Skip to content
In this sectionWrite the proposal

Ask for letters of support

Track who you've asked for a letter of support, when you need it and whether it came back. AI can draft the request and a letter they can adapt. You send them yourself.

  • 5 min
  • Every plan
  • Uses 1 AI action

Screens from October 2026

In the app:Pipeline, then Proposal, then Letters

You send these yourself

GrantFlex never contacts supporters. Drafts stay in GrantFlex until you copy them or open them in your own mail app.

The tab lists your supporters, when each letter is needed, where the request stands and the next step. The bar above them counts what's back, such as 1 of 3 letters received. Give people two to three weeks.

Three supporters with the date each letter is needed by: Hannah Lee Received, Alicia Moreno Requested with Open drafts, and Graham Holt To request with Mark sent.
Lanternfield's three supporters for the Arts Access proposal. Example workspace · fictional data

Ask for a letter

  1. Add the supporter

    Under Add a supporter, enter their Name. Role, How you know them, Email and Letter needed by are optional. Leave a week before the funder's deadline. Then select Add supporter.

  2. Draft the request

    On their row, select Prepare request, then Draft email and letter. AI drafts an outreach email and a letter template they can sign. It works from your organization's name and mission, their role, how you know them and when you need the letter. It uses one AI action.

    Graham Holt's row opened with Prepare request: Status, Email, Needed by and Signed letter, and the Draft email and letter button.
    Example workspace · fictional data

  3. Check it and send it yourself

    Fill in the [bracketed details], such as your name and title, and check the wording. Select Copy, or Open in your mail app to start the email in your own mail program. A long draft doesn't fit in that link, so copy it instead.

    Alicia Moreno's outreach email, drafted by AI, with Copy, Open in your mail app, and bracketed details for the sender to fill in.
    Example workspace · fictional data

  4. Mark it sent

    After you send it, select Mark sent. The row shows Requested with the date.

  5. Mark it received

    When the signed letter comes back, select Mark received. Upload the letter to your documents and choose it as the Signed letter, so it goes into your package.

Statuses

Letter statuses
StatusWhat it means
To requestYou haven't asked yet.
RequestedYou've sent the request. GrantFlex keeps the date.
ReceivedThe signed letter came back.
DeclinedThey can't write one. It no longer counts as outstanding.
Drafts readyShown instead of To request once drafts exist but the request hasn't gone out.

Change a request

  • Open drafts or Details opens a supporter's row. There you can change the Status, the Email and the Needed by date, choose the Signed letter or select Draft again.
  • The row's ⋯ menu has They declined and Remove supporter. Removing someone deletes their drafts too.
  • If a letter isn't back by its date, the row says so in red, so you can follow up or set a new date.

Once you track any letters, Letters of support is one of the readiness checks on the Package tab. It's met when every letter is received or declined.

Next

Suggested