NIH Cover Letter Template-valid on or after March 24, 2017
Format: Arial, Helvetica, Palatino Linotype, or Georgia typeface in black font color, at least 11 points or larger. At least one-half inch margins on all sides. No information should appear in the margins, including the PI’s name and page numbers.
The cover letter is for internal use only and will not be shared with peer reviewers.
Who must complete the “Cover Letter Attachment:” Refer to the “content” list below for items that are permitted, as well as for specific situations in which a cover letter must be included. A cover Letter must not be included with post- award submissions, such as administrative supplements, change of grantee institution, or successor-in-interest.
Format:
Attach the cover letter, addressed to the Division of Receipt and Referral, in accordance with the FOA and/or these instructions.
Attach the cover letter in the correct location, specifically verifying that the cover letter has not been uploaded to the “20. Pre- application” field which is directly above the “21. Cover Letter Attachment” field.This will ensure the cover letter attachment is kept separate from the assembled application in the eRA Commons and made available only to appropriate staff.
ANY INSTRUCTIONS IN RED TEXT SHOULD BE REMOVED BEFORE UPLOAD.
Content:
Thelettershouldcontainanyofthefollowinginformation,asapplicable:
1.Applicationtitle.
2.TitleofFOA(PAorRFA).
3.Forlateapplications(seeLateApplicationpolicyonNIH'sApplicationSubmissionPolicies)includespecificinformationaboutthetimingandnatureofthedelay.
4.Forchanged/correctedapplicationssubmittedaftertheduedate,acoverletterisrequired,anditmustexplainthereasonforlatesubmissionofthechanged/correctedapplications.Ifyoualreadysubmittedacoverletterwithaprevioussubmissionandarenowsubmittingalatechange/correctedapplication,youmustincludeallpreviouscoverlettertextintherevisedcoverletterattachment.Thesystemdoesnotretainanypreviouslysubmittedcoverletters;therefore,youmustrepeatallinformationpreviouslysubmittedinthecoverletter aswellasanyadditionalinformation.
5.Explanationofanysubawardbudgetcomponentsthatarenotactiveforallbudgetperiodsoftheproposedgrant(seeR.310–R&RSubawardBudgetAttachment(s)Form).
6.Statementthatyouhaveattachedanyrequiredagencyapprovaldocumentationforthetypeofapplicationsubmitted.Thismayincludeapprovalforapplicationsthatrequest$500,000ormore,approvalforConferenceGrantorCooperativeAgreement(R13orU13),etc.ItisrecommendedthatyouincludetheofficialcommunicationfromanNIHofficialaspartofyourcoverletterattachment.
7.Whenintendingtosubmitavideoaspartoftheapplication,thecoverlettermustincludeinformationabouttheintenttosubmitit;ifthisisnotdone,thevideowillnotbeaccepted.SeeNIHGuideNoticeontheInterimGuidanceforVideosSubmittedasNIHApplicationMaterialsforadditionalinformation.
8.Includeastatementinthecoverletteriftheproposedstudieswillgeneratelarge-scalehuman ornon-humangenomicdataasdetailedintheNIHGenomicDataSharingPolicy(seetheNIHGuideNoticesontheImplementationoftheNIHGenomicDataSharingPolicyandReminder
AbouttheImplementationoftheGenomicDataSharingPolicy)
Suggested Cover Letter Format
What follows is a recommended cover letter format, based on guidance in the Instructions for Grant Applications using PHS 398, I- 22, pg. 27 of 61; all items may not be applicable. Use departmental letterhead, and address the cover letter to the Division of Receipt and Referral.
Special formatting requested by NIH include the following:
•List one request per line.
•Place IC and SRG review requests (if applicable) on separate lines.
•Place positive and negative requests (if applicable) on separate lines.
•Include name of IC or SRG, followed by a dash and the acronym. Do not use parentheses.
•Provide explanations for each request in a separate paragraph.
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Date
Division of Receipt and Referral
Address
Application for the NIH Research Grant Program (Mechanism Name)
To Whom it May Concern:
I am pleased to submit a grant proposal with the title “Application Title” for consideration under the NIH Research Grant Program (Mechanism Name) with PA number PA-XX-XXX, as discussed with Program Officer.
Please assign this application to the following:
Institutes/CentersNational Cancer Institute -NCI
National Institute for Dental and Craniofacial Research –NIDCR
Scientific Review Groups
Molecular Oncogenesis Study Section –MONC
Cancer Etiology Study Section –CE
Please do not assign this application to the following:
Scientific Review GroupsCancer Genetics Study Section –CG
The reasons for this request are [provide narrative explanation for the request].
List of individuals who should not review the application and why.
Disciplines involved, if multidisciplinary.
Statement that required NIH approval documents are included (e.g., budget over $500K/year; approval for conference grant proposal, cooperative agreement, etc.)
For late applications – if applicable, include specific information about the timing and nature of the cause of the delay.
Explain any subaward budget components that are not active for all periods of the proposed grant, if applicable.
Statement that required NIH approval documents are included (e.g., approval for budget over $500K/year; approval for conference grant proposal; cooperative agreement, etc.)
If a video is submitted as part of the application, information about the intent to submit it.
statement in the cover letter if the proposed studies will generate large- scale human or non- human genomic data.
Thank you for your consideration.
Sincerely,
PI Name
Title
To view theCover Letter section in the SF424 (R&R) General Application Guide for NIH and Other PHS Agencies, see: R.200 (21) - SF 424 (R&R) Form and the Instructions for Grant Applications using PHS 398, Section 3.1 Cover Letter; pg. 27 of 61
Office of Research Support, University of Texas at San Antonio, May 2017
Source: SF424 (R&R) General Application Guide for NIH and Other PHS Agencies.