Grant Writing Tips

I've been writing grants for about 15 years, and a part of my consulting practice involves grant-writing to foundations, corporations, and local, state and federal government sources.
This page includes a list of grant planning questions and a list of basic proposal elements that I use when I offer grant-writing workshops. I hope you find them useful. Please do keep the attribution to me if you use them - but you are certainly welcome to reproduce and use them with that caveat. Finally, I've included some selected links to other grant-writing/grant-seeking resources on the net. There's a lot out there - so these are just a starting point. If you know of a great link I should add, drop me a line and I will!

Grant and Program PlanningProgram planning and grant planning are intimately linked. Ideally, grant planning should be only one phase in the whole program development, program implementation, and evaluation cycle. Too often, it is treated as something separate and foreign. The best results in fund development will come when your grant and solicitation strategies are closely intertwined with your goals and program strategies. Build partners - not donors!Having said that, if you can answer the following questions, you will be well on your way to both solid program development and successful fund development.

What's the problem we are addressing?

Remember - the problem is not your need - it's the community's need!

Who else is addressing, and what are the gaps in how it is being addressed?

Gaps can be programmatic, population, time/seasonal, or material. Gaps are the reason that you have a need!

How are we proposing to address the problem?

Paint a clear and specific picture of your program! Can your prospect see it in action in their mind?

How will things be different/will the problem be solved or improved, when you are done?

How will you know that you are succeeding? What will you measure in order to understand how you are doing and what needs to change or be adjusted?

What do you need in order to try to solve the problem?

This must tie to the approach you have described above. It's an opportunity to once again paint a picture of what you will be doing!

What resources do you already have? From whom?

Don't forget volunteers, donations and in kind services. Show the community participation in your project. Project the image that the funder is joining a winning team, not boarding a sinking boat!

What are the qualifications and experience that make your program the right one to take on this work?

History, key accomplishments, qualifications of staff and volunteers, relationships in the community....as they relate to this project.

Are there problems or barriers that you can foresee? How will you overcome them?
We all run into roadblocks when we try something new. Think through what you are going to do carefully. What's likely to trip you up? How can you anticipate these problems? Who will you turn to for help? Recognizing the possibility of problems is the sign of a sophisticated and professional program!
© Sylvie McGee/All For A Good Cause - 1995

Proposal BasicsAs you research potential funders, you will sometimes encounter that tricky situation - a donor who specifies: "No application form is required, submit proposal." What proposal!?! you scream (but only out of hearing of the donor!) Well, a complete proposal has basic and time-honored elements - and here they are!
Note that when a brief proposal or letter is specified, you want to try to hit most of these points as well - only in a more abbreviated way.

Cover Letter

No more than one page.

Organization (who you are and your background briefly), purpose of funding, and the amount of your request should appear in the first paragraph.
Include a contact name, phone number and address.

Proposal Summary
Limit to one page.
State the organization making the request and link organizational background to the proposal purpose.

State your project purpose.

Briefly state how your project will be implemented.

State the results you expect from your project.

Include your total budget amount, other funds that are committed and the amount of your request.

90% of funding decisions by private donors and foundations will be made by the time the funder finishes reading this page. It must be concise, compelling, and clear!

Introduction to the Organization

History
General Purpose

Goals and objectives as they relate to this project, and in overview, as they provide a context for the work you want to undertake.

Accomplishments, especially as they relate to this project or to your capacity to provide this project.

Service areas and population served.

Statement of Problem or Need

Use a funnel approach.

Start with the generalized problem as it occurs in your community.

Move to the conditions which make this a problem.

Outline current resources that address this problem and identify gaps in those resources.
Identify how your proposal will fill these gaps.

Project Goals and Objectives
What specific goals are you trying to achieve?

What measurable milestones will you reach in meeting those goals?

How will you and the funder know that you are making progress towards your goals?

Methods and Schedule
What actions will you take to achieve your goals?

What steps must you take to achieve success?

Who will do what? (Include here job descriptions and background statements of staff or the qualifications you will seek in staff for the project. This is true even if "staff" will actually be volunteers.)
When will these actions take place?

Evaluation Criteria and Process
How will you know whether you are achieving your goals?

What will you measure to evaluate your progress?

What records and information will you keep to allow you to measure your progress?
Budget

More detail is better than less.
Don't round out if possible. Use bids and estimates whenever you can get them - even if they are informal quotes.

Don't pad your budget. Competent reviewers will know the cost of goods and services, and will understand prevailing wages. If they know you are trying to deceive them on budget, what else will they suspect you of trying to deceive them about?

Do include all sources of support - including volunteer time, donated space and borrowed equipment. Don't shortchange the contribution your community is making to your project.
© Sylvie McGee/All For A Good Cause Consulting (1995)

Selected Other Grant Seeking Resources on the Net

Hotlinks for Grant Seekers Grant Writers Assistant HotLinks is a starting point for accessing grants-related information and resources on the Internet.

CPB - Basic Elements of Grant WritingBasic Elements of Grant Writing . The Corporation for Public Broadcasting evaluates hundreds of proposals each year for a variety of funding purposes. This publication is an easy guide to the basic elements of successful grants.

URLs for Grant SeekersURL List for Grant Seekers . (Last Updated January 6, 1996) .

The Foundation Center home pageThe Foundation Center and its affiliated libraries across the US are primary sources of foundation information, grant history and funding interests for grant seekers. Their home page includes a variety of information and contacts.

Various Grant Sources 1A variety of links to foundation, federal government and other grants resources - with some links for the arts.

Various Grant Sources 2Links to grant sources including the Federal Domestic Assistance Catalog. Federally-Funded Research in the U.S. TheFoundation Center and the University of Minnesota Funding Sources page.

Source: http://www.seanet.com/~sylvie/grants.htm

NGO Funding : Writing Successful Proposals

Hari Srinivas

The NGO Cafe sits in the middle - between funding organizations on hand, and NGOs seeking funds on the other. While it has not itself disbursed funds, The NGO Cafe as learnt a number of lessons on the way. Here are some working strategies for successful proposal writing, written in no particular order:

Building credibility goes a long way in getting that grant. Use your board members and advisors to 'advertise' your proposal (and set up an advisory board if you don't have one already!).
Funding organizations work in grant cycles, disbursing grants one to three times a year. So, if you fail for the current grant, you can always apply for the next round.

It is important that the requested budget is within the limits of the funding organization's limits. Check their annual reports or similar documents to see the average size of funding made available.

Make sure to write a proposal that is within the limits of your organization's capacities and competencies. And within the limits of the budget requested.

Make sure you have clearly outlined exactly what is intended - do not use grand language without the substantial details of the exact impact that is intended, or benefits for the target groups. Ask friends and advisors to check the proposal.

Make sure you have fully studied and understood the priorities of the funding organization, and the reasons they are providing funds.

Many times, key wordings and well articulated proposals help convince the funders of its viability and impact. Again, link it strongly to the priorities of the funding organization, but don't quote it verbatim!

Most funding organization have clear guidelines, instructions and guides on their funding procedures. Many times they are targeted at a particular group, for a particular purpose or a region.

Since many organizations apply for funding make sure your proposal and application form is correct in all respects and follows the procedures properly.

Ultimately, no funding organization want to see a dependency on external funds for the success of a project. Clearly outline how self-sufficiency will be built using a long-term strategy, which goes beyond the time frames of the proposal being made.

Finding Sponsors: Preparing for a Fund Raising Campaign

Hari Srinivas

Network, network, network!
Spread the word - Let people know about your organization and your goals.
Talk to your elected officials - MPs, councilors and others . Write letters to explain your group, and invite them to come see the area you are concerned with.
Get letters of support. A letter of support from a politician will put your sponsor's mind at ease when it is time to hand over the money.
Establish relationships with other groups that can help you, depending on the activity you are planning. If you are planting trees or naturalising a municipal park, maybe the local gardeners club or a scouts group can help.
Find out about awards, and get yourself nominated for anything relevant. A few plaques will make your group look competent and well-established!
Release press statements to the local newspaper. If you don't have anything newsworthy to tell them, invent some news - arrange a tour of your site or give a talk to your local high school (and don't forget to invite your elected officials to these too).
Find other ways to get your information spread around. Most local radio, TV or cable stations have time slots set aside for community events, and are looking for ways to fill them.
Create a binder with press clippings and a video with interviews that will make you look active and credible.

Preparing the homefront
Appoint a contact person and have a clear a mailing address. Having a group spokesperson who can answer questions and provide more information will help in media relations
Establish an executive or advisory board - appoint a chair, a treasurer, and a secretary, and have the secretary keep notes of meetings.
Look at your group members and put together a list of skills - sponsorship is complemented by the time, skills, and expertise of the volunteers. This will help explain to a potential sponsor what value-added services you bring to the table.
Set-up a web presence - this will help provide information that you cannot transmit orally or through PR materials

Do your homework
Carefully look at who you're approaching, research your target sponsor to find the right fit
Look at the sponsor's previous philanthropic activities and its programmes/projects, and align your request around them
Put a case-for-support paper together, something that shows where there is a role for the sponsor to play
Remember volunteer initiatives run on persistence, enthusiasm, and community spirit. Sponsors run on numbers. Sponsors want to see a measurable benefit, and are ultimately accountable themselves.

Moving forward

Look for ways to establish a stronger, more permanent presence in your community.
Explore procedures to become a registered nonprofit group.
Decide to register your own domain name on the internet. Much like a mailing address, a permanent domain name lends a certain credibility to your venture.
Develop brochures, posters, and interpretive books as an effective way to raise community awareness.

Seek support for information and ideas with NGO networks and coalitions - nationally and internationally

Starting an NGO: Funding and Fund-Raising

Funding and Fund raising:

Remember money does not grow on trees. Even if a 'donation' is made to a programme or activity, it is done with an objective in mind - sometimes simply to get good karma. This is critical to understand when we approach a potential sponsor - why is he donating? What advantages can they obtain? What PR milage can they receive from the act?

It is equally important to maintain professionalism, within the NGO, to build adequate trust with the poptential sponsor or donor. Transparancy, accountability, communication etc. should be an integral part of the NGO. A good strategy is to create a working advisory group for each project or activity. This group will have two types of members - strategic members, who will give weight and legitimacy, (and will also bring in key non-financial resources) to the activity, and financial members who will make the actual contribution, based on the strength of the strategic members!

Do not always depend on external or large sources of funding - sometimes, it can come from surprising sources in your own backyard.

Tax exemption: File for tax exemption with the national tax authority (where available). Now that you have formed your board, incorporated your organization, and developed your bylaws you are ready to file with the tax authorities for tax-exemption. The national tax authority may require a number of forms for this process. Be prepared to have the following information ready:
A description of the organizations purpose and programs, including: who the organization serves and why, constituency demographics, examples of training materials, workshops, and other services, etc.

Financial information: sources of funding; financial statements (revenue and expense statement and a balance sheet) for three prior or two projected years.
Source:http://www.gdrc.org/ngo/start-ngo/startngo-6.html

The Ten Most Common Reasons Grants are Declined

"The organization does not meet our priorities." Research before applying.

"The organization is not located in our geographic area of funding."Get the guidelines before applying/at least check the grants guide.

"The proposal does not follow our prescribed format."Read the application information very carefully and follow it exactly.

"The proposal is poorly written and difficult to understand."Have friends and experienced people critique the grant.

"The proposed budget and grant request is not within our funding range."Look at average size of grants of the funder.

"We don’t know these people—are they credible?"Set up an interview before submitting the proposal and have board members and other funded organizations give you credibility.

"The proposal doesn’t seem urgent—and I’m not sure it will have an impact."Study the priorities and have a skilled writer do this section to make it "grab" the funder.

"The objectives and plan of action of the project greatly exceed the budget and timelines for implementation."Be realistic about the programs and budgets—only promise what can realistically be delivered for the amount requested.

"We’ve allocated all the money for this grant cycle."Don’t take this personally. It is a fact of life. Try the next available grant cycle.

"There is insufficient evidence that the program will become self-sufficient and sustain itself after the grant is completed."Add a section to the proposal on plans for sufficiency and develop a long-term strategy.
Source: Grant Guides Plus, Inc.

Internet Use: NGOs in Action

The dynamic nature of the use of the internet by NGOs clearly illustrates the flexibility and adaptability of both NGOs and the internet itself. They have networked online for a variety of reasons: to build awareness, to facilitate training programmes, to reduce costs, to raise funds, to manage information, to disseminate information, to communicate with personnel, or to avoid travel costs!

Concrete actions that NGOs use in developing web-based information have entailed three broad approaches: publicizing, interacting, and supporting:
By publicizing: awards programmes, press campaigns, placards, posters, notice boards, media exercises (photographs, video, films, articles), non-formal activities: street dramas, newsletters, bulletins, documentation of case studies etc.
By interacting: formal and informal community group meetings, forums/workshops, site visits, interviews, etc.

By supporting: minigrants, internships, workshops, training in leadership and other organizational/operational skills, surveys and other means of information gathering etc.In general, NGO have used the internet for information collation, for networking, for collaboration and partnerships, for participation and exchange, for communications and more. They have used various kinds of technologies to achieve this.

a. Information Collation: NGOs have extensively used the internet for collation of information on the activities that they and other NGOs carry out. They have both put up information for others to use, as well as accessed information that was made available on the internet. Some examples:

The NGO Cafehttp://www.gdrc.org/ngo/The NGO Cafe is a meeting place for and by NGOs to discuss, debate and disseminate information on their work, strategies and results. It contains information useful to both NGOs and those studying NGOs.

Biodiversity Conservation Information System (BCIS)http://biodiversity.org/A joint initiative of eleven programmes and partners, BCIS seeks to support environmentally sound decision-making and actions affecting the status of biodiversity and landscapes at the local, national, regional and global levels through cooperative provision of data, information, advice and related services.

The Hunger Webhttp://www.brown.edu/Departments/World_Hunger_Program/The aim of Hunger Web is to facilitate the free exchange of ideas and information regarding the causes of, and solutions to, hunger. It contains primary information, made available by the World Hunger Program and its partners, as well as links to other sites where information of relevance to hunger can be found.

b. Networking: It is in networking that NGOs have made most effective use of the internet for the access, sharing and dissemination of information. NGOs have used the internet for advocacy, awareness building, consultancy, education and sensitization, identifying resources, impact analysis, knowledge creation, mutual support, news & events info, programme/project support, research, training courses etc. Some examples:

NGO Global Networkhttp://www.ngo.org/The purpose of this site is to provide information for NGOs (Non-Governmental Organizations) who are active at the United Nations. The Network seeks to develop partnerships with other NGOs around the Globe and initiate a dialogue and links to those NGOs with similar interests.

Climate Action Network (CAN)http://www.soc.titech.ac.jp/uem/trialogue/can.htmlThe Climate Action Network (CAN) is a network of NGOs who share a common concern for problems of climate change and wish to cooperate in the development and implementation of both short term and long term strategies to combat it.

GEF NGO Information Kioskhttp://www.gefweb.com/NGO/ngo.htmThe Global Environment Facility provides grants and concessional funding to recipient countries for projects and programs that protect the global environment and promote sustainable economic growth. The NGO Information Kiosk was set up to enable interaction between GEF and NGOs.

c. Collaboration and Partnerships: The internet has provided the ideal platform for intensive collaboration and partnerships between NGOs themselves, and with other organizations. These collaborations have typically been with respect to information, programmes and projects, monitoring and evaluation, research, policy development etc. Some examples:

OneWorldhttp://www.oneoworld.org/OneWorld Online is a partnership of over 100 organizations working for human rights and sustainable development. Its aim is to publish information about global issues at low cost for development NGOs and others whose remit it is to get such material out to the world. Separate, autonomous websites are created for each of its development partners

Asia-Pacific Cities Forumhttp://www.apcf.org/APCF is an action partnership for sustainable cities and communities linking leaders of business, government, civil society, academe, and media. The Mission of APCF is to act as a catalyst for a continuing and constructive interaction in Asia and the Pacific region whereby partners are able to leverage their respective resources to a degree not achievable individually.

d. Participation and exchange: Due to the large number of NGOs and public users who have access to the internet, it has been an ideal medium for the exchange and dissemination of information - at the right level to the right people. Some examples:

Envirolink Networkhttp://www.envirolink.org/EnviroLink is a non-profit organization, a grassroots online community that unites organizations and volunteers around the world with people in over 130 countries. It provides information services such as a library, news service, the Sustainable Business Network etc.

The International Council for Local Environmental Initiatives (ICLEI)http://www.iclei.org/ICLEI is the international environmental agency for local governments. It serves as an international clearinghosue on sustainable development issues, initiates joint projects among local governments, organizes training programmes and serves as an advocate for local governments in international fora.

e. Communications: It is only with constructive communications and dissemination of their activities and services that an NGO is able to deliver its message to its constituency. It has done so very effectively using the internet. Some examples:

Association for Progressive Communicationshttp://www.apc.org/The Association for Progressive Communications (APC) is a global network of networks whose mission is to empower and support organizations, social movements and individuals through the use of information and communication technologies. Composed of a consortium of 25 international member networks, APC offers vital links of communication to over 50,000 organizations and individuals in 133 countries.

f. Technology: NGOs have used various means and technologies that the internet offers in its online activities. Mailing lists and newsgroups (including online bulletin boards) are on example of the one-to-many and many-to-many communication technologies that the internet offers. Web-based databases have been created, maintained, and updated dynamically by accessing them over the internet. Public membership in NGOs have been solicited over the internet; similarly online question-and-answer forums have also been activated. Downloading and uploading of files and databases over the internet have also been enabled by internet links.
Source: http://www.gdrc.org/ngo/internet-ngos.html

NGO views on NGO Networking

NGOs in India, queried on their opinion on why NGOs should network among themselves, brought forth the following replies:

" ... a good platform to express solidarity among NGOs. Helps to share experiences and expertise to work for common action programmes to create an impact on the policies of the government"
" ... helps to share problems of development works and solve them. It also helps the groups to be better informed"
" ... important for collective action for social justice and common causes"
" ... networking is good and needed to think on similar lines. It supports each other"
" ... it is a positive structure which promotes smooth running of the organization."
" ... given the critical context in which India is today and the way the voluntary sector has plunged itself into a water-less ocean, there is a need for immediate networking of a genuine nature."
" ... working together for common causes"
" ... can achieve change in government policies in favour of low-income groups"
" ... essential for developmental activities which implies adoption of technologies, implementation of developmental activities and those which involve procedural implications."