Elements of a Grants Proposal

A successful grant writing approach takes into account several information elements required to make your point, and request for funds, in a logical and compelling manner. Below, each element is defined along with tips for successfully completing that section of a grant request.

Summary

• Give a compact statement of all key information.
• Generally includes:  Need to be addressed, solution (short description of project – who, what, where, when and why of program), funding required (why grant is needed), and organization (name, history, purpose, capacity to carry out program).
• Needs to grab reader.  Should be interesting & engaging.
• Highlight and bold key points.

Needs (Merit) Statement:

• Presents facts/evidence that supports need for project in logical sequence.
• Establishes that you understand issues/problems and can address them.
• Standards-based, inquiry-based, constructivist, etc. – Demonstrate that you understand the literature.
• Usually explains target audience (often in terms of demographic characteristics, size, and special characteristics or problems/challenges faced by the group).
• Is your project a model?  Works only for certain types of projects.  Don’t try to make this argument (or any other) if you can’t back it up.  Funder may want you to provide replication plan.
• Avoid circular reasoning.  (“We have no pool; therefore, we need a pool.”)
• See “Writing an Effective Needs Statement”.

Project Description

• Generally includes the following:  Goals, objectives, methods, staffing/administration, evaluation, organization, and sustainability.  (Sometimes “dissemination” also).  Often in that order.  (Objectives and methods dictate staffing and administration.  They become focus of evaluation.  Sustainability flows from success of project.)

Goals and Objectives

• Goals are conceptual and abstract.  Objectives are specific and measurable.  Example:  Goal – The institution will create an after-school program that will engage students in the study of environmental science.  Objective – Our after-school program will assist 50 children in improving their environmental science scores by one grade level as demonstrated by achievement tests administered after participating in the program after six months.
• Well-articulated objectives are critical.  Make sure they stand out, using bullets or underlining.
• Make sure you can accomplish the objectives!

Methods

• Describes how you will achieve objectives, what will occur.
• Needs to address/match previously stated objectives.
• Needs to present timing of the tasks.  You may provide a timetable so reader can easily understand sequence of events.
• Needs to defend why your methods are appropriate, especially if they are new or unorthodox.  Expert testimony!  Why are you confident the plan will work?

Staffing/Administration

• In describing project, you will have mentioned staffing.  Now’s the time to describe the staff, their qualifications, and roles in project.
• May include consultants or volunteers.
• Who will work part-time and who will full-time?  Who will be hired specifically for project?
• If you are hiring someone new, describe level of expertise and educational background that you will require of that person.
• How will project be administered?  This is especially important if project will be a large one.  Perhaps include an organizational chart.
• Delineate who will be responsible for financial management, project outcomes, reporting, marketing, hiring of staff, etc.
• Don’t be afraid to brag!

Evaluation

• Most proposals should include plans for evaluation.  Funders generally want evaluation documentation that gauges project impact and helps projects improve as they are proceeding.  They may also want evaluation data to be used to inform the field and demonstrate potential for dissemination and replication.
• Should explain how you will know if project is succeeding, what measures you will use.
• A good evaluation plan relates to your original objectives and demonstrates that you take your objectives seriously.
• Front-end, formative, and summative evaluation.

Sustainability

• Granting agencies want to know about the long-term viability of your project.  They don’t want to fund a project forever.
• Try and be specific about projected funding streams, both earned income and fundraised.
• Will your organization be willing to continue the project using operating funds if it is successful?
• What is your organization’s track record for securing alternative funding for tested, successful programs?
• Stress how the program can be scaled down, and how cost-efficient it is.
• Is the program funded by more than one funder?  If so, you can argue that this will increase its chances of sustainability.

Organization Information

• Explain the history/accomplishments of your organization (briefly), your mission, experience.
• You want to establish a confidence level with the funding agency that you can complete project if funded.
• Don’t overwhelm with details.

Budget

• Budgets will vary depending on funding agency requirements.
• May include columns designating matching and funded expenses.
• May include support and revenue sections.
• As you prepare, go back through proposal narrative and make a list of all personnel and non-personnel items related to the project.
• Then get relevant costs from person in your institution who is responsible for those expenses.
• May need to include indirect costs (overhead).
• Budget should include calculations you have done to arrive at dollar figure for each item.
• Some grants will include a narrative portion that explains any unusual line items in the budget.  This is not always needed.
• Can be done in a couple of ways

Other Information/Appendices

• Title Page.  Keep it simple. Give it a professional look.  Name and address, date submitted, agency and program you are applying to.
• Cover letter.  Critical!  A concise summary of the proposal.  Says who you are, why you chose this funding agency, organization’s capability to do project, how much you are request.  Signed by CEO (not grants writer), but should include project director’s or grants writer’s contact information.
• Letters of support.  Can put a human face on issues you are approaching.  Can provide credibility.
• Resumes.  Keep short (1-2 pages).
• Trustees (sometimes necessary for foundation grants).

After Submission

• Acknowledgements.
• Read reviewer’s comments (if they are available) carefully.  Consider resubmission.
• If you are unsure why you were turned down, ask!  Can be a good way of cultivating funder for future grant.