Grant writing fundamentals and best practices

Grant writing requires extensive research and preparation. The goal of grant writing is to attract and secure funding, making grant writing akin to both marketing and business plans. The grant writing project should be specific and focused, appealing to a single target audience. While some elements of a grant proposal can be adapted to address different potential funders, ultimately each proposal should be tailor made.
Step 1: Honing the Idea
When it has been determined that a grant is needed, the idea needs to be honed. The Corporation for Public Broadcasting (n.d.) suggests writing a strong mission statement to guide and direct grant writing. A strong mission statement will concisely tell the potential funders about the purpose of your organization and the purpose of the project for which you need funding. The mission statement should reflect the fundamental values of both your organization and the potential donor. There is no use asking a Catholic funder to grant money to an abortion clinic. Also during the honing step, grant writers should narrow down the scope of the project as much as possible. While some projects are broad, they can all be distilled into their core essence to make communicating the idea easier. You are more likely to attract a donor using “clear, specific language,” (“Introduction to Grant Writing,” n.d., p. 1). Simply outline goals and objectives, and the intended pathway towards achieving those goals.
Step 2: Identify Sources of Funding
Attracting funding is the fundamental function of grant writing. Before putting pen to paper, you need to research potential sources of money, identifying as many as possible by collaborating with others who may have leads on where to apply. Funding can be attracted from private sector sources or from governments and non-profit/philanthropic organizations. It is important to know the sources of funding before starting to write the wording of the proposal, and to keep as many options open as possible. As Garecht (n.d.) points out, many organizations offer specific guidelines for how to apply for funding. Before writing a grant proposal, know that each proposal might need to follow a template given by the target organization. Also, each organization will list their deadlines for submission, as well as eligibility requirements. There is no use writing a thorough proposal only to later realize that your organization or project is not eligible for funding.
Step 3: Develop the Budget and Schedule
Although developing the budget and schedule for your project can be the most tedious parts of writing the grant proposal, they are also the most important features that can make or break your application. If necessary, consult with an expert such as an accountant to help determine potential costs of the project. Costs should include both fixed and variable costs, as well as how you intend to use the grant money to meet those costs. Detail how any received funds will be allocated, and if necessary, be prepared to mention why. The cost structure should be reasonable, but also detailed. Funders may provide detailed forms to fill out to detail specific expenditures. You may also need to list in-kind and matching revenues (Corporation for Public Broadcasting, n.d.).
Scheduling the project is also important to attract grant money. The reader of the proposal wants to know how long it will take to realize the goals of the project. In a separate part of the grant application or proposal, create a detailed timeline of execution corresponding with short-term, medium-range, and long-term goals of the project.
Step 4: Writing The Key Components
It may be helpful to hire a professional writer to embellish your ideas about the project. Framing the project in terms of your organization’s mission, values, and goals is critical to the success of the proposal. A grant proposal should outline in brief the background and purpose of your organization in general, followed by a statement of need related to the specific project. If you are an individual applying for an arts or similar grant, then the information would be about your own background and career goals. The written components of the grant proposal are as important as the information about budget and scheduling, but the most important part of grant proposal writing is conforming to the standards and guidelines established by each funder.
Step 5: Prepare and Submit Additional Documents
Some funders may request additional documents such as spreadsheets or graphs. These additional documents might substantiate your claims as to why the project is important or how it will help your organization achieve its mission or goals. Other additional documents might be related to licensing or qualifications needed to prove that you are eligible to receive the funds. Additional materials may be required upon request. As important as additional documents can be, it is important not to clutter the application with unnecessary material. Some funders require cover sheets and other formatting elements that also need to be prepared prior to submission. Finally, proofread and ensure that all documents are in order.
Step 6: Follow-Up
After submitting the grant proposal, it is important to take initiative and follow up. Find out if the funder has a protocol or procedure in place for contacting applicants. There may be a specific method of follow-up, or you may need to cold call to ask about the status of the application. Even in case of rejection, it always helps to ask for suggestions as to how to proceed, where to apply for funding, or how to improve the application in the future.



References

Corporation for Public Broadcasting (n.d.). Basic elements of grant writing. Retrieved online: http://www.ncat.edu/research/documents/dored-documents/research-services-documents/cpb-grant-writing.pdf
Garecht, J. (n.d.). An overview of the grant writing process. The Fundraising Authority. Retrieved online: http://www.thefundraisingauthority.com/grants/grant-writing-process/
“Introduction to Grant Writing,” (n.d.). Owl Purdue Online Writing Lab. Retrieved online: https://owl.english.purdue.edu/owl/resource/981/1/