Completing a grant proposal/application is a lengthy, time consuming process. Before you begin your search, make sure that your organization is ready to apply! IS YOUR ORGANIZATION GRANT READY?
Now you're ready to begin, but first things first! Read and re-read specific grant guidelines for details.
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Grantors typically require documentation to be attached with a grant application. Although, sometimes they may just require a copy of the 501(c)3 tax exempt designation; more often than not, a grantor will request attachments of the following documents: MISSION STATEMENT A Mission Statement should be concise (1-3 sentences is best) and convey a description of the organization, its' purpose and goals. VISION STATEMENT A Vision Statement should be concise (1-3 sentences is best) and define the reason/need for the organization, hope for the future and outcome goals. NON-DISCRIMINATORY POLICY A written statement defining areas of non-discrimination. (Legal advice is recommended for specific wording) BOARD MEMBER LISTING A Board Member listing should include:
OPERATING BUDGET An operating budget should include the overall expenses and sources of revenue for the organization. (An organization budget is not the same as the project/program budget)
PROJECT BUDGET
SWOT ANALYSIS
LAST AUDIT AND TAX FILING
STAFF/VOLUNTEER QUALIFICATION LISTING A grant application may also ask that a listing of staff/volunteer qualifications be attached for verification that the organization has the experience, expertise, background and number of people to implement the project/program for which funding is being requested.
All forms may not be required for every grant application; however, it is a good idea to have them ready.
Again, ALWAYS read and re-read the Guidelines! BOARD OF DIRECTORS
A Board of Directors is comprised of a group of elected or appointed members who govern the activities and oversee the operation of the organization. Board of Directors spreadsheet should include:
Board of Directors should consist of a minimum of 5-7 members and should always be an odd number to avoid voting ties.
Board of Directors should be 100% Giving. (If those who run the organization do not financially support it, why should a grantor?)
Many grant applications will require the signature of the Board President for final submission. (Watch grant deadlines and schedules to ensure signers are available.) BOARD OF DIRECTORS RECRUITMENT Board members are often solicited based on their title or position within a certain company; this is not always the best option. A non-profit organization must have a WORKING Board of Directors; therefore, look for members who are passionate about the organization, its' mission and recognize that the role of fundraising belongs to everyone! WHERE TO SEARCH? Identifying and locating grant opportunities can be difficult and time consuming. Allow 8-12 months for research prior to when funding is needed. This will give you time to plan, budget, organize and match the project or program with available opportunities.
Business, Corporate, Foundation and Private grants are best suited for small non-profit/Faith based organizations; whereas, Federal/State Grants are best suited for large educational institutions, businesses and government projects and programs.
Let's get this search party started!
Never send for money in exchange for grantor list! Phrases like "guaranteed funding" signal you to run away FAST! Grant money is never guaranteed, it is grantor discretion! Think outside the box for funding resources. Here are few ideas: When attending various events and productions, keep the paper program that is usually given as you enter the event. Most programs will have a funding appreciation page listing of names/organizations who support the event/production. This program can be reviewed by your Board of Directors for possible contacts or help you locate a website for application information.
Visit websites of other like-minded organizations and review their THANK YOU page for a list of contributors. This a great way to gain contact information to form a partnership for future funding requests.
While searching a Corporate website for funding information, also review their Board of Directors and present these names to your Board of Directors for possible connections. Remember, with six-degrees of separation, you may be surprised by what you find.
Join area networking groups. This will help your organization's name recognition, educate others about your mission, recruit volunteers and open doors for other connections. Do not use these suggestions for direct solicitation; it can defeat your purpose. Embrace these suggestions to connect and develop ongoing partnerships. Interpreting grant guidelines can be tedious, time consuming and exhausting; however, it's extremely important to read them thoroughly. Some guidelines are simple and some are not. Guidelines, particularly with Federal Grant applications, can be extremely detailed and include specifics such as weight and color of paper stock for attachments, labeling of exhibits, format to be used, grantor specific budget spreadsheets and so forth. Guidelines provide detailed instructions about application processes and requirements, such as:
It is just as important to understand what type of requests and/or organizations that are typically NOT eligible for specific grant funding. A few examples include:
Again, ALWAYS read and follow the grant guidelines that are specific to each application!
WRITING THE NARRATIVE The narrative section of the grant application is your opportunity to describe the project or program for which you are seeking funding. This is an area where creativity can shine; however, be careful not to lose sight of the purpose. A narrative can range anywhere from one paragraph to twenty pages or more (this information will be specified in the guidelines along with the size of font and other details.) Early in the narrative, state the funding request amount you are seeking. A grantor may discard the application without reading further or skip through to find this information. Do not lose your "captive audience" moment! The opening statement is the most important part of the entire application. The opening statement must captivate, engage and foster further interest in the details of the project or program. The idea is to keep the grantor reading. Remember, most grantors receive thousands of requests for the same pot of money. They will read fast and determine quickly whether they are interested learning more. Opening statements can incorporate data and statistics, ask a question, provoke a thought or stir an emotion. The Narrative should be brief, unless otherwise specified. Some applications may ask for a longer narrative, and others may prefer a Letter of Interest (L.O.I.) LONG NARRATIVE OR LETTER OF INTEREST TIPS
BUDGET DEVELOPMENT-DEVELOP AN ACCURATE BUDGET Developing a project or program budget can be challenging. A detailed budget should include ALL associated costs. Avoid rounding numbers unless guidelines state differently. Grantors demand transparency and accuracy in a program or project budget.
An easy way to begin developing a budget is to create an outline of the TOTAL project or program costs. Include costs for personnel (wages/benefits), evaluation, operating, professional fees that may be incurred, capital development, purchases, supplies, In-Kind donations, secured and unsecured donations/requests, additional grant funding and funding sources, organization contributing funds, total cost of project and/or program and the amount requested. This outline will serve as a great resource when completing applications.
The cost of the project or program should NOT be the total amount of funding requested! Grantors want to help support a project or program, not be the sole support of it.
Some grant applications may have a specific budget form to complete or the organization may need to create a form. (This information will also be included in the Grant Guidelines)
A Project or Program Budget and an Organization Budget are not the same thing. Your program/project budget covers the budget costs to implement that program/project; whereas, your organization operating budget is the TOTAL current fiscal year budget to run the organization.
Grantors will often request a copy of the organization budget to discern whether the organization's fiscal stability, number of programs, staffing and stewardship can effectively implement the proposed program/project. MEASUREMENT FOR SUCCESS Grantors want to know how the proposed project or program will be evaluated to measure for success. They are looking for Inputs, Outputs, Outcomes and Measurements INPUTS What will be need to be done to make the project or program happen OUTPUTS Usually data, numbers and/or statistics OUTCOMES Anticipated changes or betterment, resulting from the implementation of the project or program MEASUREMENTS What tools or resources will be used to measure success? (Surveys, Pre/Post Tests, Data) ORGANIZATION CHECKLIST When the deadline clock is ticking, a history and information checklist can help the application process move faster. Never develop a project/program around a grant opportunity. Always define and outline your organization projects/programs BEFORE searching for funding opportunities.
If the request is for a new program, describe the need and how your organization will educate the target audience about the availability, purpose and goals of the project/program. If request is for a continued or existing project/program - list data (attendance, measurement of success, outcomes, inputs/outputs, percentages), along with anticipated success rates going forward. DATA AND GENERAL STATISTICS Grant applications will ask about the demographics served by the organization as a whole, as well as, for the specific proposed project or program. Having this information readily available is valuable when completing an application; particularly with fast approaching deadlines. The best data and statistics are organization specific; however, when not available, general data can be used. DATA TO HAVE AVAILABLE
![]() FINAL REVIEW
REMEMBER: Action words help drive the passion of the request Utilize a thesaurus to avoid duplicating the same words or phrases. (Grantors do not want to read the phrase "we will" over and over again) Insert synonyms such as aim, engage, can, anticipate, may or hope Highlight past success/achievements as these are indicators of future success |
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