GRANT WRITING BASICS

Whether you are searching for available grants online or offline, there are a few key principles to keep in mind. The most important is to make sure you find out what the goals and objectives of the grant organization are. If you are using the internet, go to the organization's website and look for the "Mission Statement" or "About Us" page. If you are searching offline, try to find any documentation or literature that the organization may distribute that would include their mission statement. Knowing the goals and objectives of the organization will give you a much better chance in being accepted for grant funding. You can use this information to form your written proposal to closer match their goals, and it will also allow you to make an informed decision as to whether or not to even apply to that specific organization. You may find out that your needs don't really apply to that specific organization's goals, and they may not be likely to award you funding.

Many organizations and foundations also publish materials that inform you about prior grant funding that they have awarded. If you can find this information on their website or offline research, take advantage of it! Make sure you study it carefully, as it will be a huge help. You should compare previous grant awards and their purpose with what you are asking for and your purpose to see if your proposal is likely to receive serious consideration. Make sure you save this information you find so you can reference back to it while you are preparing your proposal.

It is very important you stay organized while doing your grant research. Keep a detailed written record of available grants you find and intend to apply to. Make sure you keep other details including: when you applied for them, the amount asked for, and the closing date for the grant. This is very important so you can follow up with the organizations that did not award you funding. You can often ask for feedback on your proposal to help you improve your future grant writing attempts. Quite a few organizations will give you detailed feedback, let you fix the proposal and re-write whatever needs to be changed, and then re-apply to the same organization with a new and improved proposal.

For more information on grants and grant writing, please visit the Grant Pros Website at http://www.grantpros.org

Many grantmakers will require you to submit a preliminary proposal prior to submitting a full proposal. They do this in order for you to send them a snapshot of why you're asking for grant funding. They are typically 2-3 pages and they are designed to give the grantmaker an opportunity to review a brief version of your needs and goals before considering you for funding. These preliminary proposals are also referred to as "Letters of Inquiry," or LOI's. If your LOI is reviewed and accepted, the grantmaker will then send you an invitation to submit a full proposal. This is your opportunity to open the door to grant funding! Be sure to establish a connection between your proposed project or program and the grantmaker's priorities. Be sure to focus on detail, clarity, and conciseness. Convey the impact your proposal will make on the need or problem you are addressing. Your inquiry letter should condense all of the key information into the following main elements:

- Overview / Purpose
- Amount of funding request
- Reason for funding request
- Describe individual, project, or program
- List other project funders (committed and prospective)
- Describe needs or problems (include target population, statistics, examples, etc.)
- Request funding application

Your inquiry letter should include a cover sheet, an introduction, and a narrative. Sometimes financial information will be required.

For more information on grants and grant writing, please visit the Grant Pros Website at http://www.grantpros.org

STEP 1: COVER SHEET
The cover page should be very simple. It should include:
- Name
- Full address (include country if applying internationally)
- Contact name & title
- Telephone & fax numbers
- E-mail address

STEP 2: INTRODUCTION
- Your mission or the mission of your organization (1 paragraph)
- The purpose of your request (1 paragraph)
- How your request fits the grantmaker's goals or funding priorities
(1 sentence)
- Total proposed project or program budget (if applicable)
- Annual operating budget (for organization only)
- Fiscal year
- Matching funds (committed and prospective) from other sources (for organization only)
- Proposed grant project or program time frame (beginning and ending dates if applicable)
- Tax exempt status

STEP 3: NARRATIVE
A concise narrative or synopsis of the proposed project or program. The narrative should generally cover the following:
- The purpose of the request
- Details about the project or program
- The problem or need being addressed
- How you will address the identified problem or need
- The population or community served by your organization
- How your project or program will promote long-term change

STEP 4: FINANCIAL INFORMATION
If your proposal is a request for general support, you should only have to submit a general operating budget. If you're applying as an individual, providing financial information is only required if the grantmaker requests it. For other project or program funding requests, you will usually need to submit both a project/program budget and a general operating budget. Basically, if you know generally what it's going to cost, put it in the preliminary proposal. In the end, the more detailed, the better!

For more information on grants and grant writing, please visit the Grant Pros Website at http://www.grantpros.org

Preparation is very important for the grant writing process. If you perform the proper planning and research, the actual writing will go a lot smoother. Organize your proposal, pay attention to detail, follow the grantmaker's specifications and format, use concise and persuasive writing, and request a reasonable funding amount. Clearly understand the grantmaker's guidelines and make sure their goals and objectives match your grantseeking purposes. A well-written proposal should include the following steps:

- Research grantmakers, including funding purposes and priorities, and applicant eligibility.
- Determine whether the grantmaker's goals and objectives match your grantseeking purposes.
- Apply for grants that are appropriate to your field and project, but do not limit your proposals to one funding source.
- Always follow the exact specifications and proposal format of each individual grantmaker.
- Contact the grantmaker prior to writing your proposal to confirm you clearly understand their guidelines.
- Reflect planning, research, and vision throughout your proposal.
- Prove that you have a significant need or problem.
- Deliver an answer to that need or solution to the problem. Do this based on experience, ability, logic, and imagination. Make sure you describe a program or project for change.
- Demonstrate project logic and outcome, impact of funds, and community support. Be specific about broad goals, measurable objectives, and quantified outcomes.
- Be clear about why you are seeking a grant, what you plan to do with the money, and why you are a good match for the grantmaker.
- Always include: project purpose, feasibility, community need, funds needed, applicant accountability, and competence.
- State your organization's needs and objectives clearly and concisely.
- Answer these questions: Who are you? How do you qualify? What do you want? What problem will you address? How will you address it? Who will you benefit? How will they benefit? What specific objectives will you accomplish? How? How will you measure your results? How does your proposal comply with the grantmaker's purpose, goals, and objectives?
- Write well! Use proper grammar, correct spelling, and active verbs. Be clear, factual, supportable, and professional.
- Present your proposal in the appropriate and complete format.
- Include all required attachments.
- After submission, follow up with the grantmaker about the status, evaluation, and outcome of your proposal. Request feedback about your proposals strengths and weaknesses.

Follow these guidelines and you WILL be successful with your grant proposal! For more information on grants and grant writing, please visit the Grant Pros Website at http://www.grantpros.org

There are different forms and formats for full proposals. Every grantmaker has different guidelines, priorities, deadlines, and timetables. Some grantmakers accept a Common Application Form (CAF), which is a single proposal accepted by a number of grantmakers to help you save time and streamline the application process. Always follow the exact specifications of the applications, invitations, and proposal guidelines. Full proposals are generally a maximum of 15 pages (single-spaced), and include the following components:

1) Cover Sheet - basic contact information
2) Cover Letter - includes your proposal summary and case statement
3) Narrative - needs assessment, goals and objectives, methodology, and evaluation
4) Budget - a realistic budget with detailed explanation of funding request, committed matching funds, and long-term funding plan
5) Qualifications - your organization's background, staff qualifications, funding history, and capacity to carry out your plan
6) Conclusion - a brief, concise summary of proposal
7) Appendices - additional attachments required by the funder (proof of tax-exempt status, financial documents, staff lists, support and commitment letters, etc.)

Present your proposal neatly, professionally, and in an organized package. Organize and present it in the order listed in the application and guidelines. It should be typed and single-spaced. Only include relevant information. Remember, your proposal will be judged solely on content and presentation.

For more information on grants and grants writing, visit the Grant Pros Website at http://www.grantpros.org

The cover sheet should be very simple. It should include:

- Name
- Full address (include country if applying internationally)
- Contact name & title
- Telephone & fax numbers
- E-mail address

Your cover letter should include an Executive Summary. This should be one of the most important components of your proposal. Summarize all the key information and convince the grantmaker to consider your proposal for funding. Provide a clear and concise overview of the organization. Include the amount of your funding request and the purpose and reason for funding. Be sure to show how your proposal matches the grantmaker's mission and goals. Make sure it matches the grantmaker's application guidelines. Cover letters should be typed on letterhead, if applicable. Remember, this is simply an introduction to your proposal. Try to provide a visual framework for your proposed project, program, or objective.

A. NEEDS ASSESSMENT / PROBLEM STATEMENT (3-4 PAGES)
Objectively address the specific situation, opportunity, problem, issue, and need, and include the community you're addressing. For an organization, support your statements with qualified research and evidence from third-party sources to justify the need. Clearly and concisely demonstrate that a relevant and compelling problem or need exists. Include a description of the target population and a definition of community problem to be addressed and service area need.



B. GOALS AND OBJECTIVES (1-2 PAGES)
Describe the outcome of the grant in measurable terms. Use a specific description of the proposed outcome and accomplishments, including your overall goals. Include specific objectives or ways in which you will meet these goals. Goals and objectives should include:

1) Minimum of one goal for each problem or need in the statement.
2) Description of the benefiting population.
3) Performance - the action which occurs within a specific time frame at an expected proficiency.
4) Process - the method by which the action will occur.
5) Product - the tangible results from the action's performance and process.



C. METHODOLOGY (4+ PAGES)
Describe the process to be used to achieve the desired outcome and accomplishments. Use a rational, direct, and chronological description of the proposed project. Include actions that will accomplish your objectives, impact of your proposed activities, who will carry out the activities, how they will benefit the community, the time frame for your project or program, and long-term strategies for maintaining the ongoing project or program. Methodology should include:

1) A restatement of the problems and objectives.
2) Describe how you will solve the problems or reach the objectives. Include any and all processes that will be used.
3) Clear description and explanation of the program or project scope and activities.
4) Sequence of activities, staffing, clients, and client selection.
5) Timeline of activities.



D. EVALUATION (1-2 PAGES)
Measure the effectiveness of your activities. Determine the plan for meeting performance and producing the program or project. Include who will be involved in evaluating and what they will do, your measured criteria for success, and the expected outcome or achievement at the end of the funding period. Evaluations should include:

1) Plan for evaluating accomplishment of objectives.
2) Plan for modifying process and methodology.
3) Provide methods: criteria, data, instruments, and analysis.
4) Explain what your definition of success will be after achieving your initial goals and objectives.

Outline all administrative and program costs and explain costs to be met by the funder and those to be met by other funding sources. For individuals, show a chart reporting your income and expenses over the last 2-3 months. For specific projects, show separate budgets for the general operating costs and the special project costs. Show income and expenses in columns (follow general accounting and bookkeeping principles). Outline personnel costs for salary and fringe benefit information. Outline Other-Than-Personal-Services (OTPS) for operating the facility (rent or mortgage, utilities, maintenance, taxes, etc.). Outline expenses for travel, equipment, supplies, insurance, postage, and any and all expenses incurred during operation. List actual committed and pending sources of income including: fees for service, government funds, corporate or private grants, individual donations, etc. Prepare a detailed budget consistent with the proposal narrative and include:

1) Incurred project costs at the beginning of project.
2) Include all items for funding request and all items to be paid by other sources. DO NOT include misc. or contingency categories.
3) Detail salaries and fringe benefits separately.
4) Detail all OTPS costs.
5) Separately list all donated services (including volunteers) and indirect costs where appropriate.
6) Sufficiently justify performance of the tasks described in the narrative.

This is your chance to establish credibility. Describe yourself or your organization and your qualifications for funding. Brag a little about your accomplishments. Demonstrate the means and methodology to solve the problem or meet the need. Show that you can do this in 12-15 months. Include the following:

1) Organization identity and purpose, constituents, and service area.
2) A brief summary of organization's history, mission, and goals.
3) Brief description of current programs, projects, activities, service statistics, strengths, accomplishments, and long-range goals.
4) Evidence and support of accomplishments (use qualified statistics).
5) Number of employees (paid and volunteers), evidence of board involvement and activity, and the qualifications and administrative competence of key staff members.