Writing a Grant Proposal and Applying for a Grant

First, determine how to find a grant; then, deal with how to apply and write for a grant. Unfortunately, there is no one reference for standard format or content requirements available for writers of grants. Many organizations establish their own application requirements, and some organizations have different requirements within their own establishment.

A grant is an award of financial assistance from a grantor agency to a grantee. A grantee might be an individual or an organization. In return for grant money, grant recipients agree to carry out specific tasks defined by the grant program.

Loans versus grants—it is important to understand the primary difference between a loan and a grant. In short, loan money might be subject to repayment, while grant money is not.

When Government decides to stimulate the economy, Government grants become more available and lucrative. Albeit dealing with Government grants and contracts is a cumbersome process, especially for individuals and small business owners. Whether an individual, small business, or a large enterprise, a successful proposal package depends on the writer's ability to follow instructions for grant proposals carefully.

Most US Government grant proposals, must address eight key elements: summary, introduction, problem statement, objectives, methods or design, evaluation, future funding, and project budget. In order for readers to transfer the knowledge they gain from this article into a working grant proposal, the instructions below appear in the order required for most Government grant proposals.

After finding the right grant program for your project, obtain and review the application and proposal package requirements. Most organizations publish this information online. Search for, and use any grant proposal examples and templates that are available.

The summary is a brief, concise overview about the project. The quality of the summary will greatly influence the first impression that reviewers of grant proposals get during their review.

Write a two or three paragraph summary on a cover letter or separate page at the front of the proposal. Include a description of the initial and long term benefits of the project.

Describe the prospective grantee's history (records of success), current (compliance, conformance, awareness, and performance measurement), and future operations (plans and goals). Use the introduction to establish credibility and as a leader into the problem statement.

Establish a written problem statement. Define the problem with facts supported by data gathered during the needs assessment process. Use statistical analysis of data whenever possible. Ensure that all statements and data are factual and related to the grant program requirements.

Describe the goals of the project in concise detail. List and describe all specific criteria required by the grant program. Provide statements of compliance and conformance to grant program criteria, as appropriate.

Outline the methods and tasks or design steps. Describe the resources available to carry out each task. For example, use "MMM" — manpower, material, and machines, or similar reference frame. Alternatively, draw on the SDLC (Systems or Software Development Life Cycle) to define the design steps. Finally, describe reasons for choosing the methodology listed. Establish a plan and schedule for the project. Use a Gantt chart or similar illustration to show time frame and milestones.

Do not underestimate the important of project evaluation. Many grant applications are denied because of inadequate documentation of evaluation methods and criteria.

Validation, verification, and evaluation are just a few of the keywords used to describe project oversight requirements. Develop summative (measure of performance; goals and objectives) and formative evaluation (measure of project execution from start and after completion) plans defining criteria and measurement methods used to evaluate all stages of the project. Evaluation begins immediately upon project launch.

Describe future sources of funds needed to ensure longevity of the project long after grant funding is exhausted.

The proposal budget is usually the most complex and comprehensive component of the grant proposal package. Most always, the grant agency provides budget forms and instructions.

Grant requirements might call for an organizational budget and a separate project budget. If a specific budget format is required, ask the agency for any available examples and guidelines to aid in budget preparation. Further instructions needed for the budget are too lengthy to include in this article.

Establish a documented budget in accordance with the grant program requirements.

Ensure that the applicant's signature and date of authorization accompany the proposal package.

Apply for the grant by submitting the grant proposal package in accordance with the requirements of the grant program. Each program has different yet convenient means for applicants to monitor the review of the proposal.

Do not hesitate to get started quickly if grant money is needed for a project. It takes a significant amount of time to be approved for the award of a grant.

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