How to Write a Travel Grant
Whether you are planning to travel for a non-profit organization or as a researcher, you may be wondering how you can fund your trip, especially with the rising costs of airfare. One of your options might be to apply for a travel grant to cover all or part of your expenses. Learning how to write a travel grant is a good way to begin!
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Instructions
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Writing a Travel Grant
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Make a list of everything you will need assistance with during your trip. Travel grants can cover a variety of areas, including airfare, hotel expenses or food. Based on this list, you can carefully budget what your needs will be and plan for some contingencies.
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Search for grant opportunities that cover travel expenses by using the Foundation Center database, or consider contacting any applicable associations on your own. For instance, if you are attending an association conference, many award travel grants for attendees or speakers to participate.
Consider looking at airline companies, as many provide travel grants if it is not during a peak travel season or blackout period. Look for hotels that provide in-kind donations. If you work for a non-profit organization, many airlines and hotels will consider providing a discount or will cover the costs in full as a charitable donation.
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Narrow down the list of travel grant options to a select few that will suit your needs and have a high number of grants awarded each year. Try to steer away from funders that only provide one or two travel grants per year, as these will be more difficult to receive.
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Develop a cover sheet, if the funder requires it. A cover sheet should have your name and other contact information, including an email address. If you are an organization that is requesting travel assistance, be sure that the cover sheet has your tax identification number.
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Write a personal statement introducing yourself or your organization and discuss what you plan to do during your trip. For instance, if the grant is to attend school in another country, discuss what you plan to study, where, and the length of time that you will be abroad. If you are applying for a grant to complete research in another country, it is important to clearly state your objectives in the proposal, as the grant reviewer may not be an expert in your area of expertise. Make your case for needing financial assistance or a gift in kind. What is it that makes you and your situation unique?
Travel grants are generally easier to prepare than other grant applications and can be limited to one or two pages, unless you are applying for a large group, such as group travel for a mission trip. In this case, it is important to explain what your mission trip is for and what organization you are working with.
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Include any documentation you can, such as an invitation to speak or conference information as supplementary information. Some funders will want to see financial statements, as they will focus not only on how persuasive your letter is, but also your financial need.
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Send your grant for travel expenses via regular mail or submit the grant online. If applying for a grant to cover airfare, most airline companies have an online system to request coverage for travel expenses, while some other funders will want the grant request to be on organizational letterhead.
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Tips & Warnings
Remember to write clearly to make your proposal more persuasive.
If you are having a difficult time getting a grant to cover your travel expenses, you can also consider requesting help from private donors. If you are trying to attend school, go to a conference or participate in a mission, many individuals or local businesses may be interested and willing to sponsor you for your trip. Consider setting up a frequent-flyer account to receive airfare miles from other people to help cover your travel expenses.
If you are awarded a travel grant, do not spend the money on anything other than what you outlined in your grant request unless you have the funder's express permission to do so. If you spend some of the funds in another way, there can be legal ramifications.
