VUMC Institutional Letters of Support Guidelines

VUMC Institutional Letters of Support – General Guidelines

Updated: October 2021

All requests for letters of support should be sent to the attention of Amy Martinez ( and Katelyn Poole ( in the VUMC Office of Research.

Requests for letters of general support should be submitted at least two weeks prior to the preferred grant submission date.

Requests for letters of support that ask for specific financial, space or other material resource commitments from the institution should be submitted at least 30 days prior to the preferred grant submission date.

Requests should include:

  • Draft letter for editing (Word document)
  • Brief summary of the project including project title, co-investigators or key personnel, and program name with solicitation number
  • Complete budget (all years) including subcontracts.

Additional information may be requested.

Letters of support are subject to review, editing and approval. Letters will typically be signed by the VUMC Executive Vice President for Research. If matching funds, space or any other material resources are committed, letters will be co-signed by the VUMC Chief Operating Officer. 

The VUMC Office of Research does not typically handle letters of support for R01s, however if there are specific instructions requiring an institutional letter of support in the program announcement please reach out.

NOTE:  In addition, if there will be a subaward to VU, it may be necessary to obtain separate letter(s) of support from the VU Vice Provost for Research or appropriate Dean's office.  In such case, the VUMC Office of Research will work with the grant PI to facilitate as needed.

Templates and style guide:

The following documents are working drafts available for your use in preparing draft letters.  They are offered as guidance, not rules.  We welcome feedback and suggestions. Please send any comments to Katelyn Poole.

NIH Training Grant Requirement: VUMC Institutional Letter of Commitment to Protections Against Harassment and Discrimination

NIH institutional training grants now require a letter on institutional letterhead and signed by a key institutional leader that describes the applicant institution’s commitment to preventing occurrences of and responding to allegations of discriminatory harassment or other discriminatory practices.

Learn more on the VUMC Office of Sponsored Programs Blog and access the VUMC Commitment to Protections Against Harassment and Discrimination (NIH Institutional Training Grants) letter here (Log-in with netID required)

*Note that this letter is for training grants submitted by VUMC. Training grants submitted by VU require a letter signed by VU officials.

​VICTR Resource Commitment Letters

VICTR can provide a letter of commitment for inclusion in a grant submission that offers assurance to the funding agency that VICTR resources would be available if the proposed research receives funding.  The application process for requesting a commitment letter is the same as for requesting resources, since the SRC must fully review the proposal before committing funds to the study.  Requests for letters of commitment should be submitted at least 60 days prior to your grant deadline. 

VICTR Funding portal

If you do not have enough time for the SRC review process, you can request a letter describing the general resources available through VICTR that could be awarded if your study is funded. Please contact Research Support Services at or call 322-7343 to request a general letter of support.

VU Basic Sciences Letters of Support

Guidelines for letters of support from the VU Dean of Basic Sciences (a division of the School of Medicine), can be found on the School of Medicine Basic Sciences website.