Grant Writing 101
by Felicia Write
Most charities and non-profit institutions generate funding through private donations, corporate sponsorships, and grants. The process of getting a grant is arguably the most puzzling aspect of fundraising. To resolve this problem, executive directors must consider viable options that fit within the scope of their program and budget. Large organizations, such as the United Way, may choose to employ full-time, skilled writers to develop grant proposals. Mid-size institutions may decide to retain grant writers on a single-project basis instead. Small or upstart non-profits that cannot afford to hire outside assistance, may endeavor to prepare and submit their own grant proposals.
Effective grant writing requires steadfast cooperation between the executive director, the staff, and the grant writer. An executive director who views the success or failure of grant awards as the grant writer's problem fails to consider the importance of the organization's role throughout the process. Weak policies, nebulous projects, and hazy financial records become problematic for a grant writer from the beginning. These are drawbacks can only be resolved by the organization that submits them. It is as important for an executive director to be detailed and organized as it is for a grant writer to be the same.
Your grant writer must also be committed to your cause. You, the executive director, have got to convince a potential grant writer that your organization is ethical and worthwhile, and that any funding received will be spent responsibly and ethically. There must be a modicum of trust between both of you. In my humble opinion excellent grant writing begins with an excellent organization.
Grant writers who are thoroughly committed to the cause write with more passion. For example, I am personally devoted to organizations that serve battered women. My first marriage was riddled with violence. As a result, I have a soft heart for programs that assist battered women and children. Therefore, when I write grants for organizations that focus on helping victims of IPV, I write from the heart with deeper focus and enthusiasm. On the other hand, when an organization that I am not as familiar with, e.g., drunk driving, I commit myself to learning everything about the organization as well as the overall cause. I wanna "feel" the pain or purpose. Therefore, I insist on being provided with detailed records and files so that I fully understand the dynamics and inner workings of any organization that I write for. With key information at my fingertips, I get off to a more solid start with less time wasted with me having to ask follow–up questions or wait for missing detail.
Savvy executive directors save money by providing as much detailed information to their grant writers up front. That way, the grant writer does not have to come back and build up that $50.00-an-hour fee because of missing information or unanswered questions. Information gathering consumes a lot of time. Supply pertinent details to your grant writer up front—including program files, photographs, news articles, and telephone numbers—and organize data so your grant writer can hit the ground running.
Both director and writer should spend time getting to know each other. Share notes. Brainstorm. Go out to lunch. Talk about the organization. Attend board meetings and special events together. Ask and answer questions. The more that the executive director and the grant writer work together, the more confident both sides feel about the pending quality of work.
I often provide a list of questions and ideas to a prospective client. This process impels the organization to tighten their systems, update their product statements, and refine their records. Here is a copy of my actual questionnaire (without the lines that the applicant would write on). Feel free to copy and tweak it to fit your needs:
by Felicia Write
Most charities and non-profit institutions generate funding through private donations, corporate sponsorships, and grants. The process of getting a grant is arguably the most puzzling aspect of fundraising. To resolve this problem, executive directors must consider viable options that fit within the scope of their program and budget. Large organizations, such as the United Way, may choose to employ full-time, skilled writers to develop grant proposals. Mid-size institutions may decide to retain grant writers on a single-project basis instead. Small or upstart non-profits that cannot afford to hire outside assistance, may endeavor to prepare and submit their own grant proposals.
Effective grant writing requires steadfast cooperation between the executive director, the staff, and the grant writer. An executive director who views the success or failure of grant awards as the grant writer's problem fails to consider the importance of the organization's role throughout the process. Weak policies, nebulous projects, and hazy financial records become problematic for a grant writer from the beginning. These are drawbacks can only be resolved by the organization that submits them. It is as important for an executive director to be detailed and organized as it is for a grant writer to be the same.
Your grant writer must also be committed to your cause. You, the executive director, have got to convince a potential grant writer that your organization is ethical and worthwhile, and that any funding received will be spent responsibly and ethically. There must be a modicum of trust between both of you. In my humble opinion excellent grant writing begins with an excellent organization.
Grant writers who are thoroughly committed to the cause write with more passion. For example, I am personally devoted to organizations that serve battered women. My first marriage was riddled with violence. As a result, I have a soft heart for programs that assist battered women and children. Therefore, when I write grants for organizations that focus on helping victims of IPV, I write from the heart with deeper focus and enthusiasm. On the other hand, when an organization that I am not as familiar with, e.g., drunk driving, I commit myself to learning everything about the organization as well as the overall cause. I wanna "feel" the pain or purpose. Therefore, I insist on being provided with detailed records and files so that I fully understand the dynamics and inner workings of any organization that I write for. With key information at my fingertips, I get off to a more solid start with less time wasted with me having to ask follow–up questions or wait for missing detail.
Savvy executive directors save money by providing as much detailed information to their grant writers up front. That way, the grant writer does not have to come back and build up that $50.00-an-hour fee because of missing information or unanswered questions. Information gathering consumes a lot of time. Supply pertinent details to your grant writer up front—including program files, photographs, news articles, and telephone numbers—and organize data so your grant writer can hit the ground running.
Both director and writer should spend time getting to know each other. Share notes. Brainstorm. Go out to lunch. Talk about the organization. Attend board meetings and special events together. Ask and answer questions. The more that the executive director and the grant writer work together, the more confident both sides feel about the pending quality of work.
I often provide a list of questions and ideas to a prospective client. This process impels the organization to tighten their systems, update their product statements, and refine their records. Here is a copy of my actual questionnaire (without the lines that the applicant would write on). Feel free to copy and tweak it to fit your needs:
Questionnaire
Your name:
Organization:
Contact numbers:
- Office:
- Cell:
- Name:
- Number:
The following information will help me convey an inclusive, concise and stimulating description of your organization in my grant proposals:
Mission statement:
Vision statement:
Brief narrative of the history of the organization:
What is your organization’s strategic plan? Brief narrative of the history of the organization:
Describe your organization's current projects and programs.
Who is the audience for those programs?
What are the specific services provided?
List of previous grants:
Describe your organization's current projects and programs:
Who is the audience for those programs?
What are the specific services provided?
Are there any special resources that your organization has that would make a project successful? These might be human resources such as staff with specialized expertise, an outstanding and well-trained volunteer force, partnerships with other community groups, or deep and long experience with particular populations and geographical locations.
Describe any of the following: Send Attachments to: feliciawrite@gmail.com
- Special accomplishments of your organization:
- Awards won by your organization:
- Special media coverage about your programs:
- Professional commendations (individuals or professional associations/memberships that have commended your work-including the BBB):
- Examples of community involvement by your organization. How has your organization had a positive impact on your community? This might be directly through the programs your organization provides or cooperation it has provided to other community groups or government entities.
Additional Attachments: Send attachments to: feliciawrite@gmail.com
- copy of your organizational chart
- bios of all staff and board members
- articles from newspapers, magazines, and professional journals
- letters of support from other organizations, community leaders, and testimonials from clients past & present
- anything that might go into a "credibility" or "bragging" file about your organization
- copies of publications your organization has produced, e.g., annual report, newsletters, press releases, committee reports, evaluations of any kind, surveys of clients or volunteers, and board minutes
Please return this questionnaire, along with all attachments in one fell swoop. Always include the name of your organization in the e-mail subject line. Keep up the good work! Let's go change the world!
Need more grant writing help?
If you have a specific question that you'd like for me to answer, send me an e-mail and I will respond within 24 hours.
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