By: Elizabeth Evans, Manager of U.S. Operations
Ethical considerations around plagiarism and intellectual copywrite aside, if you are considering outsourcing your grant writing efforts to AI, we suggest caution. There are limits to what even the most innovative AI tool can produce on your behalf. However, to appreciate the need for this advice, it may help to first understand how text generative AI tools work.
Background
AI programs (regardless of function) leverage machine learning to generate content using predictive algorithms. In order to facilitate the AI program’s learning, developers feed the AI massive amounts of data which is then analyzed for patterns. The AI program, when fed a request, will output requested data using a predetermined set of rules based on identified patterns.
In the case of text generative AI tools, part of that machine learning also involves figuring out how to mirror natural human language so as to make the output data more useful. By making use of iterative feedback from users on what does or does not sound appropriate, eventually - over time, the program improves its written output. That said, the output can only ever be as good as the data originally fed into the AI as part of its ‘learning.’
Text generative AI programs do not have the capability for new or unique thoughts. Therefore, while definitionally “AI” may stand for “Automated Intelligence,” it may be better to instead think of it as “Automated Imitation.” This imitation limitation presents an obvious challenge for those who may wish to ‘offload’ the grant writing process completely to a text generative AI tool.
You do not need to just take our word on the boundaries of AI though, we can show you what we mean. The following is a Letter of Intent produced by ChatGPT 3.5 after being fed the prompt, “We are a hospital looking for grant funding for cybersecurity hardware and software. Please write an LOI or Letter of Intent for our application.”
Original AI Output Letter of Intent
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Dear [Grantor's Name],
I am writing on behalf of [Your Hospital Name] to express our intent to apply for federal grant funding to enhance our cybersecurity infrastructure. As a healthcare facility committed to safeguarding sensitive patient information and maintaining the integrity of our systems, we recognize the critical importance of robust cybersecurity measures.
Project Overview:
Our proposed project aims to strengthen our hospital's cybersecurity framework through the acquisition and implementation of state-of-the-art hardware and software solutions. This initiative aligns with national priorities to bolster the security of healthcare institutions, ensuring the confidentiality and privacy of patient data.
Objectives:
1. Upgrade and implement advanced cybersecurity hardware to fortify our network against potential threats.
2. Deploy cutting-edge software solutions to detect, prevent, and respond to cyber threats effectively.
3. Provide comprehensive staff training programs to enhance awareness and adherence to cybersecurity best practices.
Need and Impact:
The increasing frequency and sophistication of cyber threats pose a significant risk to healthcare organizations. By securing this grant, [Your Hospital Name] aims to mitigate these risks, safeguard patient data, and ensure uninterrupted healthcare services for our community. The proposed cybersecurity enhancements will contribute to the overall resilience of our hospital's information systems.
Budget Overview:
An estimated [Proposed Budget Amount] is allocated for the acquisition, installation, and training associated with the cybersecurity hardware and software. A detailed budget breakdown will be provided upon request during the formal application process.
Conclusion:
We are enthusiastic about the opportunity to strengthen our cybersecurity infrastructure and are confident that this project will have a lasting positive impact on the security and resilience of [Your Hospital Name]. We look forward to the possibility of working collaboratively with [Grantor's Organization] to ensure the success of this endeavor.
Thank you for considering our Letter of Intent. We anticipate the opportunity to submit a comprehensive grant application and welcome any additional guidance or information required for the application process.
Sincerely,
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We passed the AI-generated letter around to several veteran team members at Grants Office for their thoughts on how the AI tool did. Below, in no particular rank order, are the top five shortcomings identified with this letter.
- “The AI’s opening paragraph lacked a data-driven, compelling reason to keep reading in the first paragraph. What is at risk without this funder’s support?”
- “The letter was highly repetitive without adding additional details or information. Reviewers have a lot of requests to get through and just because you are allowed a full page does not mean you should use it. Funders appreciate those that can provide all the necessary information to make a decision quickly.”
- “Overall, there was a lack of detail about the applicant organization besides their name – for instance: what kind of healthcare facility is the applicant, where are they located, who do they serve, etc.?”
- “The AI was unable to generate a reason why this unique funder should care about the request and how the proposed efforts align with the foundation’s purpose for offering funds.”
- “The AI did not include a specific ask of the funder other than to submit a full proposal. A grant maker is going to want to know your specific monetary ask and how much that is relative to the total project cost.”
That said, while the AI-generated letter missed the mark on its own, it does still have value. The AI-generated letter correctly notes the hardware and software needs and even goes as far as to add in team training (a great idea!). It also conveys the hope to be invited to submit a full application. So, if you are suffering from writers’ block, AI generated text can be a great way to move past the initial “blank page” hurdle.
For some, it is easier to edit another’s words before crafting something from their own voice. The text-generative AI tool’s output can provide you with a starting point to write your next Letter of Intent or grant proposal draft. Three key items to check for when editing:
- Are the correct names (grant opportunity, funder, applicant and partner organizations, key personnel) utilized in the response?
- Does the content include sufficient specificity, and is all the required information present in the response?
- Are all data points referenced truthful and citable?
Beyond editing the document for accuracy, there may also be word or character limitations to consider. While reworking the content for length, consider there may be better, more compelling word choices to help your request stand out or more strongly resonate with the funder. For instance, you may wish to mirror key phrases from the grant funder’s website or grant solicitation to imply a strong connection between their reason for offering funds and your proposed effort.
To exemplify this technique, the following is our rework of the AI-generated letter.
Human-Edited Version of AI-Output Letter of Intent
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Dear [Grantor's Name],
I am writing on behalf of [Your Hospital Name] to express our interest in applying for your [Name of Grant] to enhance our cybersecurity infrastructure. As a rural healthcare facility committed to safeguarding sensitive patient information and maintaining the integrity of our systems, we recognize the critical importance of robust cybersecurity measures. Particularly as more and more of our community members in [Region] seek engagement through telehealth appointments and the healthcare industry has risen to be the number two target for cyberattack within the US (Check Point Research, 2023).
Our proposed project aims to strengthen our hospital's cybersecurity framework through the acquisition and implementation of state-of-the-art networking hardware and cybersecurity software solutions. In addition, we will also encourage awareness of cyber-threats and adherence to cybersecurity best practices through provision of comprehensive staff training programs and patient education outreach. The proposed cybersecurity enhancements will contribute to the overall resilience of our hospital's information systems.
We believe the proposed initiative strongly aligns with your organization’s priorities [Must be Customized to the Specific Grantor’s Mission/Grant Program Purpose]. The increasing frequency and sophistication of cyber threats pose a significant risk to healthcare organizations and can add undue stress to patients and their families. By securing this grant, [Your Hospital Name] will be better positioned to mitigate these risks, safeguard patient data, and ensure uninterrupted healthcare services for our community.
An estimated [Total Project Amount] is required for the acquisition, installation, and staff/patient education associated with this effort. Of that amount, we humbly request your investment of [Specific Amount Requested via this Grant] towards this effort. A detailed budget breakdown and timeline of major project milestones will be provided upon request during the formal application process.
We are enthusiastic about the opportunity to strengthen our cybersecurity infrastructure and are confident that this project will have a lasting positive impact on the security and resilience of [Your Hospital Name]. We look forward to the possibility of working collaboratively with [Grantor's Organization] to ensure the success of this endeavor.
Thank you for considering our Letter of Interest. We eagerly await the opportunity to submit a comprehensive grant application and speak with you more about our potential partnership.
Sincerely,
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