Research a foundation s proposal requirements and obtain required forms and guidelines Gather the information that you will need to write the grant

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2 Research a foundation s proposal requirements and obtain required forms and guidelines Gather the information that you will need to write the grant proposal: TIMETABLE BUDGET Description of the project List of who is involved in the delivery List of who/what will be served? Geographical location where work will take place Methods for accomplishing the project Staffing requirements

3 How does this project meet your organization s mission? What watershed need is being met by this project? How will this project help further your organization s goals? Why is this project a priority for your organization? How will you measure success? What are the anticipated outcomes? Does the project benefit justify the cost?

4 Strategic plan (as a reference) Staff and board profiles Past & current success measures and outcomes List of current funders for the project or the organization Organizational background, history and budget Copy of IRS 501(c)3 letter

5 Ask yourselves: Who has time to do it right? Who has the familiarity with the project and organization? Who has the skills and talent for the task? The proposal doesn t need to be slick, but it does need to be well written: clear, organized, succinct and compelling Potential grant writers: staff, board and volunteers

6 Who knows the organization or project well enough to fact check? Who can be objective? Who is a careful reader? Who will do it in a timely manner? Consider board members or volunteers

7 The grant is a platform for presenting the need of your community/watershed for the service your organization will provide. Potential funders need to know that their money will be well spent on a worthy project by people who know what they are doing. Funders want to see the need, the project and how it fits with the organization s mission. Funders want to see proof of organizational strength and past success. Funders want to UNDERSTAND your organization and project (make the project, the need, the fit, etc. clear and directly link them with outcomes of the project)

8 Write an outline Write according to the format the funder wants Avoid jargon and acronyms Use Water Words that Work Keep in mind that people give to people Funders want data, numbers and outcome measures, but they also want stories of the people and places your project will effect Be specific Describe the problem and the solution (your project or program) and how it addresses the problem. Be realistic in presenting the solution and its impact.don t over commit! You will have to report on the results!

9 Be succinct without sacrificing quality or omitting key facts. Write it, revise it, edit it, proof it, put it away, read it again. Prepare the appendices. The appendices support your case. Make sure they are correct, send the right message and are professionally presented. Do not send more than is requested.

10 Closely follow the funder s guidelines Write a cover letter. Remember it may be the first and only thing read by the funder and could be the basis for rejection! Make a specific request Include a couple of paragraphs about why you are applying for the grant from the funder Mention any prior discussion Describe the contents of the proposal package Briefly explain the project Offer to meet and provide more information Signed by the Chair of the Board or the Executive Director Do not exceed 1 page

11 Depending on the length of the proposal, provide a table of contents Include an appendix as requested by the funder. This could include: Board lists (name and affiliation) Staff biographies /resumes, Operating budgets Current funding sources Copy of IRS 501(c)3 letter An audited financial statement. Individually prepare each proposal for each funder and customize as necessary. Don t worry about the packaging. Staples or plastic strips. No binders, CD s, DVD s, plastic sleeves, etc. Three documents go into a manila folder cover letter, stapled proposal, stapled appendix Make sure you send the package to the right person by the deadline

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13 Contact the grant maker Ask if you could have done anything differently in writing your proposal Ask if you might resubmit again to them in the next grant cycle.

14 Congratulate Yourself! Don t forget to celebrate! Acknowledge the grant Promptly send a thank you note as well as any contracts or requested information the granter requests.

15 Track all expenses charged to your grant and keep receipts. Be aware of whether you will have to submit these at any point to the foundation. Make sure the person in charge of tracking expenses and submitting reports has a copy of the grant contract and is aware of what level of tracking is expected from the funder. Expend funds as outlined in the budget that was submitted to and approved by the foundation. If you need to shift some funding around once you get started, get approval from the grant maker before doing so. Be aware of whether your funder requires an audit of your organization s finances as a condition of the grant and plan accordingly.

16 Submit all required reports in a timely manner. Your final report should tell the foundation how their funding made a difference. Use stories, facts, figures and photos if appropriate. Keep track of successes and impacts of the grant throughout the year so that this information is readily at hand. Update the funder on major victories that result from the grant when they occur. Complete all the work that is being funded within the timeframe of the grant. If you have any problems completing the work on time, discuss them with the grant maker before the end of the grant period. Grantmakers want to see you succeed and may help you find solutions to unexpected problems you encounter.

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