PRDV009: Writing Grant Proposals

Typical Elements of a Funding Proposal

Executive Summary

The summary is a quick way for the funder to understand what you seek. Write a short summary of what you are proposing at the beginning of a proposal. The summary can be as short as a couple of sentences but no longer than one page. Make sure it includes a brief description of the project, your organization's mission and vision, what makes you valuable, the amount you're requesting, and the timeframe in which you intend to use the grant.

Statement of Need

This is the meat of grant proposals; you must convince the funder that what you propose is important and that your organization is the right one to do it. Assume that the reader does not know much about the issue or subject. Explain why the issue is important. It is also a good practice to have an overview of the population you serve: How many students? What are the demographics? What percentage of the student body qualifies for free and reduced lunch?

Goals and Objectives

What does your organization plan to do about the problem? This is the section where you outline your theory of change. How does the work you do solve the problem you are addressing? What will change as a result of this work? Spell out specific achievable objectives and results the grant support will enable you to achieve. Make sure to include the project timeline.

Methods and Strategies

Spell out how you will achieve the goals and objectives you set out earlier. This can be a work plan or a bulleted list of action items you and your team will accomplish.

Evaluation

How will you assess your program's accomplishments? How will you ensure that this project is sustainable over time? Funders want to know that their dollars actually did some good. So, decide now how you will evaluate the impact of your project. Include what records you will keep or data you will collect and how you will use that data. If the data collection costs money, include that cost in your budget.

Budget

Any grant proposal or request should include a detailed budget for the project. It is important to build in staff time for meeting, planning, and executing the project, materials or capital expenses, and any other expenses you will incur throughout the project. Many funders use the 5-50 rule of thumb to gauge whether their funding will significantly impact but not leave a program disproportionately reliant on their funds. So think about targeting grants that are no less than 5% and no more than 50% of your project's budget.

Other Funding Sources

Have you gotten committed funds from other sources? Or have you asked other sources? Most funders do not wish to be the sole or primary source of support for a project. Be sure to mention in-kind contributions you expect, such as meeting space or equipment. Is this a pilot project with a limited timeline? Or will it go into the future? If so, how do you plan to fund it over time? How will you sustain it over the long haul? Do you have a diverse range of types of support and a strategy for gaining support (direct and in-kind) from different givers?

Organizational Information

In a few paragraphs, explain what your organization does and why the funder can trust it to use the requested funds responsibly and effectively. Give a short history of your organization: State its mission, the population it serves, and an overview of its track record in achieving its mission. Describe or list your programs and the background of program leadership. Be complete in this part of your proposal even if you know the funder or have gotten grants from this grantmaker before. If space allows, here is where you might add an anecdote/story of success that shows the power of the project's impact.

Cover Letter

The cover letter is best written once all the other pieces are in place. Since this is your donors' first impression, ensuring your letter is formatted beautifully is a good practice. The cover letter is also a good place to remind readers of previous funding, conversations, or other specifics of your professional relationship.

Source: Liza Siegler, The Edible Schoolyard Project, https://edibleschoolyard.org/resource/best-practices-grant-writing
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