Grant Writing Tips
Building strong human service organizations includes expanding funding sources. One of the best ways to fund projects and expand an organization’s service capacity is through grants. The Rural Institute is funded entirely through grants. Cary Griffin, the Director of Special Projects at the Rural Institute, who has written, co-written, and managed over $18,000,000 in grants and contracts, shares some of his tips for writing successful grants in this factsheet.
- Start with an idea, not with the need for money. The best grants build on a concept and a mission. Applications seeking more money to do more stuff may occasionally get funded, but they are not typically competitive. Projects should break new ground, solve long-term problems, and strike cord with the readers.
- Research the funder. Explore websites, talk with colleagues, meet with grantors before applying. Make certain an application is going to the appropriate funder and that it is submitted under the proper category. Funders have their own priorities; respect these and learn to match the project to the best source of support.
- Look for diversity in funding sources. There are many small, local or regional foundations and companies that fund special projects. Companies and their foundations are especially fond of supporting efforts in their business territories. Look for long-term relationships that might start small but that have the potential for a bright future.
- Collaborate. Submit applications with other organization that may have more clout than yours. This presents the perfect opportunity to build local capacity, spread the workload, and create political power. Networking works.
- Learn to write. One of the loudest complaints from readers is that grant writers sometimes fail to make their points concisely, clearly, and logically. Practice writing daily and take a technical writing course if possible.
- Read other grants. Reviewing the efforts of other successful grant writers is a great way of learning what works, techniques for presenting information, and language that makes the point for the funder. All grant writers have unique techniques that work for them; they will work for you as well.
- Read the RFP. Every word in a Request for Proposals (RFP) is there for a reason. Pick complex RFPs apart section by section; outline the major points and requirements; write the application point by point; review the application prior to submission to assure compliance with all requirements.
- Edit. Be surgical in editing the text. Cut out unnecessary verbiage, trim run-on sentences, make the language precise, and use present or future tense. Instead of sentences, occasionally use charts or lists that are easy to read and that present the information concisely.
- Be specific. Provide specific data, specific actions, and specific measures regarding the project. Do not focus on what-ifs, feelings, opinions, or hunches when writing. Be committed to the design and the achievable outcomes. Be confident, but not cocky, by stating the outcomes the project will generate.
- Define the goals. Be precise, measurable, logical, sequential, and clear. Tie the budget, methodology, staff activities, and evaluation to these goals and objectives.
- Talk about the future. Link this project to the long-term efforts of your organization to show lasting commitment.
- Pony up some dough. Through in-kind and or cash contributions, show that the applicant believes in this project enough to dedicate a portion of its resources to the effort.
- Follow the submission guidelines. If the RFP states that the proposal is to be no longer than 30 pages, do it. If the proposal is to have 1 inch margins, be typed in a #12 font, and be double spaced, do it. Be certain to also provide the appropriate number of copies; do not staple or bind the application if the RFP so states; and provide at least one large print copy and/or a disk containing the application saved in delimited text.
- Include the assurances. Be sure to attach all required forms, signed by the appropriate personnel. Also, make sure that the contact information, phone number, e-mail address, etc., of the project director for the applicant is included.
- Limit the Appendices. Most funders allow for attachments that support the case being made for funding. Label each section appropriately and do not send every document or video tape ever produced. Sometimes, less is more. Provide links to your website so that curious readers can explore and be sure to clearly post information on your site that may sway the funding decision.
- Be patient. Many federal grants take almost a year to process before hearing the funding decision, and large foundations often require multiple stages of application.
- Don't wait for the RFP. If a project idea exists, building local partnerships, internal management, and program capacity can begin long before a funding source is determined. Doing this ground work now saves precious development and writing time later.
- Write like you mean it. Grant writing is a tough business. It takes energy, enthusiasm, great ideas, competent personnel to do the work, a refined management system, but most of all, it takes work. Writers should set aside significant blocks of time without interruption in order to write a clear and logically sequential application. Last minute efforts may be exciting, but they rarely result in great work. Plan out the writing and research efforts. Use a team to secure letters of support, to develop evaluation instruments, and/or to find supporting data for the references section. Above all, leave enough time to share the draft with others so that their ideas can be used to strengthen the application.
Resources
There are thousands of grant writing sources on the Internet. This is just a very small sampling to get you started. We also suggest reading some funded proposals, talking to grant writers and managers, and checking Amazon.com or your local bookstore for books and manuals on grant writing.
- The Grantsmanship Center: http://www.tgci.com/
- Government Grants: www.firstgov.com
- GrantsNet at the U.S. Dept. of Health and Human Services: http://www.hhs.gov/grantsnet/
- The Foundation Center: http://www.fdncenter.org/
- The Council on Foundations: http://www.cof.org/index.htm
- GrantHelp: http://granthelp.clarityconnect.com/
Web-based Articles of Interest to Grant Writers
- Using Hard and Soft Data in Grant Proposals (from the Grantsmanship Center): http://www.tgci.com/publications/ 97winter/hardsoft.htm
- Outcomes & Evaluation Data in Grant Proposals (from the Grantsmanship Center): http://www.tgci.com/publications/ 97fall/insearo.htm
- Faith-Based Issues (from the Nonprofit Sector Research Fund at the Aspen Institute): http://www.nonprofitresearch.org/ newsletter1525/newsletter_show.htm?doc_id=47879
- Grant Writing Tips from Converge: http://www.convergemag.com/Publications/ CNVGJan99/fundingtech/fundingtech.shtm