Basic Grant Writing Fundamentals

The following information is only the tip of the grant-writing iceberg. Additional information and services may be obtained from The Educational Information and Resource Center (EIRC) at 856-582-7000.

It is often assumed that the most important aspect of grant writing is the written proposal. Actually, preparation and follow up are equally important.

Preparation Prior to Writing the Proposal

• Set clear organizational goals - identify your need

Assess the need for your project

• Who is the target population?
• What are the needs/problems of the target population?
• What are the causes of the needs/problems?
• What are the major unresolved or unsolved issues in this area?
• How can the problems be measured? What documentation is available to support the needs?

Define the project

• Does it offer a solution to an unresolved problem?
• Does your organization have the expertise, capacity, and resources to solve the problem?
• Do you have a new insight or approach to the problem?
• What resources - from funder, applicant, community, etc. - will be necessary to carry out the project?
• Who will be involved in the project (both internal and external collaborations)?

Write a short description of each funding idea - this will clarify your proposal

• What is unique about the project?
• What is significant about the project?
• What is the projected budget for the project?
• How can the problem be measured?

Research potential funders

• Identify both possible and probable funders.
• Take the time to determine if the funders' goals and objectives are a match with your organization.
• Request copies of previously successful grants from funders to review.

The Basic Components of a Proposal

Cover Letter - Your opportunity to add additional information including:

• Special circumstances
• Information about trends
• Examples of people who benefited from your programs
• Emphasis on key points of your proposal
• Creativity

Abstract/ Executive Summary

• Written last - one page (250 words)
• Summarizes the grant application
• Highlights the innovation of the proposal
• Lists specific activities and outcomes

Organization Background

• Mission statement
• History and synopsis of previous and ongoing programs

Needs Statement

• State the problem
• Explain what exists now, why it is a problem and what needs to be done
• Use objective information

Program Description

• Goals and Objectives
  • Describe goals in clear general terms and outcomes
  • Objectives are more specific and measurable. They relate to needs assessment and serve as the basis for evaluation
• Strategies/Activities
  • Outline the activities that will meet the goals and objectives
  • Plan of action

Collaboration - other organizations that will be involved and how

Evaluation - A good evaluation demonstrates a willingness to be held accountable

• Three possible types:
  • Qualitative
  • Quantitative
  • Outcome
• Based on Goals and Objectives
• Analysis of project outcomes
• Expect that an evaluation may need to be conducted independently

Budget - cost requirements

• Determine and justify funding requirements
• Be specific about costs for each item
• Share the process for cost calculating
• Be realistic
• Include other funding or in-kind contributions

Attachments

• A key staff list - resumes might be included if permitted
• Board lists
• Financial statements
• Federal tax exempt letters - if applicable

After the Grant Award

• Thank the funder
• Be accountable - turn the proposal into action
• Keep accurate records and be prompt in submitting required reports
• Work to strengthen relationship with the funder
• If unsuccessful - contact the funder and say thank you, then explore mutual interests.
• Try to get a sense of their priorities for future funding

Grant Writing Tips

• Be strong, precise and concise; state a lot in a little
  
  
• Do not use jargon, insider language, or acronyms
  
  
• Communicate honestly and thoroughly
  
  
• Bullets and diagrams express ideas vividly
  
  
• Always include a Table of Contents
  
  
• Know "how to match"
  
  
• Reiterate the goals and intent identified in the RFP
  
  
• Network with peers, professionals and "connections"
  
  
• Follow rules, regulations and "unwritten procedures"
  
  
• Represent and tap every human resource
  
  
• Ask an impartial observer to review the proposal
  
  
• Make the proposal easy to read
  
  
• Use professional letterhead and bond paper
  
  
• Submit in a folder or as a bound document
  
  
• Consider creating a proposal cover with pictures of your organization's
  programs in action.
  
  
• Send a thank you letter

READ AND REREAD DIRECTIONS. BE SURE YOU ANSWERED EVERY QUESTION AND COMPLIED WITH EVERY REQUIREMENT IN THE RFP.

9-03 New Jersey Association of Partners in Education

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