INTERNATIONAL INSTITUTE OF

CHRISTIAN DISCIPLESHIP

Equipping members for Global Mission

and Outreach

General Conference Sabbath School and Personal Ministries

Community Services & Urban Ministry Certification Program

Module Syllabus & Teaching Notes

CS 05d Technical Aspects of Community Services Ministry:

Grant Proposal Writing

1 contact hour

Developed by Lilya Wagner, Ed.D., CFRE

and Kristin Priest, MA, CFRE

©2011 General Conference of Seventh-day Adventists®

Module objectives:

By the end of this one-hour session, the participant will:

a) Know how to identify potential funding resources which may desire a written proposal, and how to make the match between the funding priorities of the funder and the organization.

b) Know what preliminary work is required before a proposal is written; e.g., making a case, appropriate customizing for a market, internal consensus on the request, involvement of internal staff and leadership.

c) Be able to write the consistent content for the required parts of the proposal and know how to adapt these to varying requirements by funders.

d) Be able to submit the proposal appropriately and follow-up as required.

Student Requirements for the Module:

The participant will accomplish the following, both during the module and subsequently in order to learn standard proposal writing skills that are adaptable to various funders and appropriate for his/her organization or ministry.

a) Engage in the exercises as outlined in this syllabus and on the accompanying PowerPoint slides.

b) Read one of the suggested texts.

c) Contact Philanthropic Service for Institutions for referrals to more thorough, more advanced training in order to build on this fundamental foundation.

Reading Materials:

Geever, Jane C., The Foundation Center’s Guide to Proposal Writing, Fifth Edition. New York, NY: Foundation Center, 2007.

Jane Geever provides detailed instructions on preparing successful grant proposals. Incorporating the results of 40 interviews with grant makers across the nation, the Guide reveals their priorities in reviewing submissions and provides insight into what makes a winning proposal.

Carlson, Mim, Winning Grants Step by Step. San Francisco, CA: Jossey-Bass, 2008.This new edition of Winning Grants brings updated tips and vivid examples.

Ward, Deborah, Writing Grant Proposals That Win, Third Edition. Sudbury, MA: Jones and Bartlett Publishers, 2006.

Writing Grant Proposals That Win, Third Edition, gives you step-by-step instructions and clear examples of how to write winning grant proposals. From expressing the need for the project to describing objectives and activities, from outlining your evaluation plan to creating a workable project budget, from how reviewers function to what they are looking for in proposal sections, you'll find the help you need to maximize every aspect of your proposal.

These can be purchased new and used through Amazon.com.

An extensive annotated bibliography is on PSI’s website, www.philanthropicservice.com. See the section on proposal writing. There is also a list of resources available through PSI on our website.

Module Outline:

I. Introduction.Comment by Kristin Priest: Slide #2

A. Seven steps of successful proposal writing include knowing how to make a case, make a match between the funder and the organization, inquire regarding funder interest in a specific project, write the proposal, have the proposal reviewed and rewrite, send the proposal, and do appropriate follow-up no matter what the response.Comment by Kristin Priest: Slide #3

B. Definition of a proposal.Comment by Kristin Priest: Slide #4

C. Many potential funders require something written when considering a donation. Therefore proposal writing skills are highly adaptable and useful for many purposes. Even though the most likely recipients of formal proposals are foundations and government entities, almost all other donors want something on paper (or submitted electronically as a written document). Therefore knowing the best practices in proposal writing is essential for ALL fundraising, since almost all prospects might ask for a written document with information essentially similar to all funding requests. Comment by Kristin Priest: Slide #5 & 6

II. First step—make a case.Comment by Kristin Priest: Slide #7

A. Make a case for funding. This means compiling the essential information used for any funding request by the organization, ensuring there is organizational agreement on each item, and developing an internal case statement from which information is drawn for each customized proposal.

B. Exercise in making a case. For YOUR organization and a specific project, answer the questions on the slide, then compare responses with another participant (preferably one who doesn’t know your cause or project well), and see how understandable and convincing the case is.

III. Research for funding prospects.Comment by Kristin Priest: Slides #8-9

A. Look for the best match for qualifications as listed on the slides #7-9. Many proposals are eliminated immediately because they do not take into consideration these requirements of the funder. If there isn’t a match, don’t try to force one!

B. Research in all available resources, including books in your public library, the Foundation Center volumes (available in most good libraries or at universities and colleges), support centers in many cities, websites of specific foundations and corporations, and other resources. Many resources are available for research; the trick is to be most efficient in finding the right information for you.Comment by Kristin Priest: Slide #10

C. Unfortunately a growing number of foundations function on the premise of “don’t call us, we’ll call you” and don’t accept unsolicited proposals. Then it’s necessary to ensure your cause gets the public attention it deserves, and also to activate your network of loyal friends and supporters who might make the contact for you.Comment by Kristin Priest: Slide #11

IV. Inquire!Comment by Kristin Priest: Slide #12

A. The inquiry letter or letter of intent is a document that most foundations request. Very few funders of this type want to see a proposal right away. If they like the idea, then they will invite you to write a proposal.

B. If you are considering a request to other funders besides foundations, know that some type of inquiry will still be necessary in order to know if there is interest and funding availability, so knowing how to write a good letter is vital.

C. The letter format should be:

i. Addressed to a specific person whenever possible.

ii. Begin with an opening statement that clearly and concisely expresses your project or idea.

iii. Briefly describe the objectives of the project and what it will accomplish as well as for whom.

iv. Don’t make a big deal about the budget; mention how much the project will cost and offer a budget.

v. Offer to follow up by a phone call to ensure the potential funder has received this letter (unless no phone number is listed, in which case they don’t want to hear from you).

vi. Thank the reader for their time and interest in reading your letter and state you look forward to a response.Comment by Kristin Priest: Slides #13-16

V. Proposal components. Regardless of the required format, the following content is virtually universal. The following content is most common for foundation proposals, but most other written requests require the same type of information, so learning how to write this content well is a significant step toward success. (The title of the sections varies. We have put options in parenthesis.)Comment by Kristin Priest: Slide #17

A. Cover sheet (cover page, face page). Unless your proposal is a short one of approximately five pages or fewer, include a page that includes the title of the proposal, the name of the contact person or funder, your organization’s name and address, the contact person for your organization, and the amount being asked.

B. Abstract (executive summary, summary). This is a short summary that is written last, not first, and describes the content in a brief, concise, and clear manner as possible.

C. Table of contents. If your proposal is more than five pages, include a table of contents to make it easier for the proposal reader to find the sections.

D. Introduction. This section introduces the topic and gets the reader’s attention. It could be a quotation, statistics, research findings, an illustration, or something similar that relates to the content.

E. Problem statement (need statement, program statement). This is the largest section of your proposal because here you describe what the need is. First explain the situation and then discuss who needs the particular service you propose to provide, and why.

F. Goals, Objectives, Outcomes. Goals are general statements of what will be accomplished, and objectives explain what outcomes will be achieved and how. Remember that increasingly funders are focused on what results their donations will bring about.

G. Proposed solution (method, procedure). This section describes how the problem will be solved.Comment by Taylor, John Buddy: Slide #18

H. Timeline. Here you will show what time is involved and what will be accomplished when.

I. Impact of grant. If your project can be replicated, serve as a model, or in some other way make the expenditure even more worthwhile, show that in this section.

J. Rationale. If you believe that some more convincing facts and statements should be included besides what you have stated above, place those here, but be careful not to be redundant.

K. Staff. Here is where you explain that your organization has the expertise and experience to carry out what you propose.

L. Facilities. If your project is dependent on a site at which to carry it out, explain that here.Comment by May-Ellen Colon: Slide #19

M. Evaluation. Referring back to your objectives, you explain in this section by what means you will prove that you reached those objectives. For example, you might have questionnaires, an external evaluator, records that show accomplishment, or other evaluative means that will show the outcomes.

N. Budget and budget narrative. This section is the monetary explanation for how you will spend the money for the project (not the organization’s budget). If there are items that could be questioned, such as high salary expenses or equipment acquisition, footnote the explanation, or have a narrative section following the figures.

O. Future funding. Unless your project is a one-time effort within a prescribed time, state how you will continue to fund it after the life of the grant.

P. Description of organization. Provide a brief look at your organization, remembering that the project for which you are seeking funds is the focus, but your funder will want to know something about the context in which the project is carried out. A few funders may wish to have this at the beginning, but if not thus requested, place at the end because it’s the project that needs the attention.

Q. Appendices Comment by May-Ellen Colon: Slide #20

1. 501(c)(3) letter (tax letter)

2. List of board members

3. Organizational budget

4. Audited financial statement (if your organization is small, there are ways to avoid an expensive audit—check with the IRS or an auditor).

VI. Preparation suggestions.Comment by Kristin Priest: Slide #21

A. Plan ahead. Don’t save your research and writing, much less consensus building and information gathering until the last minute. Proposal reviewers can tell if you put together your proposal in a hurry.

B. Involve others. It’s important to have the input of leadership, the information you need from your colleagues and those who actually carry out the work for which you are raising funds, in some cases the clients should be represented so you know that this isn’t something that is imposed on them, and at times colleagues can provide you with insights you may not have considered.

C. Customize your proposal. Never have one proposal you send to all identified funders. Each must be customized to be appropriate and suitable for a specific potential donor.

D. Focus. Have a clear focus as to what you are asking for, and ensure that all other information supports this focus.

E. Be reader-friendly. Remember that human beings, probably with limited time, will be reviewing your proposal and it needs to stand out from all the rest. Have white space, good organization of thoughts and statements, short and clear sentences and paragraphs, and illustrations if these truly add to your delivery of content.

F. Proofread. AND PROOFREAD AGAIN. Even one typo could bias the reader against your proposal.

G. Have internal and external review. Request that people inside the organization review the proposal to ensure it is accurate, matches your mission, is possible to accomplish, is needed, and has the support of your team. Requesting that your colleagues and others in the organization read the proposal is an excellent practice because then there will be commitment to the project, objections or questions can be raised, and a team submission of the proposal ensures the greatest success.Comment by Kristin Priest: Slide #22

H. Request that some external readers who don’t know your organization well also review the proposal so that any unanswered questions can be addressed. External review is equally important so that any unanswered questions can be addressed, and a fresh look at a proposal may bring possible problems to the organization’s and proposal writer’s attention. Personnel who are within the organization may sometimes find that information is obvious, but that may not be so to the proposal reviewer and funder.

VII. Writing suggestions.Comment by Kristin Priest: Slide #23

A. Be confident. Show, in writing (and pictures if they really are worth a thousand words!) that you are a credible organization and can carry out the project as described, with the expect outcomes to benefit the clients.

B. Be clear. Each profession has its jargon. Don’t use this type of language unless you are quite sure the reviewers or potential donors like this and will be impressed. Use short paragraphs and clear sentences. This is not the time to show off your creative writing skills. Stick to businesslike writing.

C. Try to find out who your readers are. If you know there is a reviewing committee, try to find out what type of persons they are. If you know the prospective funder or someone on your board or staff does, learn as much as you can and write to that person, avoiding generalizations that could apply to anyone.

D. Get the reader excited. Most fundraisers are enthusiastic when presenting their project orally, but when it comes to writing, they get boring, stiff, wordy, and unclear. Remember, a human being reviews your request. What will get him/her excited and enthusiastic about what you propose?

E. Be specific and factual. Avoid generalizations in general! Be concrete in what you present. Check your facts. Know what you’re talking about and convince your reader about this.

F. Don’t forget both the head and the heart. Remember that most people, while preferring one style over the other, still respond with their intellect as well as their emotions.

VIII. Submission suggestions.Comment by Kristin Priest: Slide #24

A. Cover letter. In many cases a brief cover letter that thanks the reader or funder for the privilege of submitting this request is advisable. This should be short, businesslike, and include the title of the project and the amount requested.

B. Deadlines. These must be adhered to strictly. There are no exceptions, even for the best ideas.

C. Enclosures. Don’t include anything that isn’t requested by the funder. The lovely brochure you prepared isn’t going to convince the proposal reviewer if the proposal itself isn’t convincing.

D. Bindings. Simply staple your proposal or use a binder clip. Tempting as those lovely folders and other covers are, don’t use them. Often proposals are duplicated for reviewers or committees, and putting them into bindings is a nuisance.

E. Multiple submissions. Don’t submit the same proposal to other funders without letting each one know what you are doing. It won’t hurt you to state that you are requesting another amount of money that will be added to what you are asking for from the funder. It shows you are being proactive, and many funders want to know who else is helping you, or how you are getting the rest of the money. Funders in an area or region or city do talk to each other and you could look dishonest if you’re asking for the same amount and for the same project from more than one potential donor.

IX. The proposal letter.Comment by Kristin Priest: Slide #25

A. Increased use. Due to increasing numbers of requests, a proposal in the form of a letter is often what funders request. This is also the case for many funders which aren’t foundations, such as individuals or businesses.

B. Follows proposal format. Include in the letter most of the content as described above, but in a concise way. This is a time to be lean in your writing, but be careful to not omit essential information.

C. Know the difference in various kinds of letters. Remember that there is the inquiry letter or letter of intent, the cover letter that may accompany a proposal, and this letter which takes the place of a longer proposal.

D. Challenges. The major challenge is that it’s difficult to say all you need to in a shorter way, or in limited space. There’s a danger of saying too much, or not saying enough. This is where external reviewers are critical.

X. Appropriate follow-up.Comment by Kristin Priest: Slide #26

A. What to do if funded. Respond immediately with a thank you, perhaps by a phone call. Write a formal thank you (not by e-mail, although that means of communication is becoming more accepted). Request advice on how the donor wishes to be recognized, what kind of reporting on the use of money is desirable, and how you can publicize the grant. Always thank and keep in touch with the donor.

B. What to do if rejected. Thank the potential funder for reviewing your proposal, and if it seems appropriate, ask how it could have been improved. It’s OK to show disappointment in appropriate ways, but accept the fact that one in ten proposals is funded, as a general figure, by any one foundation. The case may be different for other types of funders, but the reality is that many good proposals go unfunded due to competition, lack of a match between the priorities of the funder and the project goals, and similar reasons.

C. Reasons why proposals are rejected. Some foundation personnel state that up to 40% of proposals are rejected because there isn’t a match between the funder’s interests and the organization’s proposal. Other reasons are lack of clarity on what will be accomplished, poor writing, lack of good objectives, poor evaluation procedures, and simply too much competition.

D. Reporting procedures. Keep the donor informed on what you do with the money. This is simply good public relations and a good step toward maintaining the relationship for future funding.

XI.Conclusion: Action steps.Comment by Kristin Priest: Slide #27

A. Develop your case. Be ready!

B. Identify prospective funders.

C. Contact and/or cultivate funders.

D. Develop proposal.

E. Develop budget.

F. Write!

G. Review.

H. Send.