Letter of Intent Template for NIH Grant Applications

LETTER OF INTENT: NIH GRANT APPLICATION / COLLABORATIVE RESEARCH

1. DOCUMENT CONTROL

• Effective Date: [Date]
• Version: 1.0
• Jurisdiction/Scope: United States Federal Regulations (45 CFR Part 75); [State/Legal Jurisdiction]

2. LEGAL NOTICE & DISCLAIMER

NOTICE: This Letter of Intent (LOI) is a formal expression of interest regarding an application for funding from the National Institutes of Health (NIH). This document does not constitute a legally binding commitment of funds, nor does it guarantee an award by the NIH. The parties agree that this document serves as a foundational intent to cooperate. Obligations regarding intellectual property, proprietary information, and financial commitments shall be governed by subsequent, definitive agreements (e.g., Subaward Agreements, Teaming Agreements, or MTAs).

3. PARTIES & DEFINITIONS

• Lead Applicant Institution: [Full Legal Name of Institution], with its principal place of business at [Address] (“Lead Institution”).
• Collaborating/Partner Institution: [Full Legal Name of Institution], with its principal place of business at [Address] (“Partner”).
• NIH Opportunity: [Specific Funding Opportunity Announcement (FOA) Number] titled “[Title of Grant Program]”.
• Project Title: “[Title of Proposed Project]”.

4. OPERATIVE CLAUSES

1. SCOPE OF COLLABORATION The Parties intend to collaborate on a grant application to be submitted to the NIH. The Lead Institution shall act as the Prime Applicant, and the Partner shall provide [description of specific services, data, or resource access] as detailed in the attached Statement of Work (SOW).

2. NIH COMPLIANCE Both parties affirm their adherence to the NIH Grants Policy Statement and the policies governing the conduct of federally funded research, including but not limited to, financial conflict of interest (FCOI), human subjects protections (IRB), and animal welfare (IACUC).

3. PROPRIETARY INFORMATION Any information exchanged between the Parties in connection with the preparation of this application shall be treated as confidential. Neither party shall disclose the contents of the proposed research design to any third party without express written consent, except as required by law or NIH policy.

4. BUDGETARY ESTIMATES The Partner estimates their total budget requirement for the project period to be $[Dollar Amount] USD. This amount is for planning purposes only and is subject to the final approval of the NIH and the administrative policies of the Lead Institution.

5. EXCLUSIVITY The Parties agree to work in good faith toward the submission of this application. This LOI is non-exclusive; however, parties agree to provide immediate written notice should they enter into discussions with other entities for the same NIH FOA.

5. SIGNATURES & ACKNOWLEDGMENT

LEAD INSTITUTION Signature: __________________________ Printed Name: [Name] Title: [Authorized Official Title] Date: [Date]

PARTNER INSTITUTION Signature: __________________________ Printed Name: [Name] Title: [Authorized Official Title] Date: [Date]

6. EXECUTION GUIDE

• Institutional Review: Before signing, ensure the Authorized Organizational Representative (AOR) of your institution reviews the draft to ensure the indirect cost (F&A) rates and scope of work align with institutional policy.
• NIH System Access: Verify that both the Lead Institution and Partner maintain an active SAM.gov registration and a valid Unique Entity ID (UEI), as these are mandatory for all NIH electronic submissions.
• Finalization: Print two original copies; ensure wet-ink or verified electronic signatures (e.g., DocuSign) are applied by the authorized signatories listed in the institutional delegation of authority records.
• Record Keeping: Retain the signed original in the project’s administrative file for a minimum of three (3) years post-submission to satisfy audit requirements under 2 CFR 200.