Writing a Successful Grant Proposal

Introduction

Obtaining research and program grants from funding sources, such as the government and private foundations, is an important factor for starting, growing, and improving public or service programs. The artistry of grant writing, or grantsmanship, is a skill acquired by seasoned grant writers;^[1] however, with practice and repetition, writing a winning grant proposal can be achieved by anyone. A grant proposal is a clear and concise document written to a particular funding agency with the purpose of persuading the reviewers to provide you with financial support.^[2]

The majority of funding opportunities are competitive; therefore, a strong application should demonstrate why the program or proposal is the most deserving of the available funding.^[3] It is important to prepare a grant application based on the specific requirements in the grant solicitation.^[4] This article will provide suggestions for writing a well-prepared and successful grant application.

Before You Begin Writing

First, review eligibility and prequalification requirements. Some grants are open only to certain units of government, while others are open to non-profit agencies. Once eligibility is confirmed, check for any prequalification requirements. ICJIA requires completion of a set of prequalifiers prior to entering into a contractual grant agreement with an agency.

Review successful grant writing samples and seek opportunities for technical assistance. Many granting agencies provide resources designed to help ease the application process for possible grantees. ICJIA offers free, online Technical Assistance Workshops to assist grant seekers in applying for most state and federal grants offered in Illinois. Find out more and register.

Next, thoroughly read through the entire grant solicitation, paying specific attention to the granting agency’s key interests. Carefully design the proposal to respond to specific interests, expectations, and guidelines. All solicitations are different, but most applications require:

• Program summary.
• Statement of the problem.
• Goals and objectives.
• Implementation plan.
• Budget.
• Budget narrative.

High scores are given for clear and concise grant applications. Avoid unnecessary jargon. Use subheadings to separate topics to keep the application organized.

In any funding application, the strengths of the organization/individual applicant and the relevance of the grant proposal are necessary selling points.^[5] Koppelman and Holloway (2012) suggest reviewers also look for these key elements:^[6]

• Innovative ideas
• A focused and well-written problem statement
• Specified aims and measurable outcomes
• Appropriate preliminary data (statistics, needs assessment, evidence-based practices)
• Relevant experience, credentials, and prior grant history
• Accurate budget justification and narrative
• Fulfilment of all regulatory paperwork

Elements of a Grant Application

Program Summary

The program summary is often the last thing written by grant applicants and the first thing read by grant reviewers. This is an excellent opportunity to reveal the importance of the project and its impact. Write with the reviewers in mind and “do not make the reviewers work harder than they have to” (p. 572).^[7] The summary should include the name of the applicant/organization, organization history, and experience. Detail the problem to be addressed with the grant, what can be accomplished with the proposed funding, the strategy that will be used to achieve the listed outcomes, a detailed timeline of action items, and an itemized budget to support the grant request. Highlight significant previous accomplishments and successes.

Statement of the Problem

Craft a problem statement that clearly explains what will be addressed with the proposed funds. Include statistics, cite research studies or pilot data, and add any local, public, and private agency data to further illustrate the problem and bolster the argument for funding. Use only relevant research and data and avoid overwhelming reviewers with information they do not need. Describe any best practices that have been applied to the problem or limitations that could be addressed with funding.

Goals and Objectives

The goals and objectives should be focused, measurable, and accomplishable within the timeframe and budget proposed by the granting agency.^[8] Define a goal that specifically addresses the problem statement. Include at least one measurable objective in response to each problem described. Describe how grant funding will impact the proposed program or project. Include data to support the need for grant funding. Perhaps your program would be able increase the number of people it serves with a grant to support hiring more staff. Describe how service expansion would help the organization achieve its goals.

Implementation Schedule

An implementation schedule outlines the steps the applicant will take to solve the stated problem and meet the proposed goals and objectives. An implementation schedule is a list or table describing every proposed program/project activity and projected execution dates. List the steps in a logical order while emphasizing vital elements. Include a schedule of the tasks to be performed, including individual/group responsibilities and specific start and end dates for each one. Be sure to add necessary staff hiring needs and dates and include any data, fiscal, and administrative staff that will manage the vital functions of the proposed program.

Granting organizations may require an evaluation plan to measure project or program goals and objectives. Collect data on each objective for the duration of the program to support the evaluation. The evaluation will provide information on the program’s effectiveness and could help build a case for future funding.

Budget and Budget Narrative

The proposed budget must detail all expenses the organization seeks to cover with the anticipated grant funding. The grant solicitation will specify periods of grant performance—the time during which a grant may support a program—and the proposed budget should reflect costs incurred only during that period. Proposed costs may include travel expenses, personnel, equipment, supplies, and contractual work. Closely follow the instructions and pay special attention to cost allowability and expenses that may not be covered by the grant. Budgeted items must be cost-effective in relation to the proposed activities. Cuschieri et al. (2018b) recommends applicants accurately report program costs to increase chances of achieving grant funding and maintain credibility.^[9] Include a budget narrative that describes all line items and clearly how the budgeted amounts were calculated.

Final Steps

Give your final draft another critical read, make revisions, and invite colleague feedback. When the final document is ready, closely follow the application’s submission instructions. Include all required additional documents, which may include staff resumes, letters of support from community partners, memorandums of understanding, and non-for-profit certifications. Be sure to allow enough time to submit all documents in the correct format prior to the deadline.

Conclusion

Grants are an important and effective resource to help grow, improve, and support a variety of programs and research. Effective grant proposal writing is a vital skill for individuals and organizations in need of funding. With practice and patience, successful grant writing can be achieved and important programs can secure much needed funding support.