Instructions for Preparing a Letter of Collaboration

Last updated 02/07/2025

1. Purpose and Scope

Letters of collaboration document collaborative arrangements that are significant to the proposal. NSF permits these letters to be written strictly in the prescribed format. It is important to note that a letter of collaboration differs from a letter of support. While a letter of support typically conveys enthusiasm or highlights the qualifications of the Principal Investigator (PI) or co-PI, a letter of collaboration must solely state the intent to collaborate without including endorsements or evaluations of the proposed project.

2. Key NSF Guidelines [1]

• Intent to Collaborate: The letter should clearly state the intent to collaborate or commit resources as outlined in the proposal’s Project Description or the Facilities, Equipment, and Other Resources section.
• Format Requirements: Follow the NSF-prescribed format precisely. Failure to adhere to this format may result in the application being returned without review.
• Distinction from Letters of Support: Letters of support should not be submitted unless required by a specific program solicitation. They are typically used to convey enthusiasm and are from key stakeholders such as collaborators or congressional representatives.

3. Preparation and Submission Steps

1. Update Bracketed Information: Replace all bracketed instructions (e.g., [insert the full name of the Principal Investigator]) with the appropriate details.
2. Letterhead Requirement: Print the completed letter on the collaborator’s official organizational or departmental letterhead.
3. Format Requirements: Ensure the letter adheres to the specified Proposal Font, Spacing, and Margin Requirements.
4. Signature: Confirm that the collaborator signs the letter.
5. Return of Signed Letter: Return the signed letter to the Principal Investigator and include Cristo Leon (leonc@njit.edu) in the CC field.
6. Saving and Uploading: Save the signed document as a PDF and upload it to research.gov under “Other Supplementary Documents.”

4. Proposal Font, Spacing, and Margin Requirements

The proposal must conform to the following requirements:

1. Use one of the following fonts identified below:

1. Arial (not Arial Narrow), Courier New, or Palatino Linotype at a font size of 10 points or larger;
2. Times New Roman at a font size of 11 points or larger; or
3. Computer Modern family of fonts at a font size of 11 points or larger.

A font size of less than 10 points may be used for mathematical formulas or equations, figures, tables, or diagram captions and when using a Symbol font to insert Greek letters or special characters. Other fonts not specified above, such as Cambria Math, may be used for mathematical formulas, equations, or when inserting Greek letters or special characters.

2. No more than six lines of text within a vertical space of one inch.
3. Margins, in all directions, must be at least an inch. No proposer-supplied information may appear in the margins.
4. Paper size must be no larger than standard letter paper size (8½ by 11 or 11 by 8½).

These requirements apply to all submitted proposal sections, including supplementary documentation.

5. NSF Letter of Collaboration Template

February 7, 2025

To Whom It May Concern:

If the proposal submitted by Dr. [insert the full name of the Principal Investigator] entitled [insert the proposal title] is selected for funding by NSF, it is my intent to collaborate and/or commit resources as detailed in the Project Description or the Facilities, Equipment and Other Resources section of the proposal.

Sincerely,

[insert signature] [Collaborator’s name] [Collaborator’s title] [Collaborator’s email, mailing address, phone number]

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[1] (iv) Documentation of Collaborative Arrangements of Significance to the Proposal through Letters of Collaboration. (See Chapter II.D.2.d.(iv).). Retrieved from https://new.nsf.gov/policies/pappg/23-1/ch-2-proposal-preparation#2D2i-iv