Partnership Evidence Toolkit
Turn partner support into specific commitments
A useful letter confirms what the partner knows, what it will contribute, and how the relationship supports the proposed work.
Partner briefing sheet
Give each signer the same verified project summary. Do not ask a partner to confirm a role, contribution, result, or relationship it has not approved.
Project facts
- Applicant legal name and project title
- Funder, opportunity number, and deadline
- Need, population, location, and proposed period
- Requested amount and project purpose
Partner facts
- Relationship to the applicant or community
- Approved role and named point of contact
- Cash, in-kind, referral, data, space, or staffing commitment
- Any conditions or limits on the commitment
Recommended letter structure
1. Authority and relationship
- Use the partner's letterhead when authorized.
- Identify the signer and authority to speak for the organization.
- Explain the existing or planned relationship.
2. Project relevance
- Name the project and the community need.
- State why the work matters from the partner's perspective.
- Avoid unsupported claims or generic praise.
3. Specific commitment
- Describe the partner's role, timing, and deliverable.
- Quantify contributions only when approved and documented.
- Match the letter to the proposal, budget, and workplan.
4. Signature and control
- Include signer name, title, date, and contact information.
- Confirm any required format, page limit, or attachment rule.
- Save the approved final version in the application file.
Quality-control rule: the applicant may provide a factual briefing sheet or draft for partner review, but the partner must approve its own statements and signature. A letter of support is not a binding agreement unless the parties intentionally make it one and obtain appropriate review.