Proposal Writing Basics

Andrea SnyderGrants Collection

Enoch Pratt Free LibraryGrc@prattlibrary.org

(410)396-5320http://flickr.com/photos/klytemestra/101561441/

What We Will Learn Today

• Getting Started

• Before Your Write

• Writing the Proposal

• Submitting Your Proposal

• What Happens Next?

Getting Started

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Planning

• IRS 501(c)(3) Status

• Project vs. General Support

• Timing

Information Gathering

• Project Concept and Its Place in your organization

• Project Timetable

• Outcomes

• Budget Needs

Researching Potential Funders

• Who funds in our area of interest?

• Who funds in our geographic region?

• Who will provide the type of support we need?

Before You Write

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Organize Your Prospects

• Verify all deadlines• Create a spreadsheet or chart:

– Donor name– Deadline– Project– Amount to be requested– Be optimistic: Leave a column for grant amount and

date received

• Gather contact information

Approach the Foundation or Corporation

• Read the guidelines thoroughly• Make initial approach via telephone• Call with an idea as to which of your

programs might be of interest• Ask for a visit (if you have something to show,

ask if you can meet at your office.)• Know the deadline date and correct contact

information

What is the purpose of a proposal?

• To convince the funder– there is a challenge in the community– your organization has a program in place to

meet the challenge– your organization has the ability to

successfully implement the solution

Writing the Proposal

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Five basic principles

• The proposal should be neat, clean, and easy to read

• Write your proposal in English• Make it brief• Be positive• Avoid unsupported assumptions

From: Program Planning and Writing by Norton Kiritz. Los Angeles: The Grantsmanship Center,

1980.

Writing Style & Tips

• Prepare an Outline

• Give a Name to Your Project

• Keep Narrative Clear and Simple

• Use Action Words; Avoid Jargon

• Revise and Edit

Proposal Contents

• Title Page & Table of Contents• Executive Summary • Statement of Need• Project Description• Budget• Organization Information• Conclusion • Appendix & Supporting Materials

Statement of Need

• The Problem and Issues the Project Addresses

• Supporting Facts and Statistics

Project Description• Goals

– Broad, general statement of what your project will accomplish

• Objectives– S(pecific)– M(easurable)– A(chievable)– R(ealistic)– T(ime-bound)

Project Description (cont.)

• Methods

• Replicability

• Staffing and Administration

• Collaboration

Project Description (cont.)

• Evaluation

– Measure the outcome or product

– Analyze the process

Project Description (cont.)

Sustainability

• Demonstrate the long-term financial viability of

the project and of your organization

– Is the project finite?

– Could it be self-sufficient?

– Will it be attractive to other funders?

Budget• Expenses

– Direct costs:• Personnel• Non-personnel

– Indirect costs

• Income (Fees)

• Budget Narrative– Notes to budget for unusual items

Information About Your Organization

• History and Mission

• Programs and Expertise

• Board and Staff

Conclusion

Final Appeal for Your Project

• What You Will Accomplish

• Why It’s Important

• Who will benefit

Executive Summary

• State the Problem and Solution

• Your Funding Requirements

• Your Organization and Its Expertise

Appendix & Supporting Materials

• List of Board Members and Key Staff]

• IRS 501(c)(3) Letter of Determination

• Financial Documents

• Supporting Materials

Packaging Your Proposal

• Cover Letter– Reference Recent Contact– Request for Funding– Your Proposal Package Contents– Offer to Meet and/or Answer Questions

• The Proposal– Add a title page and table of contents

• Appendix & Supporting Materials

Proposal Submission

• Follow the funder’s guidelines

• Initial contact– Telephone call?– Letter of inquiry?– Full proposal?– Common Grant Application Form?– Funder’s own application form?

Submitting Your Proposal

What’s Next?

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Follow-up with Foundations

• Cultivating Relationships After You Submit the Proposal

– Telephone Conversations and Appointments

– Board contact

– Keep them informed

The Answer is YES!

• Write a Thank You Letter

• Keep the Foundation Informed about the Project’s Progress

• The Renewal Request

Your Proposal is Turned Down

• Don’t Take it Personally

• Find Out Why• Inquire About the Prospect for Future

Funding

• Move On - Seek Out Other Prospects

Resources

•Pratt Library – Grants Collection

www.prattlibrary.org/locations/grants

•Foundation Center

www.foundationcenter.org

•Association of Baltimore Area Grantmakers

www.abagmd.org

•Maryland Nonprofits

www.marylandnonprofits.org

Andrea Snyder

Enoch Pratt Free Library

www.prattlibrary.org/locations/grants

grc@prattlibrary.org

(410)396-5320