Public and private granting bodies have long been the source of funds for businesses, charitable organizations, independent startups, and private individuals needing money to support a worthwhile cause or project. Almost all granting organizations ask for applicants to provide a grant proposal outlining the concept of the project, so they can determine if the project qualifies for consideration. If the proposal interests the funding body, they may ask for more details, they may suggest ways to strengthen the project, and hopefully they will accept the proposal and provide the money to launch the project. So the proposal you submit is extremely critical in getting your project noticed and approved for the grant.
To solicit individual, corporate, religious, or foundation funding, a short grant proposal can be used. It can also be used as a preliminary introduction when applying for a larger, non-public grant, but it should not be used when applying for federal or governmental grants, since they have their own grant proposal forms. The short proposal should be broken into short paragraphs, so it is easy to read and the recipient can easily locate key statistics and ideas when referring back to important parts of the proposal. A standard form, downloaded from the Internet or purchased in hardcopy, may be easy to use, but it lacks the personal touch and assertiveness of a letter specifically written to address the requirements of the funding organization.
Take care to do your research and identify the funding organization that will be most likely to be interested in your project enough to fund it. Look for granting agencies that have supported projects similar to yours in the past. Once you have identified the grant you want to pursue, make an appointment with the contact person at that organization to get some information suggestions about how best to approach preparing your proposal. Most granting organizations have at least one contact person available who is often eager to help mold an effective program to meet the organizational goals of the grant. Granting organizations don’t provide money out of kindness; grants are a business transaction, so funding bodies need to be sure the projects they support are worthwhile ones. For projects they approve of, they are usually ready to help applicants understand and complete the application process successfully. Once you have identified the perfect grant to support your project, there are several key concepts to keep in mind while preparing your proposal:
The most important rule to keep in mind at all times: Never deviate from the grant guidelines. The description of your project and your expected outcome from the use of the grantor’s money should be limited to the exact topics and information required by the guidelines. Do not assume you understand what the guidelines mean if they are the least bit unclear. Every set of grant guidelines is different, so even if you have applied for numerous grants previously, be sure to read the instructions carefully and be sure you understand them. The inability to follow guidelines is the single most common reason for grant proposals to be rejected.
Be careful to avoid providing too much information. If the granting agency asks for a one or two page proposal, describe your project and organization succinctly, but clearly. Don’t send in a 15-page spiral-bound packet including pictures, flowcharts, and personal references.
Tailor your proposal specifically to the granting body you are applying to, and be sure it is specifically written to describe your project. Never use a proposal written for another organization, and never “massage” a different grant proposal to morph it into one for your project. If a granting body has no formal guidelines, use a format that makes your proposal attractive. Always type grant applications—never submit a handwritten proposal or application.
If there are no detailed guidelines, this is where contact with the agency itself is critical. Personal contact may be just as important as the actual grant proposal, depending upon the granting agency. Personal contact shows the organization that you intend to apply, you intend to follow through on the project, and you are committed to supplying them with whatever information they need to look favorably upon your proposal. If the organization is local, make an appointment to meet with someone face to face. Bring a rough copy of your proposal to refer to while talking with the contact person. If there are no detailed guidelines for applying for the grant, this is where contact with the agency itself is extremely critical.
Be sure to proofread your grant application very carefully. Always define and describe technical terms; don’t expect the person reviewing your application to automatically understand everything you’re talking about. Double check figures to eliminate math errors, and study any figures or charts carefully to be sure they are clear and easy to follow. Never, ever turn in an incomplete proposal. If you don’t have some required information, or if you’re waiting for information pertinent to the application, don’t turn it in. A bad grant application may result in a negative reputation that may be difficult or impossible to overcome should you apply for a grant in the future.
Always send a grant proposal by certified mail, return receipt requested. When you receive the certified mail receipt, call the contact person at the granting agency to be sure they have all the information required, and ask if you need to provide anything else. If the organization asks for anything else, get it to them immediately.
If your grant application is refused, that doesn’t necessarily mean your project is dead in the water. Keep all the materials you used to put together the application, and six months later, telephone the contact person at the granting agency. Give him or her a brief update on the progress of your program, and see if the agency has another grant program you can apply to. You can also do more research and find other funding organizations and grant programs you can apply for. You can apply for multiple grants at the same time, but be sure to keep your notes, guidelines, and contact information separate for each one so nothing gets confused. You don’t want to call one agency contact and make the mistake of making a comment related to a different grant application.
Writing a successful grant proposal takes time, commitment, and attention to detail. But don’t let the stress of preparing a winning proposal keep you from trying. If your project is worthy of you pursuing it, it’s worthy of being funded by the right organization. There is a wealth of information available on the Internet about grant agencies, available grant programs, and the ins and outs of writing grant proposals. Do your research, submit a winning proposal, cross your fingers and pray, and you’re sure to succeed.
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