Grant Writing Tips

General Instructions

Many agencies that award grants issue a Request for Proposals (RFP) that describes what type(s) of projects they wish to fund, how to apply, how funds may be spent, the timetable for projects, how proposals will be judged, and other relevant information.

  • Read the RFP carefully.
  • Make sure your project fits the requirements described in the RFP.
  • Follow the RFP instructions precisely.
  • Organize your proposal according to the RFP. Where possible, use the reviewer's evaluation form as guide.
  • Pay attention to point allocations and focus on sections that are worth the most points.
  • Use a proposal checklist. (Many RFPs include a checklist. If not, create your own using the RFP as a guide.)
  • Complete all portions of the application; use a computer or typewriter.
  • Be as concise as possible; avoid jargon.
  • Use 12 point type, or larger.
  • Include a Table of Contents (lengthy proposals).
  • Submit your proposal by the deadline.

Proposal Parts

Cover Page
Many RFPs provide a cover page that must be filled out and signed by the person who is authorized to represent the applying organization. For public school education grants, this person is normally the district Superintendent.

If no cover page is provided, create one that includes your name; the name, address and telephone number of your organization; the date of submission; and the title of your proposal.

Abstract
The abstract usually summarizes the entire proposal. It is the normally the easiest part of the proposal to write: write it last, using information from all the other sections of the proposal. Occasionally, an RFP will require that certain information be included in the proposal abstract. Follow any special instructions given in the RFP.

Introduction to Your Organization
This section will let the funding agency know who you are and why you and your organization are capable of carrying out your grant project. This section should include relevant information about your organization that is not included elsewhere in the proposal. This information can include information about the key personnel involved, your organization's size, your organization's clientele, how your organization is administered, and information about any grant administration experience your organization has had.

Needs/Problem Statement
Zero in on the specific problem that you want to solve. Narrow the definition of the problem to something you can readily accomplish within the grant time frame using the resources the grant will provide. Use data to show how you know a problem really exists. Show the importance and significance of the problem. Show how the problem relates to your organization's mission. Show the relevance of the problem to the sponsor's funding interest.

Objectives
Offer a solution to the problem. State what you intend to accomplish. Include the time frame during which the change will occur. Relate your objectives to your project's main goal. Make sure they are measurable (a set of good objectives is a set of criteria for project evaluation).

Project Design
This is the main body of the proposal. Describe activities in the order of what will happen: you may want to begin writing this section using bullets or a chart, then write the narrative. Describe the specific methods you will use to accomplish your objectives: who will do what when. Activities should be related direclty to objectives. Each objective should have at least one related activity. This section should answer the following questions:

  • What will be done during the project?
  • When will it be done?
  • Who will be in charge of what?
  • Who (students, teachers, principals, parents) will the project affect?
  • How many will be affected?

This section should provide the reader with a mental picture of what will happen during the entire project. You should write using active voice. Passive voice should be avoided. Example: "Eighth grade teachers will introduce math concepts to the participating students." (NOT: "Math concepts will be introduced.")

Evaluation
The evaluation describes how you will tellwhether or nor your project made a difference. Measurable objectives set the stage for effective evaluation. Each objective should have at least one evaluation method. Good evaluations start when the program begins.

Budget
The budget should contain no surprises. Everything requested should be explained in the narrative. Requests for equipment must be well justified. Good budget justifications begin in the "Project Design" section of the proposal. Your description of what you want to do should make it clear what you need in order to carry out project activities. Your budget should explain and itemize costs. Be as specific as possible. Include fringe benefits where necessary. Don't forget to add shipping and handling costs. Where appropriate, include appropriate indirect costs calculated at your organization's negotiated indirect cost rate.

Some funding sources limit how funds may be spent: do not include disallowed items in your budget. Often, purchase of food, awards, and rewards is not allowed.

Appendices and Bibliography
You may wish to append information that is not requested in the RFP. You might want to add resumes of key personnel, letters of support, or other documents that will help you make your case.

Sometimes a granting agency requests that you attach additional information such as your organization's most recent audit, assurances about how you will carry out your grant. Make sure you include all requested documents.

At present, many government grant agencies request that applicants discuss the research that shows their proposal is likely to succeed. You should include a bibliography listing your research sources either with the appendices or at the end of the proposal section that includes information about the research.

Check your Proposal

Use your checklist: is your proposal complete and in the order described in the RFP?
Are all the required forms included?
Are all the required signatures included?
Did you check your spelling and grammar?
Are all the budget calculations correct?

Remember that deadlines are absolute. Make sure you start early enough to get the required signatures.

Check Your Proposal's Effectiveness

Anyone reading your proposal should udnerstand exactly what you plan to do. Ask other people to read what you have written. Do they understand your plan? Can they describe what you want to do and why? Rewrite the sections that aren't clear.

Links to More Tips

Environmental Protection Agency: "Grant-Writing Tutorial"

Ohio Literacy Resource Center: "Advice and Information on Grant Seeking and Proposal Writing"

Schoolgrants: "Grant-writing Tips"

For more information, contact
Everett Caudle, Supervisor; or Kimberly Sims, Project Development Specialist
Project Development, School Board of Alachua County, 620 East University Avenue, Gainesville, FL 32601, USA
(352) 955-7605