Unit 3 Grantwriting

Chapter 10

Writing, Submitting, and Revising Grant Proposals

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Prior to the Grant Writing Process

• Keep a journal/notebook to note ideas.

• Gather documents before writing begins, such as tax certificates and bylaws.

• Develop a grant-tracking form to record grant applications, funding cycles, funding received, etc.


Initial Steps of the Grant Writing Process

• Make a plan; identify needs/wants.

• Locate potential funders.

• Identify the audience.

• Draft the grant proposal.

• Revise/edit and prepare the final proposal.


Elements of a Grant Proposal

• Grant proposals vary.

• There are usually a number of elements, but the sections will likely vary.

• Grants are extremely competitive and each section must be prepared meticulously in order to not be rejected by the reviewers.


Letter of Inquiry/Intent

• Sometimes required to determine if the agency’s project falls within the funder’s criteria.

• Includes contact information.

• Presents overview of agency’s mission.

• Provides the total amount requested.

• Includes a statement of gratitude.


Cover Letter

• Some grants only require an agency submit a cover letter to the grantor.

• Very much like a cover letter does for a job applicant, it introduces an agency to a prospective funder.

• Short, friendly, stand out.

• Charm the reader and display enthusiasm.


Title Page/Cover Sheet

• Project’s title.

• Names of the principle investigators.

• The agency’s name, address, and phone/fax numbers.

• Project dates, type of grant, amount of funding, and the grant period.


Abstract/Executive Summary/Introduction

• One of the shortest yet most important sections of the grant proposal.

• Often forms the first impression; must convince grantor the proposed is worth the investment.

• A strong abstract is concise, limited to key points, strongly written.


Literature Review

• Sometimes required to provide crucial background information.

• Compiled reviews highlighting published writings on subjects related to the project.

• A basic literature review is comprised of the introduction, body, and conclusion.


Needs/Problem Statement

• Proves that the grant meets a vital societal need.

• Clear, well-supported statement of the problem that will be addressed.

• Addresses the need and how the agency’s clients are affected.

• Both qualitative and quantitative.


Goals and Objectives

• Provide a map to the project, influence the design of the program, determine the methods and strategies needed to achieve the goals/objectives.

• Goals are long term statements of hope.

• Objectives are narrow, precise, and short term.


Program Design/Methods/Strategies

• Methods for achieving the goals/objectives set.

• Include supporting statements that cite research, expert opinions, personal communication, and past experience.

• Justify the course of action that will be taken.


Evaluation Plan

• Defines how success will be determined.

• Clarifies the purpose of the project.

• Chronicles the progress and assesses the effectiveness.

• Obtains feedback from the individuals served as well as community members.

• Facilitates project improvement.


Types of Evaluations

• Process Evaluations – descriptive and ongoing.

• Outcome Evaluations – identify if a project’s outcomes have been achieved.

• Impact Evaluations – assess the changes that can be attributed to a project.


Organizational Information

• Provides a convincing argument of the agency’s credibility to accomplish the goals/objectives of the project.

• Position the nonprofit as the best agency to implement the proposed project.


Program’s Budget and Budget Narrative

• Lists both administrative and project costs.

• Consists of a spreadsheet or table with detailed line items.

• Explains how the budget will be spent and why it is cost-effective.

• Provides a clear picture of the impact that can be made with the requested funds.


Special Considerations

• Equipment Purchases

• Additional Space and Equipment

• Increases in the Cost of Insurance

• Salaries

• Indirect Costs

• Matching Funds


Other Funding/Sustainability

• Describes the nonprofit’s long-term continuation plan or vision for the project after the grant period has ended.

• Explains how the agency will raise funds to continue the project.

• Includes a list of other funders approached.


Commonly Requested Supplemental Materials

• IRS tax-exempt verification letter

• List of board directors and affiliations

• List of staff experience

• Financial statement for the previous year

• Current fiscal year’s budget

• Next fiscal year’s budget

• List of clients served and annual report


Review and Proof

• The proposal should be reviewed by a neutral third party.

• Reviewed for continuity, reasoning, and clarity.

• The proposal must not contain any unsupported assumptions or jargon.

• Reviewed for neatness and accuracy.


Submitting the Proposal

• Copy the entire application.

• Check with the grantor on the preferred format for binding the original proposal.

• Mail the proposal in the format requested and several days before deadline.

• A follow-up call may be placed after a week of not hearing from the grantor.


Online Grant Applications

• Sometimes paperless formats have limited space.

• Online grant applications can improve the efficiency and accuracy of the process.

• Submission must be made early in order to avoid possible technology issues.


Some Grant Writing Mistakes

• Hastily assembled.

• Too lengthy.

• Written in first person.

• Included false, inaccurate cost estimates.

• Overkilled a point.

• Not logically formatted.

• Did not follow grantor’s instructions.


The Review Process

• Proposal reviews are very rigorous and competitive.

• Proposals are normally scored using a grading rubric to ensure consistency of evaluation.

• Process varies based on the type of grant.


Federal Human Service Grants Proposal Reviews

• A review committee of experts is formed for the review and recommendation of proposals.

• Each funding agency will develop its own set of evaluation criteria.

• Some criteria include significance, approach, match/fit, quality, environment.


Federal Grant Review Process

• Proposals are reviewed, evaluated, and scored.

• Review committee meeting is held.

• All views/opinions are shared.

• Proposals are given priority ratings.

• Funding decision makers have the final say.


Foundation Grants Review Process

• Foundation staff verifies the applicant’s eligibility.

• Conducts a review of the proposals.

• Grant review panel discuss the merits of each request.

• Board of directors reviews suggestions and the approved applicants are notified.


Terms of Award Letter

• Specifies the obligations of both the grantor and the grantee.

• States the terms and conditions of the award, reporting requirements, and public policy requirements.

• Agencies must immediately verify their information.


Rejection Is a Step to Future Success

• The success rate for most federal grants is less than 25 percent.

• Rejection may mean that there was another proposal that was a better match.

• If possible, organizations should request the reviewers’ evaluations and comments to assist in preparing future proposals.