Grant Writing

Everyone will tell you it is a very challenging time to raise funds for non-profits, charities and community organizations. This increased competition may be due to more non-profit organizations, more government cutbacks, and greater demands on funders, foundations and corporate sponsorships. Also, funders and sponsors are increasingly focused on particular areas of program growth. It is important for those seeking funding to do their research and explore different funding options before beginning the grant proposal/application process.

For clarification, funding programs are programs set up by governments, funding agencies, foundations and others to offer funding to organizations. The grant is the funding dollar amount provided to a successful application. An organization applies to a funding program and may or may not receive a grant.

Here are some tips to help you write successful grant proposals:

HAVE A CLEAR UNDERSTANDING OF YOUR ORGANIZATION’S GOALS AND OBJECTIVES

Your organization’s grant proposal or funding application needs to convince funders that your project deserves funding. Whatever type of funding you apply for, you need a solid overview of your organization, and if the need is more specific, a description of the project you are proposing. Provide information in easy-to-read summaries. Be sure to identify your project’s goals and objectives. State your overarching aims or outcomes, and then provide some specific, measurable objectives you aim to achieve in your efforts to meet the overarching goals or outcomes.

Identify the intended results of your project on the program by outlining what you expect to achieve in the short- and long-term

A good grant proposal will not steer your organization from its goals and objectives, just to receive funding from a specific funding program.

IDENTIFY YOUR FUNDING OPTIONS

Research the funding organizations or your “top prospects” thoroughly to understand their mission, goals, and funding priorities and whether they fit your funding needs. Align your project with these priorities.

• What are their funding objectives or priorities?
• What have they funded in the past?
• What are their funding guidelines?
• What are their backgrounds and interests?
• Who do you need to speak to?

Identify funders who are in the best positions to help your organization in its area of interest, geographical location, target populations and type of funding. Ensure your organization is eligible for the funding and the size of the grant meets your organization’s needs.

ARE YOU READY?

Funders want to know if you are an accountable organization. Why does your organization exist? Who does the work for your organization? Are you a registered non-profit organization, a charitable organization, a private enterprise, an individual? Are you collaborating with other community partners?

If your organization has applied to this funding agency or foundation in the past, ensure that all previous grant applications have been closed. An outstanding follow-up report, or a default on a grant return, may cause your organization to be ineligible for future grants. However, follow-up at any time, even if it’s a year later, may get your organization back on track.

WRITING YOUR PROPOSAL

Once you feel you’ve found a funding program with a good fit, you are ready to develop your proposal. Most funding programs have a funding application to guide you through the process. Whether you are writing a proposal from scratch or filling out an application, most funders are looking for key areas of information.

Summary of Project

The summary is probably the most important section of the proposal. It is an umbrella statement of what you plan to do in your project. It should be no longer than two pages – be clear and concise. Key considerations include:
- State the overall vision of your project.
- Stress how and why your initiative will affect your target audience and community.
- Mention your group’s track record of work in this area.
- List any resources that have already been committed to this area.
- Be positive and exciting.

Summary of your Organization

Provide a brief introduction of your organization and why it is the right one to carry out the proposed activities.
- Provide a description of what your organization does. Include your impact statement.
- Establish your group’s credibility.
- Describe a past success or use a testimonial from a stakeholder.
- Provide statistics on your organization’s accomplishments.

Desired Results

Identify the intended results of your project on the program by outlining what you expect to achieve in the short- and long-term. If you are using a Logic Model, you may use outputs, outcomes and impact. Or, you can identify your project's goals and objectives.

Action Plan

Some applications or proposals may need some more information about the activities that will take place and the resources (human, financial, organizational and community) needed to do the work. This plan should be created even if it is not part of the funding application process. It will demonstrate how your program and the resources you need will realistically and logically tie to your desired results.

Budget

This is a very important part of your funding application and proposal. Here you demonstrate your organization’s ability to manage money in an effective and responsible manner. Present a realistic estimate of the funds required to achieve the program’s objectives.

Follow the guidelines provided in the funding application or set up a budget that identify costs in these areas. It usually requires an organization to provide:

Revenues: all sources of funding committed to the project

• Grants (identify if they are approved or pending)
• Sponsorships
• Donations of cash
• In-kind donations – usually added in separately
• Other revenues

Expenses: all costs associated with the project

• Salaries and benefits
• Contract payments
• Rent and administration
• Program materials
• Evaluate costs
• Travel, lodgings and per diems (meal expense)
• Other expenses

Your revenues, including you’re the amount of funding requests. Make sure your budget is balanced - your revenues should cover your expenses.

Most funders expect you to outline your estimates for the program and provide this same budget with the actual totals as a follow-up after project completion. Be sure your numbers are realistic – too many high estimates will make your budget look padded. Provide any assumptions in footnotes to the budget. Make it your intention to keep all receipts and record exact costs.

Evaluation Plan

Many funders also want to know how you plan to evaluate your success. It is important to be able to show whether the program achieved its outcomes and how effectively the program was implemented. Describe how you will assess your program’s results.

Be sure to include any evaluation costs as part of your budget. Try to involve potential program participants and key project stakeholders in developing evaluation criteria. Describe in your application how the data will be collected, analyzed and stored.

Sustainability

If there is an expectation that the program will continue, or leave some legacy to the community or organization, be sure to include an explanation of how this will happen. By developing a strategy for future sustainability, the potential funder will not feel that the benefits gained by the program will be lost after the grant period expires. You might note how the program might be funded in the future.

REVIEW YOUR PROPOSAL CHECKLIST BEFORE SUBMISSION

Ensure you have read all the instructions clearly. If you are unsure about some of the application process, check with the funding program’s coordinator or consultant. Things to keep in mind:

• Ensure all the contact information is correct.
• Double check deadlines – some funding deadlines change, so call the organization directly, or check their web sites.
• Check on your organization’s non-profit number is registered and all information is up-to-date.
• Ensure you send enough copies. Many funding applications request multiple copies and will not photocopy on your behalf.

Tips for Writing Effective Grant Proposals, SaskCulture Inc.

Top Ten Grant-Writing Tips, Toronto Arts Council

Grant Writing Dos and Don'ts, Imagine Canada

How to Write An Effective Grant Proposal| A Nonprofit's Guide, DonorBox

Strategies for Effective Proposal Writing, Ontario Healthy Communities Coalition

Grant Writing 101, Shanina Sayani and Laura Metcalfe, Art Reach Toronto, 2016

Grant-writing Handbook, Greater Victoria Community Funders Network, 2018