Grant writing 101. A step-by-step guide to writing a successful grant proposal

Transcription

1 Grant writing 101 A step-by-step guide to writing a successful grant proposal

2 What is a Grant? A grant is a gift, with strings attached A grant is a relationship between your organization and the grant maker Acceptance of a grant is a contractual transaction Grants are a competitive process So how do I get one?

3 Step One Know your organization The grant writer should be the authority on your organization Basic facts you should know and be ready to share: When was your organization founded? What is your mission? What has been your impact to date? What are the ins and outs of each program through your org?

4 Step Two Know your needs What are your organization s top funding priorities? How do I know? What do you spend your money on? Make a wish list, and prioritize it. Capacity for managing grants: Do you have the time and resources for managing grants from start to finish?

5 Step Three Establish a Filing System Go Green! Make it an E-filing system presently, many grants are submitted online. If you do submit a paper proposal, simply print off what you need and reduce paper waste. Create one file per: Grant request (start to finish) stock docs for org. Org. program/project

6 Grant Request Docs About the potential grant maker. Contact information. Grant deadlines Is it a corporation? A foundation? Grant maker s mission/focus. Who has it given to in the past? How much? Any limitations or restrictions on grants made?

7 Stock Organization Docs Mission/Vision/Core values statement Organization overview (History, who you are, what you do, where you re going) Contact information IRS determination letter 501 c (3) Most recent audit/review Annual operating budget Most recent financial statement Recent press clippings Annual report Board list: names, titles and contact info Staff leadership: names, titles and contact info Pertinent policies: non-discrimination, conflict of interest, Board agreements

8 Project Documents Overview of project Goals and Objectives Needs Timeline Staffing Evaluation Measurements Budget Any collaborative partners If ongoing program, previous impact and growth

9 Step Four Grant Prospecting/Research A: What type of grant do you need? Capital campaign/operating expenses/programs & services/environment-based/education-based B: Grant resources/research: When in doubt, Google it! Online databases (Grantstation, Guidestar, The Foundation Center). Both require a paid subscription, though. C: More sources: Board members, volunteers, staff, constituents Talk to each other! Much can be learned through networking, and of course social media!

10 Step Five Starting the process Make initial contact: meet with potential grant maker to confirm match. Purpose of initial contact is relationship establishing, not need establishing. Listen more than you talk Follow-up: Reiterate what you talked about, to clarify any ambiguity

11 Step Six Grant proposal elements Letter of Inquiry: required by many grant makers prior to submission to actual proposal Grant Proposal: 1. Cover letter Your intro to the proposal (don t repeat verbatim the proposal) On letterhead. Give it a personal touch, e.g. success stories 2. Proposal Intro, Body, Conclusion Intro Body Conclusion 3. Supporting Documents A resource for element templates: npguides.org

12 Step Seven Writing Tips Be articulate, succinct and concise Follow the rules: even if the grant application asks for repetitive information, give it to them. They may use the info in ways you aren t aware Use basic language: Avoid jargon, anything that might alienate grant maker from becoming attached to your story Use the grant maker s own words: Re-work their mission into your proposal to illustrate org s compatibility

13 Writing Tips Cont d List anticipated outcomes: We expect We anticipate Be proactive, address potential challenges and how you will overcome them Describe evaluation methods: After your organization performs the service, what next? How will you measure impact/outcomes? Metrics PROOFREAD: Grant makers receive endless requests, don t have yours counted out because of an avoidable mistake

14 Step Eight Grants Calendar Create a Grants calendar with pertinent dates/ deadlines marked: Your calendar should be a guide to: Develop relationships Record deadlines Track submissions Schedule follow-up requirements

15 Step Nine Grants Management Grant submission get receipt confirmation Post-submission follow-up: phone, , letter, visit Declined? Ask why? Only way to improve is to know where you need it. How can we improve? Thank for consideration Awarded? Congratulations! Agreement/Contract Donor recognition options Follow-up calendaring Stewardship steps don t drop relationship once grant is received

16 Step Ten Grant Trends Number of grant makers UP Government funding DOWN Letter of Inquiry requirement UP Online submissions UP Essential needs funding UP Relationship-building UP Narratives DOWN