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Proposal Writing Basics
Andrea SnyderGrants Collection
Enoch Pratt Free [email protected]
(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
(410)396-5320