Bristol Organizations

An Organization Dedicated to Organizations

 

The Basics - From Summary to Budget

By Joanne Fritz, About.com 

Grant proposals are a part of any fundraiser's portfolio. Although grants can be from a variety of sources (such as foundations or a government entity1), most require the same basic information in the grant proposal. Most grantmaking organizations have their own proposal/application forms, although a few may only give you some basic guidelines. In any case, here are the most common sections of a grant proposal, and the information you should include.

 

1. Cover Letter2

You may think that writing the proposal is the most important task a grant writer has. It is, but attention to the finer points of putting together the proposal package, including the cover letter, can make or break a funding request.More information about writing a cover letter.4

 

2. Executive Summary5

The summary actually comes first and helps the grantor to understand at a glance what you are seeking. At the beginning of your proposal, write a short summary of your proposal. The summary can be as short as a couple of sentences, but no longer than one page. More details about writing your executive summary.6

 

3. Need Statement (may be called a statement of need or problem statement)7

This is the meat of your proposal, and where you must convince the funder that what you propose to do is important and that your organization is the right one to do it. Assume that the reader of your proposal does not know much about the issue or subject. Explain why the issue is important, and what research you did to learn about possible solutions. More details about writing your need statement8

 

4. Goals and Objectives9

What does your organization plan to do about the problem? State what you ultimately hope to accomplish with the project (goal), and spell out the specific results or outcomes you expect to accomplish (objectives).More details about writing goals and objectives10

 

5. Methods, Strategies or Program Design11

Once the goals and objectives of your grant proposal are in place, you need to walk the grantor through the methods you will use to achieve those goals and objectives. You may be required to provide a logic model12 in this section.More details about methods.13

 

6. Evaluation14

How will you assess your program's accomplishments? Funders want to know that their dollars actually did some good. So decide now how you will evaluate the impact of your project. Include what records you will keep or data you will collect, and how you will use that data. If the data collection costs money, be sure to include that cost in your budget. More details about evaluation.15

 

7. Other Funding or Sustainability16

Have you gotten committed funds from other sources? Or have you asked other sources? Most funders do not wish to be the sole source of support for a project. Be sure to mention in-kind contributions you expect, such as meeting space or equipment.  Is this a pilot project with a limited time-line? Or will it go into the future? If so, how do you plan to fund it? Is it sustainable over the long haul? More details about writing your sustainability section.17

 

8. Organizational Information18

In a few paragraphs explain what your organization does, and why the funder can trust it to use the requested funds responsibly and effectively.  Give a short history of your organization, state its mission19, the population it serves, and an overview of its track record in achieving its mission. Describe or list your programs. Be complete in this part of your proposal even if you know the funder or have gotten grants from this grantmaker before. More details about writing your organizational section.20

 

9. Budget21

How much will your project cost? Attach a short budget showing expected expenses and income. The expenses portion should include personnel expenses, direct project expenses, and administrative or overhead expenses. Income should include earned income and contributed income. More details about budgets.22

 

10. Additional Materials

Funders are likely to want the following:
  • IRS letter proving that your organization is tax-exempt23.
  • List of your board of directors and their affiliations.
  • Financial statement from your last fiscal year24.
  • Budget for your current fiscal year.
  • Budget for your next fiscal year if you are within a few months of that new year.

 

11. Putting it all together

Put everything together with your cover sheet and a cover letter. You may need to have your CEO and/or the Board President sign the cover sheet or letter. You do not need a fancy binder, but it should all be neatly typed and free of errors.

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