AI agent for grant writers
Letter of Support Request Tracker Agent
Have every required letter received, correct and filed before the deadline.
What it does
A grant application may need ten letters of support, each from a different partner, and many arrive late, on the wrong template or with the wrong amount or name. This agent keeps a tracker of every requested letter: partner, signatory, due date and the funder's requirements. It drafts request messages with the key facts and a sample paragraph, then checks each received letter against the requirements: correct program name, funder name, amount, date, signature and required commitments. It drafts a correction request that names the exact errors, sends reminders as the due date nears, and rechecks the revised letter. It never contacts partners. The grant writer approves each message. Edge case: an unsigned PDF counts as not received.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Application plan set
- List required letters and partners
- Draft request messages with facts and sample text
- Grant writer approves the requestsThe agent waits here for your OK.
- Track replies and read received letters
- Does the letter contain every required element and match the facts?If not: draft a correction request listing the exact errors. Back to step 5.
- Is every letter in by the internal due date?If not: draft a reminder and suggest a phone call for letters 5 days overdue. Back to step 4.
- Grant writer approves reminders and correctionsThe agent waits here for your OK.
- File accepted letters and update the tracker
- Complete set of letters
How it decides
A letter is accepted only when every required element is present and every fact matches the application. The agent reminds on a fixed schedule.
- Accept a letter only with signature, date, funder name and project name
- Check amounts and commitments against the application
- Remind at 10, 5 and 2 days before the internal due date
- Suggest a call when a letter is 5 days late
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Internal due date
- Required elements per funder
- Reminder schedule
- Tone of messages
- Sample paragraph
What keeps you in control
It always asks you first
- Requests
- Corrections
- Reminders
Hard limits
- Never contact partners without approval
- Never alter a received letter
It stops when
- Done: all letters accepted
- Stop: partner declines and a replacement is needed
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
