Getting Started with Grant Writing
For many, identifying available and appropriate grant targets is the most difficult part of the process. There is no sense wasting time and effort applying for grants you or your organization are not qualified for, so as you do your research, pay close attention to each foundation and grantmaker’s guidelines and restrictions. A good place to start is the internet. If you type in “grants” and they type of grant you may be looking for – foundation, government, in your particular state, or for a specific field of interest such as education or arts, you’ll start to see all that’s available.
If your state or region has a publication you can obtain that lists available grant funders, that is a great resource. In Oregon, we have the “Foundation Databook” and “The Foundation Directory of Oregon.” Often, a trip to the local library will yield you with plenty of information about potential funding sources. Again, read the guidelines, deadlines, requirements, etc. carefully so you will be using your energy and resources wisely.
Keep good records! As you begin applying for grants, set up a good filing and record-keeping system. Keep track of contact information, notes about any conversations you may have, deadlines, etc. It will be important to keep yourself organized as you proceed with the application process. Careful organization and attention to detail are the hallmarks of a successful grant proposal writer.
Begin with a list and a timeline. The list should include all of the components you will need to compile for the completed proposal. Some proposals are as simple as a letter asking for what you need, while others will require several pages of attachments, letters of recommendation, budgets and even video tapes or work samples. Once you have your list, start by obtaining those items you think will be the most difficult to obtain; documents that will take the most time to complete, or letters of recommendation – anything that might take longer. After you have the wheels in motion for the most challenging pieces of your proposal, you can begin working on the pieces you have more control over.
It will be imperative that you stay on top of the project and manage every piece. As items are acquired, look them over to make sure they are complete and add them to your file. Don’t make the mistake of assuming that you can get by with not including items the proposal asks for, often incomplete proposals are simply tossed.
As you write your narrative and put together the proposal, do so in the exact order requested in the guidelines. Grant writing is not the place for artistic expression and freedom. I even go so far as to use the exact headings in my narratives that are in the guidelines. If it says “1. History of the Organization,” then make your first section “1. History of the Organization.” A word about style and typeface: Grantmakers have become quite savvy to the ways of grant writers who write in tiny font to get more information in a grant, or who leave strips of margins to create more room for copy. Don’t do this! If the guidelines do not specify a font and type size (and many now do), don’t make your font any smaller than 11 inches and use a common font like “New York” – it needs to be easy to read. Also, remember, white space is your friend!
Make sure you adhere to the page limit for your proposal. If you’ll keep in mind that funders receive hundreds of proposals and reading those proposals takes time and effort, you’ll understand why you may “stand out” more by your conformity and strict adherence to the requirements, than by any creative “coloring outside the box” you may be inclined to do. This doesn’t mean you shouldn’t write well and make things look nice – just do so within the confines of the structure.
A word or two about writing: tell the truth, be as clear and concise as you can, and make sure you edit – not just for spelling and grammar errors, but make sure that your narrative reads easily and doesn’t create more questions about what you’re doing that it attempts to solve. The people reading your proposal will want to see that you are stable and that the money granted will be well utilized to solve a problem or support an important project. That needs to come through loud and clear in your proposal.
If you are in doubt about whether your project is fundable or “fits” into the funding interests of a particular funder, don’t hesitate to call and ask. Representatives are usually happy to help you decide if your project fits their guidelines – it saves them reading another proposal that is inappropriate. Many grant writers feel is a good idea to make a personal contact with funders, regardless of whether you have questions or not. Some grantmakers are fine with this, while others aren’t. Pay attention to whether they direct you to their web site for materials or state, “no phone inquiries” in their information.
Now that you’ve written your proposal, and compiled the attachments and other information, it is time to get it ready to send it off. I always include a “table of contents” as the first page of my proposal and, if it is a big grant, I put labeled tabs to mark the sections. My theory is that I want to make my proposal as accessible as possible. Be sure to read the instructions about how many copies are needed, who needs to sign the proposal and whether it needs to be three-hole-punched, clipped, paginated or any other formatting requirements. Again, it would be a shame to see all your hard work pitched into the recycling bin due to incorrect formatting.
In the world of grant writing, deadlines are deadlines. The requirements will say whether a proposal needs to be postmarked or arrive by a certain date. I prefer to err on the side of caution and send proposals early with a delivery confirmation or a stamped return postcard so I know it’s arrived safe and sound. Many grant writers seem to feed off the adrenaline of last minute deadlines and overnight mail. Regardless, know that the deadlines are firm and plan to have your proposal arrive on time.
This may seem like a lot of information for a beginner’s primer. I can’t stress enough that successful grant writing is one of those times in life when it’s really all about following directions. Don’t be afraid to give it a try and remember, don’t take it personally if your project isn’t funded! Most grantmakers are willing to tell you why your proposal wasn’t funded and this is great information to help you as you write future proposals. Often, it’s for reasons completely out of your control, but sometimes a little constructive feedback will help you land a big award down the road!
