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How to Apply

Memoranda of Understanding, Memoranda of Exemption, Letters of Support, and Letters of Commitment

Note: This information is for applicants under notices of funding opportunity (NOFOs) that require a memorandum of understanding (MOU), memorandum of exemption (MOE), letters of support, or letters of commitment (LOCs). MOUs, MOEs, and letters are not scored on their own, but they are assessed in conjunction with the proposal narrative when the application is reviewed.

The MOU is a document containing the terms of a partnership and describing the roles of everyone involved. It is submitted as an attachment to a grant application in JustGrants. The MOU is not a substitute for a subaward agreement, which ensures that subrecipients adhere to the requirements of the award and 2 C.F.R. Part 200 (see 2 C.F.R. § 200.332). Partners receiving funds are considered subrecipients because they are carrying out a portion of the grant project.

The MOU must be a single document developed specifically for a given application. It must be signed by the Authorized Representative of each partner entity and its date must be current (i.e., dated within 12 months before the date the application is submitted). Electronic signatures are fine. It is fine if there are multiple signature pages. Missing signatures, however, may result in a reduced score/ranking or removal of the application from consideration. A sample MOU can be found on our website. 

The MOU shouldn’t exceed 5 double-spaced pages, or 2.5 single-spaced pages (excluding signature pages) and the font should be 11-point or larger.

The MOU must clearly:

  1. Identify the project partners and provide a brief history of the collaborative relationship among them.
  2. Describe the roles and responsibilities each partner will assume to ensure the success of the proposed project.
  3. State that each project partner has reviewed the budget, is aware of the total amount being requested, and is being equitably compensated for their work under the grant or is agreeing to be partially compensated or receive no compensation from the grant.
  4. Align with the project as described in the Proposal Narrative and budget.
  5. Include all relevant agencies or organizations that will collaborate to implement the proposed project. If the project is addressing an agency or statutory priority, the MOU should explain any partner(s) role in that aspect of the proposed project.
  6. Describe the resources each partner will contribute to the project, either through time, in-kind contributions, or grant funds (e.g., office space, project staff, and training).

Some OVW programs require the lead applicant or a project partner to have expertise in serving victims. The program NOFO may require lead applicants that have such expertise to document it through an MOE in place of an MOU with a victim service provider partner.

Depending on the program’s requirements, applications that do not meet the MOE submission criteria and do not submit an MOU with a victim service provider partner may be removed from consideration. Applicants who do not know if they meet these requirements should contact OVW.

The required content for MOEs varies depending on the grant program. Please check the program’s current NOFO for more information. 

There are instances when, for legal reasons, an applicant cannot enter into an MOU. In these instances, applicants may submit letters of support in lieu of an MOU. Letters must address the same six criteria as listed above for MOUs for both the partner providing the letter and the lead applicant. The letter of support should be on letterhead, signed by an authorized representative, and dated within 12 months of the date the application is submitted. Letters should not be longer than two pages.

The LOC is a letter affirming the intent to commit specified resources toward a project by one party. When required, it should be included as an attachment to the application in JustGrants.

Courts unable to submit an MOU may submit an LOC instead. Tribal governments or Tribal victim service providers (Tribal VSPs) unable to submit a signed MOU may submit LOCs from each partnering organization. If funded, the Tribe or Tribal VSP will be required to submit a signed MOU within the first year of the project.

If the court, Tribal government, or Tribal VSP is a project partner and unable to sign an MOU, the lead applicant should still submit an MOU signed by the applicant and any other partner that should sign onto the MOU, but the court, Tribe, or Tribal VSP that cannot join the MOU at all or at the time of application should submit an LOC.

LOCs should cover the same criteria listed under MOUs.

LOCs submitted in lieu of an MOU under circumstances other than those defined above or explained in the NOFO will not be accepted.

 

If you have questions about preparing any of these documents, see the NOFO for whom to contact.

Updated May 6, 2026