With grant applications being detailed documents, even the most experienced grant professionals must meticulously review each application thoroughly to ensure they are addressing everything the funder wants. As a grant writer, you are typically working on multiple grants at the same time, which only adds to the need for increased attention to detail. It can be overwhelming to compile and write all the necessary sections of a grant application so we, the team at Grants Office, suggest you set aside some time early in your project timeline to organize your materials. In the last issue of FUNDED, we discussed common documents you will likely need for most grant applications. In this issue, we are focusing on the common elements of grant applications and best practices on collecting and organizing that information. Preparing your material ahead of time will allow you and your organization to focus more time on the overall project and highlighting funder specific details, increasing your chances of being awarded funding.
It is important to note that every grant application is unique. Some of the below elements may be titled something different in an application or may not be included at all. This list serves as a starting point on your organizational journey.
Statement of Need
Often the first element required in a grant application is the statement of need. A statement of need, sometimes called a “needs statement” or “problem statement,” is the underlying issue or problem that you are looking to address with your grant project. These issues or problems should directly affect the population your nonprofit serves. At the end of your statement of need, the grant reviewer should clearly know and understand the issue you are looking to address with your project. Remember, grant reviewers may not know what your organization does for the people you served. It is vital that you make the person understand the importance of your project to both your organization and the community you help. Statements of need are unique to each grant and funder. In order to save time and resources, you should keep past statements of need as templates for future applications. Having easy access to these will allow you to have a jumping off point when writing each new statement.
Organization Description
The organizational description is something we see in almost every grant application. This may also be called the organizational background, application description, or sometimes simply the introduction. This section of documentation is often the easiest to prepare ahead of time, since it is not something that needs to be tailored from grant to grant. Funders are typically looking for information that establishes your nonprofit’s trustworthiness and capability to accomplish the goals of your project. You should include your organization’s history. This will include when you were founded, your legal status as a nonprofit, your mission statement, and a summary of your programs. Staff and board member biographies should also be prepared and on hand for applications that require such information. Many grant funders want to know who will be working to support your programs and if your team represents the community you are serving. Another component to have ready is your strategic plan. While an application may not ask you to include the whole of your strategic plan, applications may ask you to summarize that information somewhere within the project description. Having your strategic plan accessible to pull from while writing your application is always a good decision. And finally, institutional financial information is something funders will always want to know. They want to ensure that you will use their money responsibly. You will often need to include your institution’s overall budget, annual donations, and past and current funding from other grant makers. This section can sometimes be included in the project budget portion of the application.
Project Description
The project description is going to be the most customized part of a grant application. The project description underscores how your project will be executed, what will be achieved, and what the outcome of the project will be. The content of your project description should be framed around the grant funder’s interests and mission, which is why it is critical that your project is a good fit for the funder. Since this section is something that will vary widely from project to project and funder to funder, we will list a few key elements found in many grant applications. Please note it is critical that you review each application for specific requirements. Your project description should list your project goals, and what you expect will happen during and after the project. You will also want to list any key activities that you will complete in order for you to achieve your project goals. An overall project timeline is also something that almost every grant application will ask for. Including this timeline will keep the project manager and team beholden to a schedule and will allow the grant funder to track your progress. Many grant funders are now asking for a logic model to be included in the project description. We most often see them with federal grants, but other funders have started to include them in applications. A logic model defines goals, objectives, inputs, outputs, and outcomes related to a specific project. Logic models are usually flowcharts that demonstrate connections between the various parts of a project and allow everything to look visually appealing. Logic models are another part of an application that is very customized to a project, but it is handy to have some internal examples for reference when writing an application. Lastly, include any and all predicted and/or intended outcomes. These outcomes should directly address the problems that you discussed in your statement of need.
Evaluation Plan
An evaluation plan provides information to improve a project throughout its development and implementation. Not all grant proposals require a full evaluation plan, but many will require some type of evaluation during or after the project. This is important for nonprofits because evaluation and feedback let you know if your project was a success, how well it worked and how you can improve it. An evaluation can be completed internally by staff or externally by an outside expert. Some funders will even allow for the cost of an outside evaluator as a part of the project budget.
Project Budget
A grant project budget is specific to the proposed project or program you would like funded by a grant maker. This budget defines what your intended expenditures will be if you are awarded. Project budgets are another element that tends to vary from application to application. Some applications require simple budget numbers on a spreadsheet, while others require a budget narrative explaining each of your needs. If you are required to have both, it is crucial that those two elements cover the same items. Aligning your budget and narrative shows that you have thoroughly considered your project and the monetary needs for its success. A fantastic way to get a budget started is by getting quotes ahead of time from vendors. This allows you to know if the project cost is feasible for you and also shows the funder that you have evidence to support your budget.
Sustainability Plan
Financial sustainability is something all grant funders look for when making awards. They want to ensure that their investment in your organization will make a lasting impact. When planning out a grant application make sure you have a plan that provides a substantial and specific strategy to continue running your programs once the grant funding has ended. These are things such as how you will fund it once the grant has ended and who will control the program if the PI were to leave. This is another grant element that will need to be tailored to your project.
Past Successes
Funders often want to see your organization’s past success with both grant and non-grant funded projects. Different funders will ask for several types of success stories. Some will want successes that are directly related to the work being done on the proposed project, while others may require examples of successful projects led by the project manager that don’t necessary have to be connected with your proposed project. It is critical to keep detailed records of the accomplishments of your organization. Keep a running list of successful projects and quantitative evidence of how they were successful. Testimonials from people who benefited from those activities are also great supporting material.
Letters of Support
Letters of support are endorsements from people and organizations that have been positively affected by your nonprofit in some way. Letters of support can be general letters that praise your institution. We typically see these types of documents from partner organizations, large donors, a state or local government representative, businesses, and people who have received the services you provided (similar to testimonials). Letters can also be written specifically to back the project you are trying to get funded. These types of letters can come from a partner organization, such as other nonprofits, schools, industry etc., that you will be working with on the project or from a major donor to showcase how you are working to secure funding from diverse sources. Different grants have different requirements when it comes to what types of letters of support they are looking for. Having an array of letters of support in your files is a terrific way to be prepared for grant applications that may have a short turnaround.
Final Thoughts
Organization is critical to grant application success. By knowing what to expect when applying for a grant, you can reduce or eliminate some of the barriers that stand between you and an amazing application. While not everything in a grant application can be prewritten, by creating summary documents for common sections you will streamline your grant writing method. This reorganization will allowing your institution to concentrate on more useful aspects of your grant seeking journey.