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MODULE
I: PREPARING A GRANT PROPOSAL
| 1 |
Get the
application/"RFP" (request for proposals)
etc. as soon as possible.
Make copies -- at least one
duplicate for yourself and a copy
for each person working on the grant
writing team. Never use your
"final copy" of any form:
make a copy of all forms before
using the "last one".
Plus, have another set in
"storage" just in case ... |
| 2 |
Review one copy of the RFP with a
highlighter. Highlight key
instructions, phrases, page limits,
required attachments, etc. Review
the eligibility criteria for the
grant with the team and make sure
your agency meets the criteria. Do
not apply for a grant if you do not
meet the eligibility criteria!
Identify who can help with this
review, your partners, team members
and collaborators. |
| 3 |
Go
back through the RFP and next to
each highlighted area, designate the person
responsible for assuring
that the specific section is
completed, signatures obtained, or
the instruction is followed.
Delegate whenever possible. |
| 4 |
Hold a
meeting with the other Team Members, and discuss the grant
requirements.
During
this meeting your team should decide
on the following:
-
What
project(s) are you proposing to
do? For how many people? At what
cost?
-
What
specific outcomes (benefits to
the clients) will there be? (For
assistance in writing Outcomes, click
here).
-
Who
will be responsible for various
portions of the proposal:
1. Budget
2. Narrative
3. Letters of
Agreement/Memorandum of
Understanding, etc.
4. Attachments, Forms, getting
signatures, etc.
- Assign
deadlines (well in advance of
the application due date) for
each of the above tasks. Plan to
finish the entire proposal at least one
week in advance of
the due date.
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| 5 |
Write the
proposal in this order: (follow
the instructions given re formats,
page length, order, etc.)
-
Letters of
Agreement/Collaboration
Agreements, etc. so
they can be routed for
signatures. These agreements
often help shape the narrative
of your proposal so get them FIRST,
instead of after the narrative
is written.
-
Forms that
require signatures
should be prepared early on and
signatures obtained. For federal
government grants, these include
Application Face Page,
Assurances and Certifications
forms that need to be signed.
(See PHS5161)
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Narrative - Includes
a number of different sections
that may be labeled: Statement
of Need, Proposed Program, and
Program Outcomes, Agency
Capability, Work Plan,
Evaluation Plan, etc.
Follow the directions provided
in the Request for Proposals
(sometimes called Program
Announcement, Application
Guidance, etc.). Use their
section titles and numbers.
Adhere to their page limitations
(if any).
*Whenever possible, one person
should write all of the
narrative sections so that they
fit together. Narrative sections
that are written by teams and
"pieced together" are
often inconsistent, repetitive,
or difficult to read. The budget
forms and budget justification
can be completed by a fiscal
person within the organization,
but needs to correspond to the
narrative.
-
Budget.
Make sure the budget includes
all of the expenses to operate
the program. Avoid putting in
"extra costs" that don’t
relate directly to the proposed
program.
-
Program Summary
or Abstract. This
should be the last section you
write, even though it usually
appears at the front of the
proposal. After you've written
the rest of the proposal, it
will be easier to summarize your
program.
-
Table
of Contents. Make sure every page
is numbered neatly in the same
place, typically in the bottom
right hand corner of the page,
one inch from the right margin
and one inch from the bottom
margin. Use the section
headings/titles from the RFP in
the Table of Contents. Be sure
the same section headings/titles
appear in your proposal, in bold print
so it is easy for the
reviewer to find them.
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| 6 |
Back up all computer
files, forms, data, etc. EACH DAY! |
| 7 |
Have team
members review items as they are
written, using
a red pen
to indicate any
changes/revisions/questions, etc.
Ask each reviewer to make the review
process a "Priority" and
to turn around the documents within
hours -- let them know you’re
working under very tight deadlines.
It's one thing to take on the bulk
of the "writing" but the
input and review of others is
essential in order for you to write
a winning proposal. |
| 8 |
Incorporate
changes/revisions on an ongoing
basis as you receive them. If necessary, pull
together team members to discuss
items that for which there is
disagreement on. Keep the meeting
focused on the specific issue(s) and
conclude the meeting as soon there
is agreement. |
| 9 |
Set a
deadline
for accepting additional
"Letters of Agreement",
"Support," etc. Do not
accept them after that deadline.
Frequently other agencies will call
at the final minute asking for a
linkage agreement. If you’ve done
your work well, your application
already will have been submitted --
well before the deadline. |
| 10 |
A
week before the deadline, have a person
outside of your agency or department
review the proposal. Try to find a
reviewer who is a good writer and
who is fluent in English.
Alternatively, you can use the Self
Assessment Tool and
score your own proposal. Also, score
using the grantor's evaluation
criteria if it is available. (Be
sure to provide this to the outside
reviewer!) Finally, go back through
your "highlighted copy" of
the proposal, and make sure you've
addressed each of your highlighted
points. Make necessary adjustments/
changes. |
| 11 |
Re-read
the instructions regarding the
number of copies (single-sided or
double-sided), original signatures
(should be in blue ink), and all
required forms/checklists, etc. Make
sure all pages are numbered
correctly and make a copy of the
entire document. Keep the original in
a safe place. Use the
copy you just made for making
additional copies. Be sure to make
enough copies to satisfy the needs
of the grantor, as well as
additional copies: one for each team
member, one for the "file"
and another for your own reference
in the future.
Never part
with the original version of the
grant
until you’re ready to send it. If
the copy department/service loses
your original, you’ll have to get
those signatures again. |
| 12 |
BACK UP YOUR
COMPUTER FILES EACH DAY. JUST DO IT.
IT IS NOT FUN REWRITING AN ENTIRE
PROPOSAL AT THE FINAL HOUR. |
| 13 |
If
called for, write
a cover letter to
accompany the proposal. In some
instances, cover letters are not
needed and are not appropriate.
Usually, these types of grants will
include a "summary" or
"abstract" section that
would include the information you
would normally put in a cover
letter. |
| 14 |
Put
together the package for shipping
the proposal. Follow the
instructions regarding binding,
paperclips, staples, etc. Be sure
the package is addressed properly,
and includes all required
information. Place a post-it note on
the original that simply says
"Original" and stack the
other copies beneath the original. |
| 15 |
Ship the package via
a reliable method so that
it arrives at least two or three
days in advance of the deadline.
Verify its arrival using a tracking
number or by calling the recipient.
If it didn’t get there you can
prepare another package and
overnight it if necessary.
A word
about shipping: You've just spent a
considerable amount of
time/energy/resources to prepare a
proposal that will generate funds
for your agency. Do not
"skimp" on shipping
services. Ship the package using an
OVERNIGHT delivery service with
tracking so that you can verify that
the package arrived. This is not the
time to try to save $10 or $20 by
using a delivery service that cannot
guarantee or verify receipt. |
MODULE I
(complete printable versions)
Word document | PDF document
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