An NSF letter of collaboration is a brief statement from a named collaborator confirming their role in a proposed project; it is not a letter of support or endorsement. Below is a direct example, followed by guidance on what to include, how to format it, and common mistakes to avoid.
What Is an NSF Letter of Collaboration?
The U.S. National Science Foundation (NSF) requires letters of collaboration for proposals that list specific individuals or organizations as collaborators, subawardees, or providers of resources. The purpose is to verify that the person or entity named in the proposal has agreed to participate. Unlike a letter of support, which can praise the project or the PI, a letter of collaboration must be factual and neutral. It should only state the collaborator’s willingness to contribute specific resources, data, equipment, or expertise.
NSF’s Proposal & Award Policies & Procedures Guide (PAPPG) explicitly states that letters of collaboration should not contain evaluative comments about the project or the PI. Including such language can cause the letter to be returned or the proposal to be declared non-compliant.
What to Include in an NSF Letter of Collaboration
There is no mandated template, but NSF expects the letter to contain these elements:
- The collaborator’s name, title, and institutional affiliation.
- The date.
- The PI’s name and the proposal number (if known).
- A clear statement of the specific contribution (e.g., access to a database, use of equipment, provision of samples, or participation in data analysis).
- The collaborator’s signature.
Keep the letter to one page. Do not include details about the project’s intellectual merit or broader impacts, and do not use language that could be interpreted as endorsement.
NSF Letter of Collaboration Example (Sample)
Below is a blank template you can adapt. Fill in the blanks with your collaborator’s information.
| Field | Content |
|---|---|
| Date | _________________________ |
| Collaborator Name & Title | _________________________ |
| Institution | _________________________ |
| PI Name | _________________________ |
| Proposal Title (if known) | _________________________ |
| Contribution Statement | _________________________ |
| Signature | _________________________ |
Sample (fictional):
Date: March 15, 2025
Dr. Jane Smith, Professor of Marine Biology, University of Coastal Studies
To: Dr. John Doe, Principal Investigator, University of Inland
Re: Proposal # 2054321 (if assigned)
I confirm that I will provide access to the Coastal Research Vessel for two weeks in summer 2026 as described in the proposal. I understand that my role is limited to providing this resource and that I will not receive salary support from the grant.
Signature: _________________________
How to Submit the Letter
In most NSF programs, the letter is uploaded as a supplementary document in Research.gov or FastLane. It should be named “Collaboration Letter” and must be in PDF format. Each collaborator who is listed in the proposal must have their own letter. Do not combine multiple collaborators into one letter unless the program solicitation explicitly allows it.
Check the specific program solicitation for any additional requirements. Some programs, like those in the Directorate for Engineering, may have different rules about who counts as a collaborator.
Common Mistakes and How to Avoid Them
- Using evaluative language: Words like “excellent,” “innovative,” or “highly qualified” are not allowed. Stick to facts.
- Including budget details: Do not mention dollar amounts or cost-sharing in the letter.
- Submitting a letter from a person not named in the proposal: If the collaborator is not listed in the project description or budget, the letter is unnecessary.
- Sending the letter after the deadline: The letter must be submitted with the proposal, not later.
Letter of Collaboration vs. Letter of Support
Many researchers confuse these two types of letters. A letter of support is written by someone who endorses the project and explains why it is valuable. It is typically used for non-NSF funders or for certain NSF programs that explicitly request them. A letter of collaboration, on the other hand, is a neutral confirmation of participation. If you receive a letter that praises your project, you should ask the collaborator to revise it to meet NSF standards.
Frequently Asked Questions
Can I use a letter of collaboration from a colleague at the same institution?
Yes, but only if that person is a named collaborator on the proposal. The letter should still state the specific contribution. However, if the collaborator is a co-PI, they do not need a letter; only non-PI collaborators do.
What if my collaborator is from a foreign institution?
The same rules apply. The letter should be on the collaborator’s institutional letterhead and include their contact information. It can be in English or accompanied by an English translation.
Do I need a letter for a subawardee?
No. Subawardees are part of the budget and require a subaward budget document, not a letter of collaboration. Letters are for individuals or organizations that are not receiving funds but are contributing resources or expertise.
Can I write the letter myself and have the collaborator sign it?
It is acceptable to draft the letter for the collaborator, but they must review and sign it. Do not forge signatures or submit a letter without the collaborator’s explicit consent.
What if the program solicitation says “letters of collaboration are not allowed”?
Follow the solicitation. Some programs, especially those that use a single proposal system, may prohibit letters to reduce administrative burden. If in doubt, contact the program officer.