About Grant Proposals

Grant proposals consist of several components, which are generally consistent from funder to funder. Before you write any grant proposal, your first step is to find one or more prospective funders whose funding goals match the project you are trying to fund. Read each of those funders' proposal guidelines thoroughly. In some cases, they may ask for something entirely different than the typical materials grantmakers want to see. Whatever they ask for is what you must submit, or your grant proposal will be disqualified immediately.

Function

All grant proposals must answer, both in summary and in detail, the following questions in whatever format the funder has specified:

What is the project for which you are seeking funding?
How much does this project cost?
Why is this project needed and whom does it serve?
What are your qualifications that make you the right person to conduct this project?
Do you have other sources of income to help fund this project?
Is this a new project or the continuation of a current project?
Will the project continue after this funding cycle?
How do you expect to fund this project when this funding cycle ends?
What outcomes do you expect as a result of this project?
How will this project be evaluated?

Features

The outlined questions are typically answered in a grant proposal consisting of the following parts:

A one-page cover letter that briefly introduces your organization and your request.
A formal abstract, which is a summary of your proposal, and is usually no more than one or two paragraphs.
Not-for-profits must include their mission statement.
A table of contents.
A well-written, thoroughly thought out narrative, which answers all of the previously listed questions. The length of the narrative is usually specified in the funders grant guidelines. Many grantmakers also specify font style, size and margin sizes.
The project's budget, which details all expected expenses for the project, and all relevant estimated income that will fund it.
Not-for-profit organizations must also include organizational budgets, financial statements and annual reports. Funders who make grants to individuals, sometimes request income tax returns for the past three years, along with bank statements and other personal financial information.
Not-for-profits must submit a list of board members and their contact information, and a copy of the IRS letter that granted the organization's not-for-profit status, as well as their strategic plan.
Individuals must submit references and samples of their work.
Any other materials requested by the prospective funder.

Considerations

Every guideline of the prospective funder must be complied with explicitly. Grantmakers receive 20 to 30 times more proposals than they have the ability to fund, and when the economy takes a downturn, those odds increase even more. Write your grant proposal as if the people reading it know absolutely nothing about your organization and the work it does, or about you and the work you do. Often that is the case; committees will be assigned to read proposals who are from outside the community so they can make objective assessments about the appropriateness of each request for funding.

Misconceptions

People who have never written grant proposals are often intimidated by the process, thinking that grant writing is an art. It is not an art, nor is there any magic involved. Writing a successful grant proposal is simply reading and following directions thoroughly, clearly and precisely. Some people do not think the grant guidelines apply to them, and they ignore some of the requirements of the proposal. There are yet other people who believe grantmakers are just waiting for their proposal to arrive and they will easily get funded. There are many more requests than funders can fill, and funders choose those that most closely match the mission of their foundation.

Warning

Proofread your proposal thoroughly. Make certain you have answered every question the grantmaker wants answered. Make sure your writing is clear and easy to understand. To make sure it is clear, have a friend read it who knows nothing about the project to see if they comprehend everything you are trying to say. Double check every item that is in the grant proposal packet to make certain you have included every document and piece of information required. Deliver the grant proposal before the deadline in the method requested by the funder. If the funder states they do not accept overnighted proposals, send it through the mail in plenty of time, or hand deliver it, unless they specifically state they do not accept hand-delivered proposals.