Grant Writing
Grant writing is the practice of creating proposals for donors to secure funds for various projects. There are a few different areas of expertise that a grant writer can focus on. Organizations that utilize grant writers include nonprofits, government programs and organizations, municipalities, public institutions such as schools, or any institution seeking funding. [10 ] Each of these entities have different financial needs, missions, and priorities. The same is true for the grant donors, and understanding these aspects of both the client and the funding agency is crucial in crafting a successful grant proposal. [5][9] When offering grants, donors often receive hundreds or even thousands of grant proposals with only a finite amount of grants to award. [2] Thus, grant writing requires extreme attention to detail and technical writing expertise. A grant proposal should be as concise and persuasive as possible, which requires extensive research into the organization requesting funding, as well as the donor source.[6][8][10]
Fig. 1 Logos from several philanthropic organizations that offer grants. Img. created by Haleigh St. Paul 2022.
Types of Grant Proposals
When creating a grant proposal, a grant writer must decide which kind of proposal to prepare. There are three different types of grant proposals a donor might request: Letter of Inquiry (LOI), Letter Proposal, and Form Proposal. [4]
Letter of Inquiry (LOI)
A letter of inquiry is a two to three page letter a grant writer can send to a donor summarizing their client's project. This is a step a grant writer can take before investing time in creating a full grant proposal to find out if a donor is interested in their project. If the donor is interested in the client's project, the grant writer can then proceed in creating a full proposal to provide the donor with more information and details on the proposed project. [4]
Letter Proposal
A letter proposal is a slightly longer and more in-depth version of an LOI. Some donors prefer more succinct version of a full proposal, usually around three to four pages. A letter proposal should include a few of the same elements of a full proposal in a more concise manner, including the amount of money needed, the problem the project is addressing, and what goals the project should achieve. [4]
Full Proposal
A full proposal is the longest of the three types of proposals. Depending on the requirements of the donor, a full proposal can reach up to 25 pages in length and requires a more formal tone and much more detail about the client's project than the other two types of proposals. [4] A full proposal should include a summary, introduction, problem or need statement, measurable objectives, methodology, budget, sustainability, and an evaluation plan. [3][4][7]
How to Write a Grant Proposal
The first phase in the grant writing process is research. It is the responsibility of the grant writer to understand the goals and needs of the organization requesting funding in order to find suitable funding sources. It is important that the mission and needs of the client adequately align with the missions and priorities of donors. A grant writer must invest a lot of time into researching possible donors in order to make the most appropriate match between client and donor. [6][8][10]
Once a grant writer and client have chosen one (or more) donor(s) to fund the project, the next phase is to tailor the proposal to the individual donor. Even if several donors match the qualifications of the client's needs, each donor is unique, and a grant writer needs to adjust their rhetorical techniques to best fit the language and culture of the donor they are submitting a proposal to.[5][8] One helpful method when adapting a proposal to a donor is to research what organizations and/or projects the donor has previously funded, what the funds were used for, and how much money was awarded.[5] This information can be useful when deciding what details to include in a proposal and how to effectively persuade the donor to fund the client's project.
Fig. 2 Infographic of the step-by-step process of writing a grant. Img. created by Haleigh St. Paul 2022.
Parts of a Grant Proposal
Depending on the client, project, and donor, grant proposals can contain anywhere from six to fifteen sections, and there are a few variations to the components listed below. Grant writers should check the donor's requirements and specifications before crafting proposal sections. Certain information, such as personnel or the project timeline, can be moved to other sections or be a section on their own. Additionally, the section order may be rearranged depending on which information is most pertinent. A proposal might also need to include miscellaneous items, such as letters of support from other parties assisting with the project and/or funding, a cover letter, tax documents or financial statements, and any other documents the donor requests. [1][3][4][7]
Summary/Abstract
The summary or abstract portion of a grant proposal should brief and concise. It should include who is requesting the funds, the need or issue being addressed and what the funds will allocated toward, the project objectives, the methods that will be employed to reach those goals, and cost projections. [3][4][7]
Introduction
The introduction section should not be as brief as the summary, but should still be as succinct as possible because each element will be elaborated upon later in the document. It should include the client's experience and qualifications for completing the proposed project, the personnel who will be involved with the project, as well as a description of the project itself and what it will accomplish. [3][7]
Problem/Need Statement
The problem or need statement should outline the main issue the project aims to address. For example, if the organization requesting funds is a nonprofit that helps improve the quality of life for children with cancer, but it lacks adequate funding to employ certified child counselors, the need statement should describe this specific issue.[3]
Objectives
The objectives portion should list the measurable outcomes of the project. For the example listed above, one of the project objectives would be to hire three certified child psychologists to aid in the emotional and mental well-being of child cancer patients and their families. A projected timeline for the project should also be included in this section. [3][7]
Methods/Methodology
The methods or methodology section should include the activities that the client will engage in to implement the plan. For the example listed above, this might include seeking and interviewing qualified candidates. If the project is research-based, this section should also explain the methods that will be used to analyze the research data.[3][7]
Budget
One of the most important components of a grant proposal is the budget. Donors want to see precise numbers so that they know exactly where their funds are going, what they will be used for, and how much funds are necessary to complete the project. It should be clear in the budget which costs will be covered by the grant money and which will be covered by other means.[3][7]
Sustainability
A sustainability section may or may not be required by a donor. This section should describe how the client plans to continue the project after the grant ends, and how they will fund expenses not covered by the grant.[1]
Evaluation Plan
Donors often require an evaluation plan in a grant proposal. This section should discuss how the client will demonstrate that their project has been successful in achieving their intended goals. For a research project, this may also include dissemination. Dissemination is the process of sharing the results of the project with other research organizations. This process also requires funds and should be included in the projected costs. [3][7]
References
[1] “15 Components of a Good Grant Proposal.” Instrumentl, July 2022, https://www.instrumentl.com/blog/good-grant-proposal-components.
[2] Aswell, Sarah. “34 Grant Statistics for 2020.” Submittable Blog, 20 Oct. 2020, https://blog.submittable.com/grant-statistics/.
[3] “Basic Elements of a Grant Proposal.” Basic Elements of a Grant Proposal | Colgate University, https://www.colgate.edu/about/campus-services-and-resources/basic-elements-grant-proposal.
[4]“Grant Writing 101: How to Write the Best Grant Proposal.” Ownr Blog, 26 Aug. 2021, https://www.ownr.co/blog/writing-grant-proposal/#Types_of_Grant_Proposals.
[5] Harris, Matilda. “5 Things to Know About the Language and Culture of a Grant Donor.” Grant Training Center Blog, 12 Oct. 2018, https://granttrainingcenter.com/blog/5-things-know-language-culture-grant-donor/.
[6] Koppelman, Gerard H., and John W. Holloway. “Successful Grant Writing.” Paediatric Respiratory Reviews, vol. 13, no. 1, 2011, pp. 63–66, doi:10.1016/j.prrv.2011.02.001.
[7] Mann, Anthony H. “Preparing a Grant Proposal: Some Points for Guidance.” International Review of Psychiatry (Abingdon, England), vol. 10, no. 4, 1998, pp. 338–43, doi:10.1080/09540269874709.
[8] Serrano Velarde, Kathia. “The Way We Ask for Money... The Emergence and Institutionalization of Grant Writing Practices in Academia.” Minerva (London), vol. 56, no. 1, 2018, pp. 85–107, doi:10.1007/s11024-018-9346-4.
[9] Torpey, Elka. “Grant Writer.” Career Outlook, U.S. Bureau of Labor Statistics, Sept. 2014, https://www.bls.gov/careeroutlook/2014/youre-a-what/grant-writer.htm.
[10] “What Does a Grant Writer Do?” Technical Writer HQ, 2022, https://technicalwriterhq.com/career/grant-writer/.
Last updated by Haleigh St. Paul on November 9, 2022.