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Grant Writing Tips!

1. Review CAREFULLY the funder's criteria and giving guidelines! Make contact with the funder either by
mail, telephone or email to introduce yourself and to share (briefly) what your project entails. Getting
feedback from the funder accomplishes three important things: 1) ensures that you don't waste time
writing a proposal that they may not be interested in, 2) helps you learn what types of programs the funder
really IS interested in (if your project isn't quite a fit!), and, 3) sets up a recall relationship with the funder
- they'll remember your call when they review your application.
2. Once you decide to prepare the application, create a checklist of needed items and the order they should
appear. Often the funder does this for you, but you need to make note of any attachments required, the
order of the application materials, etc.
3. Now you're ready to sketch a quick outline for your proposal narrative based on the questions, criteria
and order of the funder's application. Getting this information down on paper in the right order is a quick
and easy way to be sure that you've answered all questions and that your narrative will flow in the right
order. You'd be surprised how many great project proposals are rejected simply because the applicant didn't
follow instructions.
4. Next, set your narrative in the right format as specified in the application. Small details such as double
spacing, 1" margins, etc. are just as important as including all the information requested. Make notes in
your outline regarding page limits for each section (if applicable).
5. Whether the application asks for one or not, I recommend doing a quick "abstract" of your project. The
abstract should be very brief and include your project description, outcomes and how it will be evaluated
and any longevity for continuing the project.
6. Now you're ready to begin working through your outline. Go through and simply answer the questions or
listing the items requested in each section - you've already added these to your outline, so this step
should be quick and easy. Don't worry about full sentences, grammar, spelling, etc. at this point. Just get
the ideas down. Save a copy of this draft of the narrative - it comes in handy as a proofing tool once you've
completed your proposal.
7. When writing about your organization, stress its history, successes and strengths. You should have
boiler plate information available that you can reuse for each application, which will make this part of the
application process quick and easy.
8. Once you've completed all sections, you can start to go back and fill in the narrative into paragraph
form. Be careful to keep the main idea themes clear - don't repeat information, keep the wording simple,
and make appropriate use of "buzz words" that are mentioned in the criteria of the grant. Attach the
thingamajig to the pifflewaffle, and then add the HPQ..." DON'T use jargon. Remember your audience; don't
try to dazzle them. If they don't understand you, chances are they won't fund you. And don't beg. Remember
- you're selling a winning product. Funders back winners, not losers J
9. If you do not have evidence of a strength that is mentioned, don't use negative terms - instead, point out
what you have done in other instances you've been successful and/or indicate how you'll overcome the
issue.
10. Once you've completed the narrative, have someone else read the grant and compare it to the
questions that are asked to be sure that your points have been made to an objective reader. Keep your ego
in check and take constructive criticism - it could make a difference to your project funding.
11. Be sure to check spelling and grammar and clean up any syntax and spacing problems. A sloppy
presentation may portray a sloppy organization. Use simple tables or bullet points to make your point
whenever possible.
12. Completing the budget is not as daunting as it seems at first glance. Make a working copy of the
budget and jot down notes as you complete each budget line item. You can use these notes to create a
budget rationale (if requested) or for your own records later on if you receive the grant. Be sure to ask for
what you truly need, i.e. if you need $500 in travel, don't ask for $800. The budget rationale/explanation
should indicate how many people will travel when and where and the costs associated with the trip. If you
request $1000 for equipment, include in the explanation what equipment brand and why you have chosen
that particular item and it's importance to the project. Be sure to include fringe costs for your personnel
and apply indirect costs (per your school rate). You can use the budget guideline in the application to
ensure you consider all expenses for your project. DON'T price yourself out of the market. Find out the
range awards are funded by particular agencies. A rule of thumb would be to aim towards the middle of this
range, but if your budget and project justifies applying to the higher end of the average awards or cap, go
for it!
13. Assemble the application according to the checklist order. Double check that all questions are
answered, the proposal has all attachments included and format requirements are all met (spacing, page
limits, etc.) Make the required number of copies that are listed in the application instructions! This is a
common oversight and your application could be rejected if the required number of copies is not submitted.
Pay careful attention to signatures required. Some applications require one original and a number of
copies - other specifically request original signatures on each copy! Don't use flashy covers and color logos
in packaging - most reviewers frown on this presentation. Simply follow the funders guidelines for
submission. Pay attention to instructions to staple, paper clip information, etc.
14. Prepare a cover letter that outlines a very brief overview of the project, who the partners are (if any)
and why the funding for this proposal is crucial to your program. DO convey liveliness and enthusiasm in
your letter and presentation. Remember - you're selling! Make the reviewer want to buy.
15. ALWAYS send your completed application via "return receipt" mail. This gives you a permanent record
that your application was postmarked and received within the application deadline. Plan in advance of the
deadline to have the application ready to go in the mail - you do know how long it takes to get institutional
signatures, don't you?
16. After you have mailed your application, call or email the funder to let them know you have applied.
Just a brief note is fine, noting that your application was mailed and will be received by the due date and
that you are looking forward to hearing from them soon.
17. A proposal rejection is not the end of the world. Seek your reviewers' comments. It may be that your
proposal is salvageable. But, even if it is not, the proposal process is too competitive for you to become
despondent over a rejection or two. If you use what you've learned from these rejections, you'll eventually
succeed. I recommend contacting the agency if your proposal is rejected - talk to them about
strengthening the project and reapplying.