
Tweet Writing an Effective Grant Proposal Jen Maslanski, Argenta Copywriter Overall Considerations An effective grant proposal needs to make a compelling case. Not only must the idea be well-formulated, but so must the presentation. Consider the following points: Meeting Requirements: Ensure all the requirements from the funding source are met, including the prescribed format, necessary inclusions, and deadlines. Clear Title: The proposal should have a clear, descriptive title. Cohesive Whole: The proposal should be a cohesive whole, building logically, with one section leading to another; this is especially important when several people have been involved in its preparation. Clear Language: Language should be clear and concise, devoid of jargon; explanations should be offered for acronyms and terms which may be unfamiliar to someone outside the field. Informative Narrative: Each part of the proposal should provide as brief but informative a narrative as possible, with supporting data relegated to an appendix. At various stages in the proposal writing process, the proposal should be reviewed by a number of interested and disinterested parties. Each time it has been critiqued, it may be necessary to rethink the project and its presentation. While such revision is necessary to clarify the proposal, one of the dangers is that the original excitement of those making the proposal sometimes gets written out. Somehow, this must be conveyed in the final proposal. Applicants are advised: make it interesting! Basic Components of a Proposal The basic sections of a standard grant proposal include the following: Cover Letter Proposal Summary or Abstract Introduction Describing the Grantseeker or Organization Problem Statement (or Needs Assessment) Project Objectives Project Methods or Design Future Funding Project Evaluation Cover Letter The one-page cover letter should be written on the applicant’s letterhead and should be signed by the organization’s highest official. It should be addressed to the individual at the funding source with whom the organization has dealt and should refer to earlier discussions. While giving a brief outline of the needs addressed in the proposal, the cover letter should demonstrate a familiarity with the mission of the grantmaking agency or foundation and emphasize the ways in which this project contributes to these goals. Proposal Summary: Outline of Project Goals The grant proposal summary outlines the proposed project and should appear at the beginning of the proposal. It could be in the form of a cover letter or a separate page, but should be brief—no longer than two or three paragraphs. The summary should be prepared after the grant proposal has been developed in order to encompass all the key points necessary to communicate the objectives of the project. It is this document that becomes the cornerstone of the proposal, and the initial impression it gives will be critical to the success of the venture. The summary may be the first part of the proposal package seen by agency or foundation officials and could be the only part of the package that is carefully reviewed before the decision is made to consider the project any further. When letters of support are written, the summary may be used as justification for the project. The summary should include: A description of the applicant. Definition of the problem to be solved. Statement of the objectives to be achieved. Outline of the activities and procedures to be used to accomplish those objectives. Description of the evaluation design. Plan for the project at the end of the grants. Statement of what it will cost the funding agency. Identification of other funding sources or entities participating in the project. For federal funding, the applicant should develop a project that can be supported because it addresses a local need. The applicant could also point out the projected future outcome(s) of the situation, absent federal support. The applicant should explain the influence of the project both during and after the project period, and the anticipated consequences of the project as a result of funding should be highlighted—for example, statistical projections of how many people might benefit from the project’s accomplishments. Introduction: Presenting a Credible Applicant In the introduction, applicants describe their organization and demonstrate that they are eligible for funding based on program guidelines and qualified to carry out the proposed project—i.e., they establish their credibility and make the point that they are a good investment in no more than a page. Statements made here should be carefully tailored, pointing out that the overall goals and purposes of the applicant are consistent with those of the funding source. This section should provide the following: A brief history of the organization, past and present operations, goals and mission, significant accomplishments, and any success stories. Reference to grants, endorsements, and press coverage the organization has already received (with supporting documentation included in the appendix). Qualifications of its professional staff and a list of its board of directors. Indication of whether funds for other parts of the project are being sought elsewhere; such evidence will strengthen the proposal, demonstrating to the reviewing officer that all avenues of support have been thoroughly explored. An individual applicant should include a succinct resume relating to the objectives of the proposal (what makes the applicant eligible to undertake the work or project?). Problem Statement or Needs Assessment This section lays out the reason for the proposal. It should make a clear, concise, and well-supported statement of the problem to be addressed from the beneficiaries’ viewpoint in no more than two pages. One way to collect information about the problem is to conduct and document both a formal and informal needs assessment for a program in the target or service area. The information provided should be both factual and directly related to the problem addressed by the proposal. Areas to document are as follows: Purpose for developing the proposal. Beneficiaries—who are they and how will they benefit. Social and economic issues and costs. Nature of the problem (provide relevant statistical data). How the applicant or organization came to realize the problem exists, and what is currently being done about the problem. Stress what gaps exist in addressing the problem that will be addressed by the proposal. Remaining alternatives available when funding has been exhausted. Explain what will happen to the project and the impending implications. Describe the specific manner through which problems might be solved. Review the resources needed, considering how they will be used and to what end. One problem to be avoided is defining the problem as a lack of program or facility (i.e., giving one of the possible solutions to a problem as the problem itself). For example, the lack of a medical center in an economically depressed area is not the problem—the problem is that residents living in that area have health needs that are not currently being addressed. The problem described should be of reasonable dimensions, with the targeted population and geographic area clearly defined. It should include a retrospective view of the situation, describing past efforts to ameliorate it, and making projections for the future. The problem statement, developed with input from the beneficiaries, must be supported by statistics and statements from authorities in the fields. The case must be made that the applicant—because of its history, demonstrable skills, and past accomplishments—is the right organization to solve the problem. In formulating a needs assessment for a project, there is a considerable body of literature on the exact assessment techniques to be used. Government planning offices (local, regional, state), or local universities offering coursework in planning and evaluation techniques may be able to provide background references or guidance. Types of data that may be collected include historical, geographic, quantitative, factual, statistical, and philosophical information, as well as studies completed by colleges, and literature searches from public or university libraries. Local colleges or universities which have a department or section related to the proposal topic may help determine if there is interest in developing a student or faculty project to conduct a needs assessment. It may be helpful to include examples of the findings for highlighting in the proposal. Project Objectives: Goals and Desired Outcome Once the needs have been described, proposed solutions should be outlined in quantitative terms, wherever possible. The population to be served, the time frame of the project, and specific anticipated outcomes must be defined and the figures used verifiable. If the proposal is funded, the stated objectives may be used to evaluate the project’s progress. So, the more these objectives reflect the actual problems and solutions proposed, the more an evaluation would reflect actual progress as a result of the project. It is important not to confuse objectives with methods or strategies toward those ends. For example, “building a prenatal clinic in Adams County” is a method or strategy used to address the objective of “reducing the infant mortality rate in Adams County to X percent by a specific date.” The concurrent strategy or method of accomplishing the stated objective may include, for example, the establishment of mobile clinics that bring services to the community. Project Methods or Design: A Plan of Action The program design section should detail how the proposed project will work to solve the stated problem. Building on the objectives, this section describes the specific methods or strategies that will be used. For each objective, lay out a clear plan of action, including a timeline and the resources needed. This plan should be realistic and feasible, considering the applicant's resources and time frame. Include the following elements: Activities and Resources: Activities: Describe the specific activities that will take place. For example, if the objective is to increase literacy rates, activities might include establishing reading programs, training tutors, and conducting community outreach. Resources: Detail the resources required for each activity, such as personnel, facilities, and materials. Organizational Structure: Flow Chart: Provide a flow chart illustrating the organizational structure of the project. This should show how different components of the project interrelate and identify where personnel will be needed. Staff Roles: Define the roles and responsibilities of the project staff. Include job descriptions for key positions and explain how each role contributes to the project's success. Implementation Timeline: Timetable: Outline a timeline for the project's implementation, specifying when each activity will take place. This should include start and end dates for major tasks and milestones to track progress. Measurable Outcomes: Outputs: Identify the expected outputs of the project. These are the tangible products or results of the activities, such as the number of individuals trained or the number of workshops conducted. Performance Metrics: Establish metrics for evaluating the project's success. These might include quantitative measures like participation rates or qualitative measures like participant satisfaction. Future Funding and Sustainability An essential part of the grant proposal is demonstrating how the project will continue after the grant period ends. Funders want to see that their investment will have a lasting impact and that the project is not entirely dependent on their support. Address the following points: Long-Term Vision: Sustainability Plan: Describe how the project will be sustained in the long term. This might include plans for securing additional funding, developing partnerships, or integrating the project into the organization’s regular operations. Scalability: Explain whether and how the project can be scaled up or replicated in other areas or communities. Funding Sources: Diversified Funding: List potential future funding sources. These could include other grants, donations, government funding, or income-generating activities. Commitments: Provide evidence of any existing commitments or pledges of support from other funders or partners. Resource Development: Capacity Building: Outline strategies for building the organization’s capacity to sustain the project. This might include staff training, developing new revenue streams, or enhancing volunteer programs. Project Evaluation Evaluation is a critical component of a successful grant proposal. It demonstrates accountability and provides valuable insights into the project's effectiveness. The evaluation plan should include both formative and summative evaluations: Formative Evaluation: Ongoing Assessment: Describe how the project will be monitored and assessed during its implementation. This might include regular progress reports, feedback from participants, and periodic reviews by project staff. Summative Evaluation: Impact Measurement: Outline how the project's overall impact will be measured at the end. This could involve collecting and analyzing data on key performance indicators, conducting surveys, or performing case studies. Evaluation Methods: Data Collection: Detail the methods for data collection, such as interviews, surveys, focus groups, or observation. Ensure these methods are appropriate for the project’s goals and objectives. Analysis: Explain how the data will be analyzed and used to assess the project's success. This might include statistical analysis, thematic analysis, or other relevant techniques. Reporting Results: Dissemination: Describe how the evaluation results will be shared with stakeholders, including funders, participants, and the broader community. This could include written reports, presentations, or publications. Conclusion An effective grant proposal requires thorough planning, clear communication, and a compelling presentation. By carefully addressing each component—from the cover letter to the evaluation plan—applicants can increase their chances of securing funding and successfully implementing their projects. Remember, a well-crafted proposal not only outlines a worthy project but also demonstrates the applicant’s capability and commitment to making a meaningful impact.

Writing an Effective Grant Proposal

Jen Maslanski, Argenta Copywriter

Overall Considerations

An effective grant proposal needs to make a compelling case. Not only must the idea be well-formulated, but so must the presentation. Consider the following points:

Meeting Requirements: Ensure all the requirements from the funding source are met, including the prescribed format, necessary inclusions, and deadlines.
Clear Title: The proposal should have a clear, descriptive title.
Cohesive Whole: The proposal should be a cohesive whole, building logically, with one section leading to another; this is especially important when several people have been involved in its preparation.
Clear Language: Language should be clear and concise, devoid of jargon; explanations should be offered for acronyms and terms which may be unfamiliar to someone outside the field.
Informative Narrative: Each part of the proposal should provide as brief but informative a narrative as possible, with supporting data relegated to an appendix.

At various stages in the proposal writing process, the proposal should be reviewed by a number of interested and disinterested parties. Each time it has been critiqued, it may be necessary to rethink the project and its presentation. While such revision is necessary to clarify the proposal, one of the dangers is that the original excitement of those making the proposal sometimes gets written out. Somehow, this must be conveyed in the final proposal. Applicants are advised: make it interesting!

Basic Components of a Proposal

The basic sections of a standard grant proposal include the following:

Cover Letter
Proposal Summary or Abstract
Introduction Describing the Grantseeker or Organization
Problem Statement (or Needs Assessment)
Project Objectives
Project Methods or Design
Future Funding
Project Evaluation

Cover Letter

The one-page cover letter should be written on the applicant’s letterhead and should be signed by the organization’s highest official. It should be addressed to the individual at the funding source with whom the organization has dealt and should refer to earlier discussions. While giving a brief outline of the needs addressed in the proposal, the cover letter should demonstrate a familiarity with the mission of the grantmaking agency or foundation and emphasize the ways in which this project contributes to these goals.

Proposal Summary: Outline of Project Goals

The grant proposal summary outlines the proposed project and should appear at the beginning of the proposal. It could be in the form of a cover letter or a separate page, but should be brief—no longer than two or three paragraphs. The summary should be prepared after the grant proposal has been developed in order to encompass all the key points necessary to communicate the objectives of the project. It is this document that becomes the cornerstone of the proposal, and the initial impression it gives will be critical to the success of the venture.

The summary may be the first part of the proposal package seen by agency or foundation officials and could be the only part of the package that is carefully reviewed before the decision is made to consider the project any further. When letters of support are written, the summary may be used as justification for the project. The summary should include:

A description of the applicant.
Definition of the problem to be solved.
Statement of the objectives to be achieved.
Outline of the activities and procedures to be used to accomplish those objectives.
Description of the evaluation design.
Plan for the project at the end of the grants.
Statement of what it will cost the funding agency.
Identification of other funding sources or entities participating in the project.

For federal funding, the applicant should develop a project that can be supported because it addresses a local need. The applicant could also point out the projected future outcome(s) of the situation, absent federal support. The applicant should explain the influence of the project both during and after the project period, and the anticipated consequences of the project as a result of funding should be highlighted—for example, statistical projections of how many people might benefit from the project’s accomplishments.

Introduction: Presenting a Credible Applicant

In the introduction, applicants describe their organization and demonstrate that they are eligible for funding based on program guidelines and qualified to carry out the proposed project—i.e., they establish their credibility and make the point that they are a good investment in no more than a page. Statements made here should be carefully tailored, pointing out that the overall goals and purposes of the applicant are consistent with those of the funding source. This section should provide the following:

A brief history of the organization, past and present operations, goals and mission, significant accomplishments, and any success stories.
Reference to grants, endorsements, and press coverage the organization has already received (with supporting documentation included in the appendix).
Qualifications of its professional staff and a list of its board of directors.
Indication of whether funds for other parts of the project are being sought elsewhere; such evidence will strengthen the proposal, demonstrating to the reviewing officer that all avenues of support have been thoroughly explored.
An individual applicant should include a succinct resume relating to the objectives of the proposal (what makes the applicant eligible to undertake the work or project?).

Problem Statement or Needs Assessment

This section lays out the reason for the proposal. It should make a clear, concise, and well-supported statement of the problem to be addressed from the beneficiaries’ viewpoint in no more than two pages. One way to collect information about the problem is to conduct and document both a formal and informal needs assessment for a program in the target or service area. The information provided should be both factual and directly related to the problem addressed by the proposal. Areas to document are as follows:

Purpose for developing the proposal.
Beneficiaries—who are they and how will they benefit.
Social and economic issues and costs.
Nature of the problem (provide relevant statistical data).
How the applicant or organization came to realize the problem exists, and what is currently being done about the problem.
Stress what gaps exist in addressing the problem that will be addressed by the proposal.
Remaining alternatives available when funding has been exhausted. Explain what will happen to the project and the impending implications.
Describe the specific manner through which problems might be solved. Review the resources needed, considering how they will be used and to what end.

One problem to be avoided is defining the problem as a lack of program or facility (i.e., giving one of the possible solutions to a problem as the problem itself). For example, the lack of a medical center in an economically depressed area is not the problem—the problem is that residents living in that area have health needs that are not currently being addressed. The problem described should be of reasonable dimensions, with the targeted population and geographic area clearly defined. It should include a retrospective view of the situation, describing past efforts to ameliorate it, and making projections for the future. The problem statement, developed with input from the beneficiaries, must be supported by statistics and statements from authorities in the fields. The case must be made that the applicant—because of its history, demonstrable skills, and past accomplishments—is the right organization to solve the problem.

In formulating a needs assessment for a project, there is a considerable body of literature on the exact assessment techniques to be used. Government planning offices (local, regional, state), or local universities offering coursework in planning and evaluation techniques may be able to provide background references or guidance. Types of data that may be collected include historical, geographic, quantitative, factual, statistical, and philosophical information, as well as studies completed by colleges, and literature searches from public or university libraries. Local colleges or universities which have a department or section related to the proposal topic may help determine if there is interest in developing a student or faculty project to conduct a needs assessment. It may be helpful to include examples of the findings for highlighting in the proposal.

Project Objectives: Goals and Desired Outcome

Once the needs have been described, proposed solutions should be outlined in quantitative terms, wherever possible. The population to be served, the time frame of the project, and specific anticipated outcomes must be defined and the figures used verifiable. If the proposal is funded, the stated objectives may be used to evaluate the project’s progress. So, the more these objectives reflect the actual problems and solutions proposed, the more an evaluation would reflect actual progress as a result of the project. It is important not to confuse objectives with methods or strategies toward those ends. For example, “building a prenatal clinic in Adams County” is a method or strategy used to address the objective of “reducing the infant mortality rate in Adams County to X percent by a specific date.” The concurrent strategy or method of accomplishing the stated objective may include, for example, the establishment of mobile clinics that bring services to the community.

Project Methods or Design: A Plan of Action

The program design section should detail how the proposed project will work to solve the stated problem. Building on the objectives, this section describes the specific methods or strategies that will be used. For each objective, lay out a clear plan of action, including a timeline and the resources needed. This plan should be realistic and feasible, considering the applicant's resources and time frame. Include the following elements:

Activities and Resources:

Activities: Describe the specific activities that will take place. For example, if the objective is to increase literacy rates, activities might include establishing reading programs, training tutors, and conducting community outreach.
Resources: Detail the resources required for each activity, such as personnel, facilities, and materials.

Organizational Structure:

Flow Chart: Provide a flow chart illustrating the organizational structure of the project. This should show how different components of the project interrelate and identify where personnel will be needed.
Staff Roles: Define the roles and responsibilities of the project staff. Include job descriptions for key positions and explain how each role contributes to the project's success.

Implementation Timeline:

Timetable: Outline a timeline for the project's implementation, specifying when each activity will take place. This should include start and end dates for major tasks and milestones to track progress.

Measurable Outcomes:

Outputs: Identify the expected outputs of the project. These are the tangible products or results of the activities, such as the number of individuals trained or the number of workshops conducted.
Performance Metrics: Establish metrics for evaluating the project's success. These might include quantitative measures like participation rates or qualitative measures like participant satisfaction.

Future Funding and Sustainability

An essential part of the grant proposal is demonstrating how the project will continue after the grant period ends. Funders want to see that their investment will have a lasting impact and that the project is not entirely dependent on their support. Address the following points:

Long-Term Vision:

Sustainability Plan: Describe how the project will be sustained in the long term. This might include plans for securing additional funding, developing partnerships, or integrating the project into the organization’s regular operations.
Scalability: Explain whether and how the project can be scaled up or replicated in other areas or communities.

Funding Sources:

Diversified Funding: List potential future funding sources. These could include other grants, donations, government funding, or income-generating activities.
Commitments: Provide evidence of any existing commitments or pledges of support from other funders or partners.

Resource Development:

Capacity Building: Outline strategies for building the organization’s capacity to sustain the project. This might include staff training, developing new revenue streams, or enhancing volunteer programs.

Project Evaluation

Evaluation is a critical component of a successful grant proposal. It demonstrates accountability and provides valuable insights into the project's effectiveness. The evaluation plan should include both formative and summative evaluations:

Formative Evaluation:

Ongoing Assessment: Describe how the project will be monitored and assessed during its implementation. This might include regular progress reports, feedback from participants, and periodic reviews by project staff.

Summative Evaluation:

Impact Measurement: Outline how the project's overall impact will be measured at the end. This could involve collecting and analyzing data on key performance indicators, conducting surveys, or performing case studies.

Evaluation Methods:

Data Collection: Detail the methods for data collection, such as interviews, surveys, focus groups, or observation. Ensure these methods are appropriate for the project’s goals and objectives.
Analysis: Explain how the data will be analyzed and used to assess the project's success. This might include statistical analysis, thematic analysis, or other relevant techniques.

Reporting Results:

Dissemination: Describe how the evaluation results will be shared with stakeholders, including funders, participants, and the broader community. This could include written reports, presentations, or publications.

Conclusion

An effective grant proposal requires thorough planning, clear communication, and a compelling presentation. By carefully addressing each component—from the cover letter to the evaluation plan—applicants can increase their chances of securing funding and successfully implementing their projects. Remember, a well-crafted proposal not only outlines a worthy project but also demonstrates the applicant’s capability and commitment to making a meaningful impact.