Whether you are a seasoned professional writer or just getting started, the secret art of grant writing can’t be learned in a day. All right, grant writing really isn’t all that secret, but it is comprised of rules and expectations.
What are grants? Very simplistically speaking, grants are essentially capital made available through nonprofit ventures. The goal of grant writers is to interest grantors in supplying money toward a particular research, educational or charitable program or project. Grants have one thing in common. They all involve the distribution of funds provided to support a specific grantee’s project(s), as approved by the grantor via an application process. Most often, grants don’t have to be repaid, but often the grantors will ask for some sort of matching commitment.
Where do grants come from you ask? Typically, there are a wide variety of grants available from the federal government, the state, communities and foundations. If you’re lucky, some grant proposals may consist of information on the project and a Letter of Intent asking for monies to be used for a specific project. In many cases, these requests are usually sent to families, smaller foundations, businesses and communities. Larger grants that involve government entities and larger foundations often begin with a Request for Proposal (RFP), a very unwieldy document that can have even the best grant writers pulling their hair out to complete the application.
Not to get discouraged before you begin, let’s go back to the basics.
What do you need to know in order to write that grant proposal?
Objectives – what is the objective of the grant. Well, usually it’s to obtain funds, but for what? What will the funds be used for?
Needs – I would recommend conducting a needs-based assessment of the project or program. Is it really necessary? Does this organization already have a similar program that could be expanded and/or are there other organizations out there with similar projects? Are they successful and is there need for another?
Understand the Need – Very few grant writers can draft grant proposals just from documentation. Since more often than not, the grant writer is not involved in the implementation of the program or project, it is crucial to have a core group of people available to the grant writer to assist in grasping the concepts, understanding the program design, and achieving clarity on financial objectives. Granted, the needs of the grant will dictate the involvement of the team. A five-page proposal for an after school program will not require a team, but a 50-page application to the USDA definitely will.
Understand your Grantor – Many mistakes grant seekers make include not understanding their grantor. Criteria to keep in mind when seeking funding include geography, mission and goals, program or project, and budget. Has this grantor given grants to organizations or programs like yours? More importantly, do they fund at the level you seek? Before approaching a grantor, gather as much information on the organization as possible. Check out their website, if available, as well as any documentation on previously granted projects. You’ll gain invaluable insight into the type of organization, the board and their areas of interest. Keep a keen eye out for word choices. Does this grantor seek to build partnerships, improve the quality of education or seek out synergistic opportunities to pave the way for redevelopment? Use the same phrases when describing your program or project.
Write to your Audience – In addition to writing what the grantor wants to hear, make sure the proposal is enjoyable to read. Include charts, graphs, sidebars and photos to enhance the visual appearance of your proposal and highlight key points. The inclusion of graphics will break up the text making it easier to read. Consider adding testimonials. Satisfied clients can often sell a program faster than a grant writer. Grantors want to know that this program or project will work. A glowing review from a happy client says more than 10 pages of text.
Follow the Guidelines – Most importantly, if there are grant guidelines to follow such as document formatting, follow it to the letter, check it and recheck it. For program officers who receive hundreds and thousands of grant requests, one of the first screening tools is whether or not the requestor complied with the guidelines. Make sure the grantors have a clear understanding of the objectives as well as the implications of the program or project. Your goal will be to convince the grantors that your program or project is worth funding.
Care – I know that may sound silly, but if you don’t care about the project or program you are writing about, it will be reflected in your writing. That means edit, revise and check again. If you’ve reached a point, where you just can’t look at the document anymore, run it by an objective third party. But be prepared to accept his or her criticism. Sometimes we have to suck in our pride and accept the editor’s comments. He or she is not out to hurt you or destroy your writing. The editor’s job is to make sure you have a polished proposal to submit.
The following 10 most common reasons grants are declined were taken from California Grants Guide, Grant Guides Plus, 2000.
1. The organization does not meet our priorities.
2. The organization is not located in our geographic area of funding.
3. The proposal does not follow our prescribed format.
4. The proposal is poorly written and difficult to understand.
5. The proposed budget/grant request is not within our funding range.
6. We don't know these people. Are they credible?
7. The proposal doesn't seem urgent. I'm not sure it'll have an impact.
8. The objectives and plan of action of the project greatly exceed the budget and timelines for implementation.
9. We've allocated all the money for this grant cycle.
10. There is not enough evidence that the program will become self-sufficient and sustain itself after the grant is completed.
Keep in mind that grants are a competitive field. There are more projects and programs than funding. The review and edit process can be burdensome, but a well-written, thoroughly researched and carefully edited proposal will put you at the top when seeking funding. However, be realistic. If you didn’t get approval the first time, seek out comments from the program officer. Accept the constructive feedback and you’ll do better next time.
