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How to Write a Grant Proposal

Grant Writing Guide

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Writing a grant may seen like a overwhelming task. It doesn't need to be. The following guidelines outline the steps to take when you are applying for free grant money.

Create a Base Document

Anticipate information you will be asked for over and over, so you don't waste time writing the same thing. Create base documents that form the foundation of every grant proposal. These documents most often include:

How to write a grant. Grant writing made simple.

What do you intend to do?
Why is your project worth doing?
How is it innovative?
What are your long-term goals?
A detailed description of specific methods to be employed to accomplish your goals
Details of how the results will be measured
Board list, with affiliations and phone numbers (if any)
One-page biography of each key staff person and volunteer
If you are a non-profit organization - your 501(c)(3) letter (Tax Exempt Status)
Your current budget for the entire organization
Your current financial statement
Your last two audited financial statements (if you've been in business that long)
Your anti-discrimination policy
Any great letters of support or reference letters
Newspaper clippings( if any)
Stories about people you have served

Foundation and corporate funders generally expect this section to be no longer than five to ten pages. Federal grants may allow up to 50 pages or more for a thorough discussion of your project. Again, follow the guidelines of the prospective funder.

Read and Follow Instructions

Get the forms and fill them out properly. Request the grant proposal packet from each agency/funder. Many agencies have specific forms with very specific word counts for each portion of the form. It is vital that you adhere to format - margins, spacing and word count. Follow the instructions on how to bind, hole-punch and assemble your paper.

Follow the grantor's instructions to the letter - follow the format, provide the required information, and meet the deadlines.

Know the Deadline

Note the deadline and whether the grant proposal must be received or postmarked by the deadline. It does no good to have the most successful proposal but miss the deadline.

Be realistic about whether you have time to prepare a competitive grant proposal that meets the deadline.

Find out the funder's policies on late submissions, exceptions, and mail delays. Ask how the funder will notify you about the receipt and status of your grant proposal. Factor this information into your timeline.

You also need to find out whether the funder has deadlines for reporting the progress of your project.

Save yourself from wasting time.

Keep a Checklist

If a funder does not provide a checklist of what should be included in a grant, read their materials carefully and create one for yourself.

Review – Review – Review

After you have finished your grant proposal, go back over the guidelines, the proposal, and the supplementary information – everything with a fine toothed comb. Make sure you have the correct number of copies. Send ONLY the information specifically requested by the funder. Have someone proofread your documents. Be sure it is well thought out and easy to read. Then MEET THE DEADLINE.

Include a Cover Letter

Include a one-page cover letter if not specifically prohibited by the funding agency. The cover letter should briefly introduce your organization or yourself and describe your project, including the funding request.

Don’t Send the Same Grant Proposal To More Than One Person

It's best to find out who the grant maker's contact person is and send the grant proposal only to that person. Don't submit multiple copies of the same proposal to more than one person. You may think it may increase your chances, but it doesn't. It just causes confusion, and it is difficult for the

foundation to keep track. Be very clear about who you are sending it to. In addition, be clear about who the foundation should contact in response to the proposal. Include the phone number and e-mail address and make sure they are correct.

Never write a grant proposal for more than one program at a time. If you need support for multiple programs, be sure to write each one individually.

Then What???

Have Patience

Foundations are often flooded with grant proposals, so it takes time to sort through them. Many foundations receive thousands of proposals each year -- and it could take applicants as long as 12 weeks to get a response.

Be Persistent

"Studies indicate that the one quality all successful people have is persistence. They're willing to spend more time accomplishing a task and to persevere in the face of many difficult odds. There's a very positive relationship between people's ability to accomplish any task and the time they're willing to spend on it". --Joyce Brothers

What to Do If You Are Rejected

Be emotionally prepared for disappointments. There is a lot of competition and sometimes there is just not enough money to fund all grant proposals that have merit. However, even if your proposal is not funded, always send a thank you note to the grantor for the opportunity to submit your proposal. If your project is rejected, ask the grantor for reviewer comments. The comments can offer invaluable tips for improving your future grant applications.

What to Do If You Are Accepted

If you are fortunate enough to have your grant proposal funded, send a thank you note for the grant. Next, keep the funding agency informed about your activities, progress and accomplishments. Invite them to come see your program in operation. Send photographs of the program in action. Send quarterly or semi-annual reports that tell how you've used the funds. In short, make the grantor your partner. Remember, they have made an investment in your program and it is your obligation to let them know how their investment is working.

Include "What a Difference" letters, stories about people whose lives have been touched by their generosity, and any other materials you may find appropriate. Also, whether they require it or not, schedule a final report at the end of the grant period.

Funders are impressed when you write to them five years after a grant was made, and tell how tremendously your organization has grown and benefited from their investment over the years. Remembering their role in your success just might encourage them to get involved with you all over again.