GRANT WRITING: PROCESS AND TECHNIQUES

Successful grant-writing involves solid advance planning and preparation. It takes time to coordinate your planning and research, organize, write and package your proposal, submit your proposal to the funder, and follow-up.

WHEN PURSUING AN AGGRESSIVE GRANTMAKING INITIATIVE, FOCUS ON BUILDING YOUR ORGNANIZATION VERTICALLY NOT HORIZONTALLY!

Organize your proposal, pay attention to detail and specifications, use concise, persuasive writing, and request reasonable funding. Clearly understand the grantmaker's guidelines before you write your proposal. Make sure the grantmaker's goals and objectives match your grantseeking purposes.

It is not wise to just start dropping proposals in the mail or filling out online grant applications. You will save a lot of time and error if you make a call to, or email, the foundation and speak to a program officer. Briefly explain your project and ask if it is the sort of thing the foundation is currently interested in. This might lead to unexpected information and, at the worst, will simply alert you that this particular foundation is not a good match for your grant proposal. You might find out that the foundation's interests are worth thinking about for a future project and proposal.

Preparation is vital to the grant-writing process. Solid planning and research will simplify the writing stage. A well-written proposal follows the basic steps outlined below.

1.     Prove that you have a significant need or problem in your proposal.

2.     Deliver an answer to the need, or solution to the problem, based on experience, ability, logic, and imagination throughout your proposal. Make sure your proposal describes a program/project for change.

3.     Reflect planning, research and vision throughout your proposal.

4.     Research grantmakers, including funding purposes and priorities, and applicant eligibility.

5.     Determine whether the grantmakers' goals and objectives match your grantseeking purposes.

6.     Target your proposal to grantmakers appropriate to your field and project, but do not limit your funding request to one source.

7.     Contact the grantmaker (if appropriate), before you write your proposal, to be sure you clearly understand the grantmaker's guidelines.

8.     Present your proposal in the appropriate and complete format, and include all required attachments.

9.     State your organization's needs and objectives clearly and concisely. Write well. Do not waste words. Use active rather than passive verbs. Use proper grammar and correct spelling. Be clear, factual, supportable, and professional. A well-written proposal is a key factor in the grantmaker's decision-making process.

10. Be clear about why you are seeking a grant, what you plan to do with the money, and why you are a good fit with the grantmaker's priorities. Prepare an interesting, persuasive and unique proposal.

11. Always cover the following important criteria: project purpose, feasibility, community need, funds needed, applicant accountability and competence.

12. Answer these questions: Who are you? How do you qualify? What do you want? What problem will you address and how? Who will benefit and how? What specific objectives will you accomplish and how? How will you measure your results? How does your funding request comply with the grantmaker's purpose, goals and objectives?

13. Demonstrate project logic and outcome, impact of funds, and community support. Be specific about broad goals, measurable objectives, and quantified outcomes.

14. Always follow the exact specifications of the grantmakers in their applications, Requests for Proposals (RFPs) and guidelines.

15. Follow-up with the grantmaker about the status, evaluation, and outcome of your proposal, after it is submitted. If possible, request feedback about your proposal's strengths and weaknesses.

                                   It all starts with your organization's funding priorities.

Your organization should identify, on an annual basis, what your funding needs are for the near future. You will have all the programs and activities that you currently operate plus ideas for new programs or the expansion of existing ones. Each activity or program will have a funding source or group of sources, such as your current grants, annual fund, product sales, admission fees, etc. At this point you will identify those plans or projects that are likely to translate well into grant proposals, and start the process of developing them.

FUNDRAISING FUNDAMENTALS

Preparing a Grant Proposal

Before you go much further, it is wise to put together a draft grant proposal for one of the projects or programs that you've identified as a candidate for funding by a funding entity such as a foundation. At this stage your will assemble the detailed background information you'll need, decide who will write the proposal, and draft the key components of the grant proposal such as the executive summary, statement of need, project description, budget, and organizational information.

Finding potential funders for your grant proposal

At this point, with a draft grant proposal in hand, it is time to look for appropriate funders. Develop a list of criteria so that you can find funders that fit with your proposal. You'll want to identify funders that are interested in your particular location, the program area in which you work (education, poverty, health, etc), and funders that are willing to provide the amount of funds your project will need. Develop a broad list of potential funders and then winnow it down to those that best fit with your needs.

6 Ste[s to Finding Funders for Your Grant

1. Identify your search criteria.

Your criteria can include key words, subject matter, geographic area, target audience, gender, race, and any other parameters that fit your interests. Do this in advance so you can refine and target your search.

2. Use the subject index of each directory (such as The Foundation Center) to find your subject/type of support.

Predetermine your subject areas and the type of support you want, such as new program, capital, general operating, etc. Your strongest prospects will be those foundations and corporations that have an interest in one of your subject areas and that fund the type of support you are seeking. Look for funders located in your geographic area...they will be hot prospects for you.

3. Learn all you can about a prospective grantor.

Study all the information on each prospect you identify so you can determine just how good a match your organization and the grantor's will be.

4. Visit prospective grantor websites to learn even more.

Once you have developed a list of likely funding sources, visit their websites to get to know them. Look at their annual reports, success stories of previous grants, staff biographies, and anything else they are sharing with the public. Check out their current guidelines. These change frequently and often have not found their way into the online directories.

5. Use the information to craft a proposal that "speaks" to each individual funder

With all of this information, you should have a good idea of how to target your proposals for each funder, in the language its program officer will likely be attuned to. You will also have a sense of about how much you can reasonably request from each funder. Do not just put together one proposal and send it to everyone.

6. Create a prospect grid.

A prospect grid lists every prospect you have identified; the program of your organization that most closely aligns with each prospect's funding interests; your proposed request amount; deadline dates; and any other pertinent information. Use this prospect list to seek input from your board and staff to see if anyone connected to you also has a personal connection to one or more prospective funders.

5 Steps to Getting Your Grant Proposal Funded

What makes one grant proposal successful while others fall miserably short despite lovely prose, ingenious grants searching techniques, and stunning adherence to grantmaker guidelines?

Thomas Wolf, author of How to Connect With Donors and Double the Money You Raise (Emerson and Church, 2011), provides some clues in his chapter, "Grantmakers Need Attention Too."

1.     Write the grant proposal with real people in mind.

Wolf says that certain grant applications stand out because it is obvious that the grant writer understands that real people are behind the grants, and that they have opinions and feelings. Grant proposals that speak directly to those people are usually successful. They are not the grants that are "cut and pasted or assembled by formula."

2.     Find ways to get to know the people behind the grant giving apparatus.

Wolf suggests that once you decide to seek a particular grant, the focus must be on the people who will make the decision. He asks, "Who are they? What can you learn about them? What excites them? What kinds of organization are they funding and for what? Is there a pattern? Is there some way you or a member of your board or a volunteer can get access to them? Is there a strategy to build a relationship?"

Wolf relates how, when he was a grant seeker, he would not submit a proposal until he had talked with someone at the foundation or company to which he was applying. If there was any chance that he might be able to meet with an individual personally, he would put off submitting a proposal even if it meant waiting for months.

3.     Make sure that grantmakers are part of your professional and social circles.

Wolf points out that there is a new trend in philanthropy called "initiative" grant making. The old way (and still the one many foundations follow) was "responsive" where foundations basically posted their interests on their websites and then waited for charities to send in proposals.

The "initiative" approach is completely different. Grantmakers identify an area to fund and then seek out nonprofit partners they think will do a good job in addressing that priority. There is no application process for the first round. Rather, proposals are invited from a pre-selected group. Not on that foundation's radar scope? You're out of luck. The only way to be in that loop is to find ways of interacting with the funder on a regular basis.

4.     Find out who really calls the shots and to whom you should be addressing your appeals, questions, and friend-making efforts.

With small foundations, that is fairly simple, but for large, more complex foundations, it can get pretty difficult. The program officers are often good bets although not always. Again, if you have already made some contacts with the foundation's board members, program officers, and even other grantees, it will be easier to figure out who are the most important people.

The most important does not always mean the most highly placed. Wolf recounts sitting in on a grantmaker session and found that the receptionist was at the table. When one nonprofit's name came up, the receptionist related that the contact person there had been rude, insistent, and difficult. Guess whose proposal was squashed?

5.     Always follow up after a grant proposal rejection or acceptance.

Never burn your bridges even if your proposal is at first rejected. Most first time proposals do get turned down. Instead call and say "thank you for considering my proposal." Then ask for some constructive criticism. You may learn something crucial that will make your second proposal click. You may also learn about other grantmakers that might be more appropriate for your needs.

If your proposal is funded, do a dance through the office and then call with a sincere thank you. Follow that up with a written thank you. Remember, grantmakers are people. They like attention as much as your regular donors do.

YOUR NETWORK

My own experience is that nothing is more effective than using the name of another grantmaker-colleague. If such a person is willing to make an introduction for you, so much the better. Unless your organization has never received a grant, you have a built in place to start by discussing your challenge with the grantmakers who have already funded you.

Another approach is to look at the contacts that your own board has with people in philanthropy. Still another is going to grant-maker sessions at conferences and introducing yourself at the end of a presentation to line up a follow-up. The strategies are endless and are only limited by time and energy.

Packaging the grant proposal

Once you've determined that your proposal is a match for a particular funder, tailor your basic proposal to that funder's priorities. Make sure you understand the funder's guidelines for grant proposals and that you follow them. DO NOT INITIATE A GRANT-WRITING CAMPAIGN AND SUBMIT “COOKIE CUTTER” PROPOSALS OR LETTERS THAT CLEARLY SHOW YOU HAVE NOT RESEARCHED THE TARGETED FUNDER! Add a cover letter and any accompanying documents the funder requests and make sure the proposal is accurate and easy-to-read.

If your grant proposal is accepted, take responsibility for the follow up. This will be crucial to your ongoing relationship with the funder. Take care of the letter of agreement or contract as soon as possible. Have your board president or ED send a personal note of thanks. Schedule updates and reports. Develop a relationship that will endure. 

PLEASE PLEASE NOTE: GRANTS MANAGEMENT is crucial in maintaining and (perhaps receiving again) a grant with the same organization. I have been part of mediocre and/or poor grants management, after writing a successful grant (big ones too) when they “lost” the grant on YEAR TWO or had to return the money (I had one that had to return $6 million to the NJ Department of Education).

If your grant proposal is rejected, respond graciously. Do contact the funder to ask if you might try to submit again with appropriate changes or if they might still be interested later in a different project. Never complain. Never call a board member. Don't become a pest. Don't burn this bridge. You may well need it later.

The Process

Many grantmakers permit grant applications by invitation only, and require potential grant recipients to submit preliminary proposals in the form of inquiry letters in order to be invited to submit a Letter of Inquiry

These letters are designed to convince the grantmaker to consider your request. They provide you the opportunity to give the grantmaker a snapshot of your proposed project/program. Be sure to establish a connection between your proposal's goals and the grantmaker's priorities, and focus on detail, clarity, and conciseness, while conveying the impact your proposal will make on the need or problem you are addressing.

Your Letter of Inquiry should condense all of the key information into the following main elements:

1. Organization Overview/Purpose
2. State Reason for and Amount of Funding Request
3. Describe Needs or Problem (including target population, statistics, examples)
4. Describe Project or Program
5. List other Project Funders (prospective and committed)
6. Request Funding Application

Typical inquiry letters, usually a maximum of 2-3 pages, include the following components:

COVERSHEET: Organization Name, Address, City, State:, Zip Code, Country, Contact Name, Title, Telephone, Fax, E-mail Address

INTRODUCTION:

• The mission of your organization (one paragraph)
• The purpose of your request (one paragraph)
• How your request fits the grantmaker's funding priorities (one sentence)
• Total annual general operating budget
• Fiscal Year
• Total proposed project/program budget (if other than general support)
• Grant amount being requested
• Matching funds committed from other funding sources
• Proposed grant project/program time frame (beginning and ending dates)
• Tax exempt status

NARRATIVE (maximum of 1-3 pages)

A concise narrative or a synopsis of the proposed project/program, that generally covers the following:

• The purpose of the request (project or program)
• The problem or need being addressed, and 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

FINANCIAL INFORMATION

For project or program finding requests, you will usually need to submit both a project/program budget and a general operating budget. However, for general support requests, you will usually only need to submit a general operating budget.

Full Proposals are usually asked for after the Letter of Inquiry has been “accepted” and there is request to submit a Full Proposal. There are different forms and formats for full funding proposals. Every funder has different guidelines and priorities, deadlines and timetables. Some funders accept a Common Application Form (CAF), a single proposal accepted by a number of grantmakers to help grantseekers save time and streamline the grant application process.

Always follow the exact specifications of the grantmakers in their grant applications, Requests for Proposals (RFPs) and guidelines. Full Proposals are generally a maximum of 15 pages (single-spaced) and include a Cover Letter, Cover Sheet, Narrative, Budget, Qualifications, Conclusion and Appendices, as follows:

• Cover Sheet - a case statement and proposal summary;
• Needs Assessment - a concise demonstration of the specific situation, opportunity, problem, issue, need, and the community your proposal addresses;
• Program Goals and Objectives - a succinct description of the proposed project/program's outcome and accomplishments in measurable terms, and how it matches the funder's interests;
• Methodology - a rational, direct, chronological description of the proposed project and the process used to achieve the outcome and accomplishments;
• Evaluation - the plan for meeting performance and producing the program/project;
• Budget/Funding Requirements - a realistic budget with a detailed explanation of the funding request, committed matching funds, evidence of sound fiscal management, and long term funding plan;
• Qualifications - your organization's background, its funding history, board involvement and staff qualifications, and its capacity to carry out your proposal;
• Conclusion - a brief, concise summary of your proposal;
• Appendices - additional attachments required by the funder, such as proof of tax-exempt status, organizational and financial documents, staff/board lists, support/commitment letters.

Present your full proposal neatly, professionally, and in an organized package. Type and single-space all proposals. Write, organize and present your proposal in the order listed in the application and guidelines. Only include the information and materials specifically requested by the grantmaker. The proposal is judged on content and presentation, not length.

Unless required, do not include an index or table of contents, or bind the proposal, and be sure to sign it and submit the number of copies requested by the grantmaker.

• 1

Complete an introductory section (one to three paragraphs) for the grant application with your organizational information. This includes your non-profit's history, mission, goals and objectives. This information must be well thought out. For instance, your mission must be clear and concise, reflecting your passion and what your group actually does.

• 2

Write a section (two to four paragraphs) generally outlining the programs and services offered by your non-profit. Use a list with bullet points for this. Include your organization's most recent and notable accomplishments. Explain how your programs and services benefit your target population. Describe that population in detail. Complete this section by summarizing in one to three sentences how much money you are requesting and what it will be used for (such as program support or general operating expenses).

• 3

Detail in no more than one to two pages your funding request. This might include full details on a program that was summarized earlier, how securing funds will help increase organizational capacity or how general operating support will be used.

• 4

Include sections, if your organization has this information compiled, on program evaluation as well as sustainability (one to two pages total). In other words, explain how your organization will assess the effectiveness of its programs. For sustainability, discuss other sources of funding and how your non-profit plans to sustain itself over the near- or long-term with or without funding from the group you are applying to.

• 5

Include a complete budget and other financial statements, following the guidelines of each particular funder.

• 6

Include any other documents required by the funder. These almost always include your organization's Internal Revenue Service tax-exempt determination letter, short staff biographies, and a list of board members and their affiliations.

Tips & Warnings

·        Many foundations accept this kind of template as is. For other private and corporate funders, this template will need to be tweaked to meet their respective guidelines. For government grants, the information contained in this template will be used, but as part of each government agency's specific format, which will be far more extensive in comparison to private and corporate applications.

·        Prior to organizing an initial grant template, conduct research to find opportunities that are relevant to your non-profit's purpose. Review what different funders expect in an application. This will not only arm you with key information as you begin to write, but it will save time.

·        Consider a subscription to the Foundation Directory Online to search for grant opportunities from private and corporate funders.

·        Consult the Federal Government's grant database (Grants.gov) for grant opportunities from government agencies.

Securing grant monies for a non-profit organization is a highly competitive process. To successfully obtain private foundation, corporate or government grants, a non-profit must be able to clearly outline its target population, scope of services, near and long term sustainability and overall organizational capacity and effectiveness. And this is only the beginning. Applying for grants is also a numbers game, and your organization's mission must be in line with current funding priorities. A well-researched and constructed grant proposal is imperative. The process can be grueling, but it is a way of life for new non-profits as well as long-standing organizations.