Grant Writing Tips
As published previously in SchoolGrants Newsletter

Ken Ristine's Hints for Letters of Inquiry

As a funder who asks for letters such as you cite, here is what we want regarding a budget.

First, remember that the goal of the letter is to sell the foundation on taking your project to the next step in their funding process.  The focus of your letter is to talk about what you are trying to accomplish and why.  The reason we ask for a letter rather than some sort of application form or a
full proposal is that 1) application forms are very poor media for telling your story to educate and convince people of the importance of the needs/situation you want to address and for your project in particular, and 2) your letter, ideally, summarizes a full proposal that you have written and that is available for you to use as reference if the letter prompts us to go to the next step in our process.

Second, if your letter is telling a compelling story, then as we come to the end of your letter, we (funders) are asking ourselves: "How much is this going to cost?" Answering that question is the entire purpose of your budget.

Again, since the letter is a summary of a full proposal, we are not looking for details.  I specifically look for 1) the total amount/cost, 2) the broad brush look at where you plan to raise the money (i.e., foundations, individual giving, government, investment of organization reserves), and 3) how much are you asking of this foundation? All of these are subject, of course, to a general review of common sense.

Third, depending upon the kind of project you are working with you may also need to anticipate a foundation asking you, "How are you going to support this effort in the long term?"  For a capital project this might mean defending how you will support the operating costs of a new facility...especially if it is a larger facility.  Sometimes, the long term operating costs may be less that your current costs, say if you are currently renting a lot of space that you can consolidate into your new facility.

If you are starting a new program, funders always want to know how you plan to support the project after the term of their grant.  Given all the opportunities we have, we tend to favor projects that tie into some identifiable funding stream. So often your need for grant money is not only to cover the costs of direct services during a startup...but also for those things that may be needed to develop an ongoing funding base. This is critical to your budget planning.  If you claim you will support a new program through an expanded donor base that you will develop over the two or three year startup...then you budget ought to have some specific expenditures for building that donor base.

(Thanks, Ken, for permission to use your posted response to a query on the GRANTS listserv!  Your knowledge and sharing are much appreciated!)

Many foundations require a letter of inquiry before accepting full proposals from applicants.  This allows foundations to easily choose projects about which that they wish to learn more.  It saves schools the time it takes to complete a full proposal that no one reads.  But, what should you include in a letter of inquiry?

Before submitting a letter of inquiry (or, certainly, a full proposal), be sure your project meets the foundation's guidelines and initiatives.  If the foundation does not provide specific instructions for a letter of inquiry, the following format has been recommended:

• Name and address of the legal grant recipient organization;
• Contact person(s) and title(s).  Include telephone and fax numbers, as well as e-mail address!;
• A summary of your organization's mission;
• The size of this year's operating budget;
• A description of your proposed project.  Make sure this is closely related to the foundation's giving initiatives!!;
• A summary of your project goals, objectives, and measurable outcomes. Again, these should be closely tied to the foundation's guidelines!;
• A list of the key individuals responsible for the project;
• If applicable, a list and brief description of project partners;
• The time frame for the proposed project;
• A brief description of funds requested and a description of how they'll be used; and
• A statement regarding any prior funding you've received from the foundation.

All of the above should be included in a letter to the foundation that does not exceed 3 to 5 pages, plus any required attachments.  Required attachments typically include a project budget, a year-to-date financial statement, and a copy of your IRS tax-exemption letter.

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Your work has really only just begun after you write a successful grant proposal and receive funding for your project! Managing a grant can be a tedious process and as much time needs to go into an effective management plan as went into the initial program planning prior to writing your proposal. 

Before you even write a proposal, you should do a self-evaluation of your organization's capability to properly manage the grant. Is the staff going to have the time and expertise to be effective grant managers? If the answer to that question is "no", you may be better off in the long run not applying for the funds.

An organized system of grants management should be in place that is coordinated from the beginning of the project to the end. Effective grants management includes:
* continuously monitoring how well the project is meeting its goals and objectives;
* verifying that all expenditures of grant funds are allowable and appropriate;
* completing required programmatic and fiscal reports on a timely basis;
* conducting a thorough project evaluation - including the distribution and submission of any agreed upon reports;
* preparing for audit visits which the grantor may wish to conduct during and/or after the project; and
* closing out the project according to the grantor's guidelines.

Remember: how well you manage your grant will shape your reputation and may determine whether you receive future funding. 

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The March/April 2000 edition of Foundation News and Commentary features The Inner Secrets of Successful Proposals, an article written by Linda A. Long, a freelance writer. The article gives tips on writing a successful proposal based on information Ms Long gained through conversations with the funders themselves. (The article is no longer available online.)

Following are some tips to keep in mind during the grant-writing process:

1. Research before beginning! Do not submit a proposal to any foundation or funding agent without first verifying that your project fits within the funder's guidelines. 

2. Read the grant guidelines! Many foundations have detailed guidelines available to grant-writers. These guidelines are made available so that proposals submitted to them will meet their funding initiatives. Applications that carefully follow the published guidelines allow them to easily determine if your project is one that matches their interests.

3. Be concise! Put yourself in the place of the foundation's proposal reader. They receive and must review hundreds of proposals. The more easily and quickly they can determine if your project meets their objectives, the happier they are going to be.

4. Clarity is important! Keep in mind that acronyms and terms specific to your profession may mean nothing - or may mean something different - to the foundation. Write your proposal as if you are communicating with someone who is not an educator and knows nothing about the field.

5. Proofreading is imperative! Have someone who was not involved in the writing process proofread your proposal before it is submitted. Typos, poor grammar, and other errors that are easy for a separate set of eyes to recognize are easy to overlook in your own work. Submitting a proposal with such errors, however, gives the impression that you either don't know better or are willing to submit shoddy work. 

6. Collaboration is vital! Foundations often prefer to fund projects that have the greatest impact for the community and that are non-duplicative in nature.

7. Realistic budgets are a must! Research your budget needs carefully before submitting your proposal. Do not ask for more - or less - than you feasibly need to ensure your project's success.

8. Don't forget the evaluation component! Your proposal should include methods for evaluating the effectiveness of your project. Evaluation is a necessary component of all projects - without it you will not know if your project is progressing as it should.

9. Address project sustainability! Foundations and governmental agencies want to know that, if your project is successful, it will be continued even after their financial support has ended.

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What happens to your proposal after you submit it to the grantor? What kinds of simple things can you do that will help make your proposal more competitive? Take a look at these grant writing tips that were originally published in the 7/15/2004 issue of SchoolGrants Biweekly Newsletter to find out!

(requires Adobe Acrobat Reader)

Many grantwriters do not thoroughly research the priorities of the grant-making agency prior to writing their applications. This is a formula for almost certain failure.  Applications should be specifically tailored to the foundation and requested projects should fall well within its initiatives, priorities, and guidelines.  Applying for funds from an agency that does not support either your area of interest or your geographical area is a waste of your time and the program officer's time.

Do not overlook small corporations and businesses in your area when seeking grant support.  These companies often have an interest in funding projects that support the community where their employees live.  

Always keep your funder informed of your project's progress and impact.  Remember, they have made an investment in your program and it is your obligation to let them know how their investment is faring.

Remember that proposal review is a subjective process.  You should always provide as much information in as clear and concise manner as possible to help the reader understand your agency and your program.  Refrain from using acronyms common to your area of expertise.  Many readers are not going to be familiar with their meaning.

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