Many federal, state, and private grant programs require applicants to demonstrate collaboration with partner agencies through letters of support, certifications, or memoranda of understanding (MOUs). Rather than simply requesting a letter, applicants can significantly improve both the quality and timeliness of these documents by providing partners with a draft letter or concise fact sheet that summarizes the project.
This approach reduces the burden on partner agencies, ensures accuracy, and helps produce stronger documentation that aligns with grant requirements.
Applicable to All Grant Program Partners
Although some grants require support from specific organizations (such as a U.S. Attorney’s Office or federal agency), this practice is recommended for all project partners, including:
- U.S. Attorney’s Offices
- Federal law enforcement agencies (FBI, ICE, ATF, DEA, Homeland Security Investigations, U.S. Marshals Service, etc.)
- State law enforcement agencies
- District Attorney’s Offices
- Probation and Parole
- Emergency Management
- Prosecutors
- Local government officials
- Behavioral health providers
- Victim service organizations
- Universities and research partners
- Faith-based organizations
- Nonprofit organizations
- Technology partners
- Regional task forces
- Any organization providing personnel, equipment, training, referrals, or operational support
Example:
Federal funding opportunities such as the Department of Justice Bridging Immigration Deficits Encountered Nationwide (FY 2026 BIDEN) Program and the Model Cities Initiative require applicants to coordinate with the appropriate United States Attorney’s Office. The BIDEN program also requires documentation confirming participation with U.S. Immigration and Customs Enforcement (ICE) under a 287(g) Task Force Model Agreement.
Providing a draft letter or project fact sheet allows these organizations to quickly verify the information, make edits as needed, and return a signed letter before the application deadline.
Recommended Fact Sheet Contents
Applicant Information:
- Name of Applicant Agency
- Agency Chief or Executive
- Contact Information
- Number of sworn officers
- Population served
- Number of municipalities or jurisdictions served
Grant Information:
- Name of grant program
- Funding agency
- Grant purpose
- Application deadline
- Amount requested
- Project period
Existing Partnership
Describe the existing relationship between the applicant and the partner agency.
Include information such as:
- Years of collaboration
- Joint investigations
- Task force participation
- Information sharing
- Training partnerships
- Previous grant collaborations
- Existing agreements (MOU, 287(g), etc.)
Project Overview
Summarize:
- Why funding is needed
- Public safety problem being addressed
- Expected outcomes
- How grant funding will improve operations
Funding Request
Briefly explain:
- Total amount requested
- Major budget categories
- Personnel
- Equipment
- Training
- Technology
- Vehicles
- Contractual services
Partner Agency Support
If applicable, describe how the supporting organization will assist during the grant period.
Examples include:
- Participation in joint investigations
- Intelligence-sharing meetings
- Prosecutorial assistance
- Assigning attorneys or investigators
- Federal task force participation
- Providing subject matter expertise
- Specialized training
- Data sharing
- Technical assistance
- Operational coordination
Providing these details allows the supporting agency to easily incorporate its commitments into the letter.
Sample Letter of Support
https://acrobat.adobe.com/id/urn:aaid:sc:US:b593b572-7502-4c5f-b499-4ec9f85da6b5
Best Practice
- Providing partners with a professionally prepared draft letter or fact sheet:
- Reduces the amount of time required for review.
- Improves the accuracy of project information.
- Ensures required certifications are included.
- Helps partners understand their role in the project.
- Produces stronger, more detailed letters of support.
- Increases the likelihood of obtaining signed letters before application deadlines.
- Creates a standardized process that can be used for virtually any grant opportunity requiring partner support.
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