can a grant cover letter be exported as a PDF to submit?
- Yes. The final file is an ordinary Word document; export a PDF from it for an online portal or email submission. The letterhead is part of the header and footer, so it carries through.
- Is the letterhead PDF sent anywhere during conversion?
- No. The conversion runs entirely in your browser. The PDF never reaches our servers; only Stripe handles your email and payment.
- What does it cost?
- $19 for one letterhead, or $49 for the Multi-page bundle — up to ten letterheads plus .dotx templates, A4, US Letter, and continuation headers.
Try it on your letterhead
Free preview — the PDF stays in your browser. Pay only when you download.