1. Chapter 10
Writing, Submitting, and
Revising Grant Proposals

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Prior to the Grant Writing Process
• Keep a journal/notebook to note ideas.
• Gather documents before writing begins,
such as tax certificates and bylaws.
• Develop a grant-tracking form to record
grant applications, funding cycles, funding
received, etc.

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Initial Steps of the Grant Writing
Process
• Make a plan; identify needs/wants.
• Locate potential funders.
• Identify the audience.
• Draft the grant proposal.
• Revise/edit and prepare the final proposal.

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Elements of a Grant Proposal
• Grant proposals vary.
• There are usually a number of elements,
but the sections will likely vary.
• Grants are extremely competitive and
each section must be prepared
meticulously in order to not be rejected by
the reviewers.

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Letter of Inquiry/Intent
• Sometimes required to determine if the
agency’s project falls within the funder’s
criteria.
• Includes contact information.
• Presents overview of agency’s mission.
• Provides the total amount requested.
• Includes a statement of gratitude.

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Cover Letter
• Some grants only require an agency
submit a cover letter to the grantor.
• Very much like a cover letter does for a
job applicant, it introduces an agency to a
prospective funder.
• Short, friendly, stand out.
• Charm the reader and display enthusiasm.

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Title Page/Cover Sheet
• Project’s title.
• Names of the principle investigators.
• The agency’s name, address, and
phone/fax numbers.
• Project dates, type of grant, amount of
funding, and the grant period.

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Abstract/Executive
Summary/Introduction
• One of the shortest yet most important
sections of the grant proposal.
• Often forms the first impression; must
convince grantor the proposed is worth the
investment.
• A strong abstract is concise, limited to key
points, strongly written.

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Literature Review
• Sometimes required to provide crucial
background information.
• Compiled reviews highlighting published
writings on subjects related to the project.
• A basic literature review is comprised of
the introduction, body, and conclusion.

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Needs/Problem Statement
• Proves that the grant meets a vital societal
need.
• Clear, well-supported statement of the
problem that will be addressed.
• Addresses the need and how the agency’s
clients are affected.
• Both qualitative and quantitative.

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Goals and Objectives
• Provide a map to the project, influence the
design of the program, determine the
methods and strategies needed to achieve
the goals/objectives.
• Goals are long term statements of hope.
• Objectives are narrow, precise, and short
term.

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Program Design/Methods/Strategies
• Methods for achieving the goals/objectives
set.
• Include supporting statements that cite
research, expert opinions, personal
communication, and past experience.
• Justify the course of action that will be
taken.

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Evaluation Plan
• Defines how success will be determined.
• Clarifies the purpose of the project.
• Chronicles the progress and assesses the
effectiveness.
• Obtains feedback from the individuals
served as well as community members.
• Facilitates project improvement.

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Types of Evaluations
• Process Evaluations – descriptive and
ongoing.
• Outcome Evaluations – identify if a
project’s outcomes have been achieved.
• Impact Evaluations – assess the changes
that can be attributed to a project.

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Organizational Information
• Provides a convincing argument of the
agency’s credibility to accomplish the
goals/objectives of the project.
• Position the nonprofit as the best agency
to implement the proposed project.

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Program’s Budget and Budget
Narrative
• Lists both administrative and project costs.
• Consists of a spreadsheet or table with
detailed line items.
• Explains how the budget will be spent and
why it is cost-effective.
• Provides a clear picture of the impact that
can be made with the requested funds.

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Special Considerations
• Equipment Purchases
• Additional Space and Equipment
• Increases in the Cost of Insurance
• Salaries
• Indirect Costs
• Matching Funds

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Other Funding/Sustainability
• Describes the nonprofit’s long-term
continuation plan or vision for the project
after the grant period has ended.
• Explains how the agency will raise funds
to continue the project.
• Includes a list of other funders
approached.

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Commonly Requested Supplemental
Materials
• IRS tax-exempt verification letter
• List of board directors and affiliations
• List of staff experience
• Financial statement for the previous year
• Current fiscal year’s budget
• Next fiscal year’s budget
• List of clients served and annual report

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Review and Proof
• The proposal should be reviewed by a
neutral third party.
• Reviewed for continuity, reasoning, and
clarity.
• The proposal must not contain any
unsupported assumptions or jargon.
• Reviewed for neatness and accuracy.

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Submitting the Proposal
• Copy the entire application.
• Check with the grantor on the preferred
format for binding the original proposal.
• Mail the proposal in the format requested
and several days before deadline.
• A follow-up call may be placed after a
week of not hearing from the grantor.

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Online Grant Applications
• Sometimes paperless formats have limited
space.
• Online grant applications can improve the
efficiency and accuracy of the process.
• Submission must be made early in order
to avoid possible technology issues.

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Some Grant Writing Mistakes
• Hastily assembled.
• Too lengthy.
• Written in first person.
• Included false, inaccurate cost estimates.
• Overkilled a point.
• Not logically formatted.
• Did not follow grantor’s instructions.

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The Review Process
• Proposal reviews are very rigorous and
competitive.
• Proposals are normally scored using a
grading rubric to ensure consistency of
evaluation.
• Process varies based on the type of grant.

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Federal Human Service Grants
Proposal Reviews
• A review committee of experts is formed
for the review and recommendation of
proposals.
• Each funding agency will develop its own
set of evaluation criteria.
• Some criteria include significance,
approach, match/fit, quality, environment.

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Federal Grant Review Process
• Proposals are reviewed, evaluated, and
scored.
• Review committee meeting is held.
• All views/opinions are shared.
• Proposals are given priority ratings.
• Funding decision makers have the final
say.

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Foundation Grants Review Process
• Foundation staff verifies the applicant’s
eligibility.
• Conducts a review of the proposals.
• Grant review panel discuss the merits of
each request.
• Board of directors reviews suggestions
and the approved applicants are notified.

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Terms of Award Letter
• Specifies the obligations of both the
grantor and the grantee.
• States the terms and conditions of the
award, reporting requirements, and public
policy requirements.
• Agencies must immediately verify their
information.

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Rejection Is a Step to Future
Success
• The success rate for most federal grants
is less than 25 percent.
• Rejection may mean that there was
another proposal that was a better match.
• If possible, organizations should request
the reviewers’ evaluations and comments
to assist in preparing future proposals.