Thoughtfully chosen and well-written letters of support can be a major asset to a grant application. In addition to providing feedback on the scientific soundness and merit of a project, these letters also formally indicate intellectual, financial, institutional, or other support for the PI and the proposed project.
The first rule for obtaining letters of support for a grant application is to read the instructions. In almost all cases, the funding agency will state the guidelines and specifications for submitting letters of support. Follow them carefully. Various funding agencies will have different requirements: some require a letter from every collaborator or consultant involved, however peripherally, on the project; others want a letter only from major co-investigators or consultants; still others, none at all. Proactively requesting letters of support from key individuals who are involved with your project is not a bad idea; on the other hand, padding your application with indiscriminately solicited and vaguely worded letters can backfire by confusing and irritating members of the evaluating committee. Again, read and follow the grant application instructions carefully.
Projects listing only one PI or, at most, two or three co-PIs generally don’t need co-investigator letters of support (the terms “co-PI,” “co-investigator,” and “collaborator” are used here interchangeably) because it’s assumed that they are mutually invested in the project. However, if a co-investigator is from a different institution than the PI, a letter of support will likely be just one of several documents necessary to formalize a multi-institutional collaboration. A project with more than a couple of investigators is also likely to need letters of support from the co-investigators. In any case, a co-investigator’s letter of support should reflect his or her active engagement with the PI on the proposed project, including the development of a work plan and a timeline for completion. Further details may be added depending on the specific requirements in the application.
Consultants also are commonly asked to provide letters of support. Although consultants are not involved in a project to the same degree as collaborators, they provide advice or services and may participate significantly in the research. Also unlike collaborators, consultants do not usually draw a salary from the grant but may receive a fee for their services. If requested by the funding agency, a consultant’s letter of support should demonstrate a basic understanding of the project’s goals and the specific role and expertise he or she expects to contribute to the project.
Although not always requested, a letter of support from your department chair or division chief may help assure the review committee of your ability to execute the project should they decide to recommend that it be funded—especially if you have a heavy teaching load, significant clinical responsibilities, or a proposed research project that is time-intensive. In the best scenario, the department chair not only enthusiastically endorses the merits of the project but also provides a commitment of protected research time and reduced teaching/clinical duties for the PI should the project be funded. This situation may not be feasible or necessary, so always check and carefully consider the application guidelines before requesting such a letter.
