Writing a successful grant proposal

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Abstract

This effective practice includes tips for writing grant proposals and a list of elements that should be in most, if not all, proposals. Outlining the important steps of proposal writing will aid the first-time writer and provide a review for those who have not been involved in the proposal writing process for some time. This effective practice was written in collaboration with Campaign Consultation, Inc.

Issue

National service programs and other non-profit or service organizations are often faced with writing grant proposals. This can be a daunting task without sufficient forethought and clear guidelines to follow.

Action

Before Writing

Consider the following messages. Contemplate which might be the most effective message to convey to the funding source.

This project is important; it will make a difference.
We have thought it through the thorny planning issues.
I will deliver.
I will be easy to work with.
I really know what I'm doing.
We are committed to moving ahead, whether or not the grant is awarded.
This grant is crucial to the advancement of this project.

Overall Process

The overall process of writing a grant proposal includes the following steps:

Develop a clear program idea.
Gather background information.
Write a master proposal.
Research funding sources.
Research to make the strongest possible connection between a funder's mission and interest and the grant purpose and the population to be served.
Target the proposal to a specific audience.
Contact someone at the foundation or corporation, or the individual donor prospect, if possible, to try to get a sense of whether the proposal is on target. The small hints, suggestions of emphasis and language that someone within the funding organization can make can move an "okay" proposal into a great one and increase the investment of the program officer in pushing it forward for funding.
Prepare the budget.
Submit the application.
Submit a letter of intent.

Letter of Intent

A letter of intent is requested by many funders to determine if they are interested in your proposal and if they want to consider reading the full proposal. This letter should not exceed two pages. Letters of intent typically include:

A mission statement and description of the program.
A statement of the need you wish to address.
Any outcomes you expect.
A general outline of how the project will be conducted.
An estimated amount of the request.

The Proposal

A full proposal will usually contain all or most of the following elements. It is critically important to follow any directions of the proposal recipient regarding elements they wish to have addressed and as to the length of document they will accept.

Cover Letter
Summary
Introduction
Need (Problem) Statement
Project Description
Goals and Objectives
Methods/Activities
Staff/Administration
Budget
Follow-up

It is important that the budget is as carefully prepared as the program description and they are perfectly synchronized. Often the budget is the first thing a funder will look at and if it is carelessly done, out of balance, or inconsistent with the Request for Proposal guidelines, the remainder may not be reviewed.

General Writing Tips

Some general writing tips for preparing a proposal include:

Follow guidelines provided by the funder.
Paragraphs should average about 11 lines in length and should link to one another.
Be compelling, but don't exaggerate.
Let the human element shine through.
Support claims or explain assumptions.
Avoid jargon and abbreviations.
Keep sentences short and crisp.
Use action words and verbs.
Get critical review and feedback before you send the proposal.
Revise and edit.