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Why You Should Talk to a Program Officer Before Applying for a Grant

Non-dilutive funding can be intimidating, especially if you’re navigating grants for the first time.

I always recommend talking to a Program Officer (PO) as one of the first steps before even considering a submission. POs are the funding agency staff who oversee grant programs and help applicants understand funding priorities. They can give you critical insights on whether your project is a strong fit—or if there’s a better funding mechanism you should be looking at.

I used to work with an academic researcher who only submitted a grant if the PO gave feedback and their “blessing” to submit. While that might be an extreme approach, it underscores just how valuable these conversations can be.

A quick chat can help you:

✅ Figure out the best program fit—They might point you to a different funding stream you hadn’t considered.

✅ Get candid feedback—On the phone, they’re often more direct about priorities and what reviewers really look for.

✅ Avoid common pitfalls—They can clarify confusing requirements and help you position your proposal more strategically.

Bottom line? Get them on the phone. Emails work for introductions, but a quick call often provides insights that won’t be put in writing. Here’s how to find and approach POs at different funders. ⬇️

🏛 NIH: Contacting POs is Expected

• Search the Funding Opportunity Announcement (FOA)—the PO is usually listed at the bottom.

• Search NIH RePORTER & Matchmaker to see who manages similar projects.

• Find the program officer that best aligns with your disease/topic area on the HHS Small Business Program Managers

🏗 NSF: Dear Colleague Letters & Office Hours Matter

• Check the NSF website—each program lists relevant POs.

• Dear Colleague Letters often highlight new funding priorities and provide direct PO contact info.

• NSF also holds office hours and webinars where you can ask questions.

🏢 DoD: It’s More Relationship-Based

• For SBIR/STTR, DoD lists topic authors in their solicitations—these are often the best first point of contact.

• For BAAs (Broad Agency Announcements), it depends on the office, but reaching out to a technical point of contact (often listed in the BAA) can be useful.

• Networking at industry and defense innovation events is key—DoD POs aren’t always as publicly listed as NIH/NSF counterparts.

• If attending an event like a TechConnect or DARPA Forward, try to connect in person.

• DoD is more hierarchical than other agencies—sometimes an intro from someone in your network makes a big difference.

🎯 Foundations & Nonprofits: Relationships Matter Even More

• Website directories (some are transparent; others are not).

• 990 tax forms (you can see who manages the grants).

• Industry events and networking (foundations prefer warm introductions).

Foundations get a LOT of cold emails, so a warm intro helps (e.g., through a past grantee). If they don’t list a PO, contact a grants manager or program associate—they often route inquiries to the right person.

🔥 Pro Tips for Talking to a PO

✅ Timing matters – Reach out well in advance of submission deadlines, ideally several months before, to allow time for feedback and adjustments.

✅ Do your homework—read the funding call and past funded projects before reaching out.

✅ Keep emails concise and respectful—2-3 sentences on your project and 1-2 questions. If you don’t hear back, it’s fine to send one or two follow-up emails—but respect their workload and avoid spamming.

✅ Don’t ask ‘Is this a good fit?’ Instead, ask what they would recommend to strengthen your proposal.

✅ If they give advice—take it! Ignoring PO feedback is a big mistake.

 💡 Reaching Out Is Part of the Process—Don’t Skip It 💡

Email Template for Contacting a PO

Subject: Inquiry About [Funding Opportunity Name]

Dear [Program Officer’s Name],

I hope you’re doing well. I’m reaching out to discuss [specific funding opportunity, e.g., NIH R21, NSF SBIR, DoD BAA #XXXX], as I’m considering submitting a proposal and would appreciate your guidance.

My project focuses on [brief 1-2 sentence description of your project, including key aims and relevance to the funding mechanism]. I’ve reviewed the solicitation and past funded projects, and I’d love to get your insights on whether this aligns with the priorities of [funder/program].

Would you be available for a brief call in the coming weeks? I’ve attached a [one-page summary/Specific Aims] to provide additional context. If there’s a specific format or process you prefer for inquiries like this, please let me know.

Thank you for your time—I appreciate any guidance you can provide.

Best,

[Your Name]

[Your Institution/Company]

***Remember to attach your 1 pager!