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Elements of a Grant Proposal

When writing a grant proposal, remember that your grant application is about the community – not about you. While different funders require different components, below are some sections in a proposal that you may see requested.

Cover Letter

A cover letter is an introductory document that outlines your mission and purpose in applying for grant funding. It should also describe how your proposal meets the funder's goals and objectives. The letter should be brief and concise, being no longer than one page in length.

Abstract/Summary

The project summary should describe the needs that will be addressed, the proposed service, and the population that will be served. It should not refer to other parts of the application. Instead, it describes your organization, the scope of your project, and the cost. It should include:

  • Demographic information – a summary of the target population with whom they will be working.
  • Barriers – how the project will overcome community barriers.
  • Project feasibility – a summary of how the project will implement the scope of the work.

Project Narrative

Need or Problem Statement

The need or problem statement analyzes the situation using the best data you have available and citations where possible. This section describes the problem and how you plan to address it, as well as outlines strengths and weaknesses of the current situation. It should establish the community need, not your organization's need.

Things to consider:

  • Clearly describe the nature and extent of the problem.
  • Why is the problem or situation occurring? How do you know? Cite your sources.
  • Make sure the problem you identify and the project you propose match. Avoid identifying a problem of a very general scope.

Project Description/Objectives

This should be described in a narrative form and, if requested, in a workplan format. Objectives should specify a result, not an activity.

Use SMART objectives:

  • Specific
  • Measurable
  • Attainable
  • Realistic
  • Timebound

Describe activities that will take place to achieve the desired outcomes. Who will be doing what, where, and when? Why is it being done that way? The funder should easily be able to understand how things will work and what role each person will play.

Evaluation

This section holds you accountable to the funder with timely reports and helps you maintain accurate records to measure if the project is successful. These records can also be used to build credibility for future grants.

  • Outcome Evaluation Plan – measures the results of the program at the end. Include what data you will collect, when, and how it will be used.
  • Process Evaluation Plan – explains how you can make appropriate adjustments to your program as it progresses.
  • Data Collection Tools – surveys, pre/posttests, client assessments, focus groups, observations by trained personnel, physical measurements, control groups, etc.
  • Performance Measures – compare actual performance with expected performance and shows if objectives are being met.

Sustainability

Present a plan to show how your program will continue after their money is gone. Who else is supporting the program? Some common sustainability plans involve volunteers, in kind/cash leverage, or local organizations who have pledged support or explained fundraising activities.

The sustainability plan should address:

  • Building awareness and support.
  • The benefit of the program to the community.
  • The importance of evaluation to sustainability.
  • Building relationships with the community, key stakeholders, and partners.
  • Community exposure.

Budget

A well-defined budget defines all costs related to project implementation, including the funding source contribution and other contributors. The budget narrative describes and justifies the cost assumptions for each category and line item in the budget spreadsheet. The budget spreadsheet must include all costs associated with the project's activities. A budget must be able to stand on its own and not raise further questions.

When writing your budget, consider the following items:

  • Income – your income source statement will tell the funder how you expect to carry out the proposed project. In addition to the grant funding, are there other sources of financial support, such as donations or in-kind funds from external organizations? Include all anticipated support in your budget.
  • Direct expenses – direct expenses can include supplies, transportation costs, postage, and personnel salaries. If you include volunteers in your budget, include their services in the budget as in-kind contributions.
  • Indirect expenses – these expenses are more difficult to assign to a single project, such as rent, utility, or administrative costs.
  • Matching funds – some grants require the awardee to participate in the cost of the program by a predetermined ratio or basis (for every $2 funded through the grant, the grantee must provide $1 in matching funds). Not all grants require matching funds.
  • View an example budget spreadsheet and budget narrative.

Appendices

The grant application should reference anything required, don't just attach random documents. Examples may include:

  • Resumes
  • Letters of support
  • Articles
  • Charts, graphs, and maps