Grants:APG/Sample letter of intent

This form is an example. Please do not edit this page, but feel free to make comments or provide feedback on the talk page. To create your own letter of intent, begin the proposal process on the FDC portal.

Purpose of this document

This document is the first critical step of the funds application process. Funds-seeking entities will fill out the top of this document a few months ahead of the application deadline (8 June for Round 1 and 8 November for Round 2) to indicate their interest in applying for funds in the upcoming round. WMF staff will use the checklist on the bottom half of this document to ensure that applicants are eligible to apply for FDC funds. Entities are responsible for meeting eligibility criteria before applying for FDC funds.

It is important to note that entities submitting letters of intent are now asked to include a dollar figure (or a figure in local currency). Entities will not be tied to these notional figures. The initial request amount will be used internally for FDC planning purposes.

Letter of intent

To be completed by applying organization

Date, Month, Year

To Whom It May Concern:

I am authorized by the [governing body] of the [XYZ Organization of the Wikimedia movement] to inform you that the [XYZ Organization] intends to seek funding from the Funds Dissemination Committee for support of specified programs or activities relating to our organization.

I recognize that seeking funds from the FDC is contingent upon compliance with the eligibility requirements outlined in the checklist below, and that to the best of my knowledge my organization is eligible or is on a plan to be eligible based on these criteria.

If requested, I will provide the Foundation with the details of the governing board members, senior management and key employees associated with my organization to be screened for compliance with US law. If requested, for each individual, I will provide full name in English, in the language of origin, any other names used, country of residence, and place and date of birth.

We currently plan to request funds in Round [1 or 2]. At that time, we will submit our annual plan with full financials. We anticipate that our funding request may be approximately [US$ amount or local currency].

Organization leader
Role / position

Eligibility checklist and rubric

To be completed by WMF staff

To be considered an "eligible entity," organizations should be in compliance with legal and contractual obligations, as outlined below:

Criteria Obligation Met obligation?
Affiliate Organization Recognized as an affiliate organization as defined in the Board Resolution dated March 31, 2012 Yes/No/NA
Track record of grant requests or successful campaigns

Has received at least two prior grants from WMF; OR
Has received at least one grant and participated in one fundraising campaign as a payment processor; OR
Has participated in at least two fundraising campaigns as a payment processor

In compliance with Chapter Agreement Supplied a written activity and financial report in English at least once a year to the Foundation, within four months of entity's fiscal year end. Yes/No/NA
WMF has verified that Chapter adequately meets conditions of the Chapter Agreement Yes/No/NA
In compliance with WMF Grant Agreement (if applicable) Published a complete report on the funded activities within 3 months of the project end date Yes/No/NA
In compliance with local laws In compliance with all applicable laws governing organizations of their type in their country Yes/No/NA
In compliance with relevant U.S. laws Organization has the necessary controls and monitoring in place to know that the organization, its Board, senior management, key employees and any individuals or groups that it provides funding to are not on any terrorist watchlist, are not engaged in money laundering, and are using all donor funds for charitable, non-political purposes. Yes/No/NA