Writing Your Grant Proposal

The writing of grant proposals can be one of the most time consuming tasks of nonprofit staff members. The preparation phase prior to the actual writing alone can take weeks or even months to complete. Comparable to the contract bidding process of commercial for-profit operations, the grant proposal is but one method nonprofits have of gaining the funds they need for their operations, essentially bidding for those funds with promised social activities and services instead of finished products or commercial services. As with our other article, “Preparation for a Grant Proposal,” this article provides a level of guidance in the preparation and writing of grant proposals. Using the tips contained in this article will put you on the right road to obtaining the necessary funding for your project or organizations. We strongly encourage you to also read the proposal guidelines of your intended funder for additional guidance regarding the content and format expected of your proposal.

Considerations in Writing Grant Proposals

Just as with a stage production of a play, the grant writing stage has many critical elements. In a thespian presentation the stage must be set, costumes created, an entertaining script written, and a specific budget must be maintained. In grant writing, the stage dressings are the structure and proposal specifications, the script is concise persuasive writing designed to convince the funder to give the organization a grant, and the specific budget is, well, a budget. Although there are many ways to organize a proposal, there are certain elements each of them have in common; the narrative, the budget, supporting materials, and the authorized signature. At times, funders require the proposal applications to include abstracts or summaries, an explanation of the budget items, and critical certifications showing they are tax-exempt and qualified to address the issues under the proposed project or organization.

The Narratives

The Statement of Need

In the Statement of Need, the purpose, goals, measurable objectives and a compelling argument supporting the proposal are presented. The statement can include background information on the issue the project or organization seeks to address. This background information can be a critical component of building a compelling argument in favor of granting the organization funding.

The Planned Approach

Every project requires specific methods and processes to accomplish the intended goals and objectives. Within this section, the scope of the project with the expected outcomes is presented. Included, typically, are an outline of activities and descriptions of personnel functions with the names of key staff, advisors, and volunteers, if possible.

The Evaluation Methodology

In this section the methods of evaluating the results of the project or organization activities are described in varying levels of detail. Some funders require more detail; others wish only an abstract summary of the details. Inquire with your expected funder for their expectations. The Project Timeline In this section the grant writer creates a time table of anticipated project start and end dates, a general schedule of activities, and the expected outcomes of those activities. Again, some funders require more details, others wish only abstract summaries. Staff and Organization Credentials The credentials and capacities of the organization and its staff can make a significant impact on the funder’s decision about financing the project. This section would include detailed descriptions about the organization and the individual track records and resumes of the organizational staff. Adequately experienced and knowledgeable staff increases the organization’s ability to attract funding and to successfully undertake the proposed activities.

Generalities

To properly prepare the narratives of a proposal, many questions must be addressed and satisfied if the organization expects to receive the desired funding. • What will the organization be doing and what does it want to accomplish? • What issue or need will be addressed and why is the issue or need important? • Who will the beneficiaries be and exactly how will the project or organization benefit them? • What defined objectives can be reached with the project or organization and how is this done? • How will the results or progress of the project or organization be measured and by whom? • How does the grant proposal relate to the funder’s purpose, objectives, and priorities? • Who are you and what qualifies you to address the issue or meet the stated need?

Using “The Hook”

As every writer and most students know, there are dozens of ways to present, describe or communicate the same idea. “The Hook” is the tailoring of this communication effort to focus on the particular interests of the intended funding source. The Hook aligns the project purpose and goals with those of the funding source. This critical aspect of the proposal narrative can determine how compelling the funding reviewers will perceive the proposal to be. This can make a major difference between a rejection and getting the grant you are seeking.

Addressing Budget Issues

Budgets are, in essence, cost projections. They address the questions on how the project will be implemented and financially managed. The best grant proposals contain well-thought budgets that reflect careful planning of the project and its associated expenses. It is important to include only those things the funder is willing to pay for. If the funder, for example, does not pay for general operating costs, the budget should reflect the other project-specific costs such as equipment and supplies necessary for the project.

Factors Funders Use to Assess Budgets

• Can the project’s goals and objectives be accomplished with this budget? • Are the cited costs reasonable for the market - or has the proposal writer under- or over-estimated the costs? • Is the budget consistent with proposed activities and void of unrelated expense items? • Is there sufficient budget detail and explanation to answer the questions of the funder’s reviewing staff? Many funding sources require specific budget formats and information that must be submitted with the proposal. When preparing the budget, don’t forget to list any received or anticipated in-kind and matching contributions where appropriate. You must also be flexible about the budget if the funder expresses a desire to negotiate any of its details. This is where the grant process closely relates to contract bidding.

The Inclusion of Supporting Materials

Supporting materials are usually arranged in an appendix near the back of the proposal. These materials may include endorsements of the project and applicant, certification documents, additional information about project personnel and consultants, exhibit tables and charts, etc. Projects that include collaborations or partnerships, endorsements from the partnering agency or agencies may be included as additional support materials. Supporting materials should be used with caution as funders view this material in a wide range of viewpoints. Many totally ignore this material or ban its inclusion altogether. Such restrictions are usually based on excess volume (too much support material), the element of bias (all material supports cause or issue), and the relevance of the material to the grant sought. Subsequently, you should find out if such supporting material is desirable or even permitted. If it is desired (or required), be prepared to invest additional time and effort in collecting, researching, or creating the necessary resources.

What’s an Authorized Signature?

An authorized signature is typically that of an organization executive or duly appointed agent thereof. The authorized signature is that of the person responsible for the content of the grant proposal and of the management of any funds obtained with it. It is important to never forget the authorized signatures as a perfect proposal may be rejected for such lack. Submission Specifications Often, funders require the proposal to be written in specific format found in the guidelines. These specifications can be almost anything, from the number of pages allowed to the requirement of a specific form’s completion and inclusion. Does the funder allow or require cover pages? Should a list of information citations be included? Contrary to popular wisdom, a beautifully bound proposal is not always the best way to go. Some funders consider them extravagance, even if they are prepared in-house. You must also be sure the content is properly formatted and all content appropriate to the proposal. Not all elaborations are good. They should never be used as page fillers but as additions to the depth and scope of the proposal. As with any writing, be ready to write one or more drafts before settling on a final proposal. As a final specification, be sure to send the proposal to the right person at the funding organization. Misdirected proposals often become lost in the shuffle or be delayed and cost you a much needed grant.

How We Can Help

Many of our writers have had extensive experience in writing for nonprofit organizations, preparing everything from brochure materials to annual reports. With this experience we can prepare a top-notch, award-winning proposal for you faster than you might think. All of our writers are seasoned veterans in the research and writing industry who stand ready to help you with your project’s grant proposal. All we need is your order and some details which our writers will gladly work with you on preparing.