Steps to Grant Writing

1. Research
2. Relationship Cultivation
3. Proposal Writing

Research

It is important to understand what type of funding source the organization is approaching for funds in order to write a more effective grant proposal. There are two types of funding sources as follows..

PRIMARY
• Federal Register (FR)
• Catalog of Federal Domestic Assistance (CFDA)
• Federal Management Circulars (FMCs)
• Commerce Business Daily

SECONDARY
• Internet
• Articles
• Reference Books
• Newsletters from professional organizations

Needs Statement

The needs statement is the initial appeal to the potential funder. It should outline the issue or issues to be addressed. In addition, the needs statement verbalizes how your program will approach and attempt to reverse the problem given the proper funding. It is important that the needs statement connects with the reader and clearly indicates how their funding will alleviate the issue the organization seeks to address.

Possible information to include in the needs statement:

• Quotes from people familiar with the problem or from experts in the field
• Community testimony on the problem/issue
• Examples of clients
• Survey results from those in the area of need
• Data from local public records and relate it to national data, it is good to show numbers
• Published writings or studies on the subject of need

Enlisting Help

Volunteers can be an excellent resource in grant writing efforts. Those who volunteer their time can provide insight, knowledge, and expertise if selected the right people to aid in the process.

Some organizations find it helpful to form a Grants Advisory Committee. In doing so, organizations can direct all focus on funding to this committee where information can be better processed. When forming a committee, be strategic in recruiting potential volunteers. Remember that those who form the committee should be the most qualified to speak on behalf of the organization.

Try to include:

• Individuals that might know the foundation, government, or corporate funders
• Colleagues familiar with the grantor the organization will approach
• Grant reviewers from funders
• Current and past employees
• Board of Trustee members
• Former clients

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Relationship Cultivation

Once the funder(s) that the organization would like to approach have been identified, a professional relationship must be developed in order to form a direct connection. One way to develop such a relationship is through the application process. When filling out an application for funding, it is important to follow all the specific guidelines the funding agency sets forth. If the information provided is unclear or advice is needed, feel free to contact the program officer for clarification. This will establish a direct relationship with the funding agency. The more often the organization's name is recognized by the funding source, the more familiar and comfortable each entity will be with each other.

Letters of Inquiry/Pre-proposal letter

A letter of inquiry is an initial form of contact to potential funders. The letter should be no more than 2-3 pages and should adhere to any guidelines that may be dictated by the funder. Letters of inquiry should focus on detail and clarity while connecting the project to the foundation it wishes to represent.

Letter of inquiry should include:

• The overall message. Be clear, concise, and moving
• The benefit the project may have for the funder based on research
• The need for more information

Elements of a Letter of Inquiry:

• Summary of the project concept or idea
• Goals and objectives or anticipated outcomes
• Brief description of program issues such as staffing, time schedules, etc.
• Notation of the amount requested and additional resources available for matching funds should be noted

Be Prepared for a Meet & Greet

Some funders may request a site visit. When scheduling a meeting, have a person who is well versed in the organization's programs and/or projects host the meeting. If possible, have a person attend who is not part of the staff. During the visit, be clear about the organization's expectations: Why is the organization seeking funds? What is being asked of the funding source? Preparation is essential.

 Be sure to:

• Bring materials from the proposal
• Use audiovisual aids to give a brief overview of the project
• Have questions ready for the funding source
• If possible, role play

Make Contact with the Potential Funder

Making Contact with a funding agency is an opportunity to gather information about the organization's priorities and interests. The goal is to design a tailored approach to meet the grantor's needs and increase the chance of success. First, research to make sure that the funding agency is open to speaking with potential applicants. Some agencies do not encourage direct contact. If this is the case, do as much research as you can without directly contacting the organization. If the funding source is open to questions, thoroughly research the group to be well versed in their priorities. This will lead to being fully prepared to ask beneficial questions. Additionally, follow these steps to making contact

How to make contact.

• Speak with a foundation or corporate board member
• Ask leaders within the organization if they have contacts with the funder
• Contact by letter
• Contact by phone
• Personal visit

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Proposal Writing

In most cases, it is easiest to approach writing a proposal as a group. The group should include individuals from all levels of the proposed project. Everyone, from directors to the people who will be implementing the program on the front line, should be included in decision making, creative input, and functionality of the project. This will encourage a holistic view of the program by determining how it will function and where the most assistance is needed. Be creative. Remember that the more unique and necessary the program appears, the greater the likelihood of success.

Writing a proposal can be very challenging, but with the proper planning, the process can go quite smoothly. There are 5 C's to writing a proposal.

• Clear
• Concise
• Cogent
• Compelling
• Correct

By taking the time to ensure that the proposal is clear, concise, cogent, compelling, and correct, the organization will benefit from time spent editing. By submitting a polished grant proposal, the organization will have a much higher likelihood of securing funds from the funding source.

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Elements of the Letter Proposal

• Executive summary: proposal overview
• Appeal: rationale for approaching the funder
• Problem: description of need or gap
• Solution: method for solving the problem
• Capabilities: credentials & resources to solve the problem/implement the solution
• Budget: amount requested and outline of how the funds will be used
• Closing: "call to action" comments that will nudge the funder to approve your request

Executive Summary

• 1-2 page synopsis of the project
• Captures key information to streamline the review process
• Must be very clear and concise
• Last section to be written
• Adhere to funder limitations
• Follow funder format (if provided)
• Include mission statement
• Project title should be descriptive & memorable
• Amount and purpose of grant request
• Problem/need the project will address
• Expected project outcomes
• Cover letter
• One page, on organization letterhead
• Introduction to the organization, mission and target population
• Written to the funder's point of view
• Show how the project fits the funder's goal
• Final paragraph expressing appreciation for considering the proposal
• Original signature by the highest ranking official within the organization
• Complete contact information
• Brief list of enclosures

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Problem or Needs Statement

• Most influential section of the proposal
• Basis for the project or program
• Explains why the project is necessary
• Change the funder's view of the world
• Often determines if project gets funded
• Objective: clearly state description of problem to be solved or gaps in existing solutions
• "What is" vs. "What ought to be"
• Use a story-telling approach to build tension
• Identified in terms of human needs/social benefit
• Who will benefit from the project
• How many will benefit
• Help funder "visualize" the project beneficiaries
• Describe the problem
• Extent of the problem
• Frequency & severity of the problem
• Describe the causes of the problem
• Focus on the needs of constituents vs. the needs of the provider
• How did the problem occur?
• Use a historical perspective
• Show how the causes are linked
• Keep it logical and professional
• Rationale for solving the problem
• Description of how this project will help the funder achieve it's goals/fulfill it's mission

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Proposed Solution

• Method for solving the problem
• What will be done?
• Who will do it?
• When will it be done?
• How will it be done?
• Summarize expected outcomes
• Acknowledge obvious weak methods
• Use attachments to convey data, timelines, time & task list, etc

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Organization Capabilities

• Credentials & resources to solve the problem/implement the proposed solution
• Credibility of the organization
• Viability of the project
• Brief description of the resources available to carry out the project
• Demonstrates understanding of the work involved

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Budget

• Amount requested
• Ask for a specific amount
• Express it in meaningful units
• Mention other sources
• Outline of how funds will be used
• Short narrative paragraph
• Brief table/line item description
• Check all math

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The closing

• The "call to action"
• Use confident language
• Express appreciation for considering your proposal
• Include key contact for more information
• High ranking "official" signature

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Layout & Formatting

• Use letterhead stationary & second sheets
• Paragraphs: 12 point font, single or 1 1/2 space, 1 inch margins
• Use section headings where appropriate
• Make key points in bullet format
• Affix original signature(s)
• List attachments

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