Tips for Successful Proposals

• Follow the Directions. This sounds simple, but many proposals are disqualified or receive a lower score because the grant writer did not follow the instructions, answer each question, and/or ignored page limits and margin/font-size requirements. Sections should be clearly identified and pages should be numbered. Answer only what is asked - do not make the reviewer hunt for the answer.
• Justify the Need. Define the need and what factors have contributed to that need. Identify the current gaps in services and inadequacies of the current system. Describe the population that will benefit from the program. Provide data that also supports the demand for the service. Don't assume that just because there is a need for the program that there is a demand for that service. Use local data instead of national statistics whenever possible.
• Develop a Partnership Network. Identify key stakeholders and how they will be involved in the project. Discuss relevant community assets. Collaboration with other agencies is often a requirement in government grant applications.
• Provide Specific and Measurable Goals. State the goals as outcomes or results. If the funding source has specific goals for the grant program, you must describe how the program will meet those goals and the evaluation methodology that will be used.
• Develop a Work Plan and a Timeline. Identify the major activities of the program and key staff positions. Discuss staff and agency experience in carrying out similar programs. The timeline for the project should be realistic and achievable. Discuss the plan for sustaining the project after the grant period has ended or if renewal grants are not available.
• Develop an Evaluation Plan. Identify the success indicators and performance measures. Describe the data that will be collected and the methodology for collecting it. Discuss how the evaluation findings will be used to improve and/or modify the program.
• Develop a Detailed Budget. Identify the resources that are needed to successfully carry out the program. Use the budget forms from the application. Do not add line items unless the instructions say you can. Show the total cost of the program and other funding sources as well as the amount being requested from the funder. Identify non-financial contributions such as volunteers and in-kind services. Check your math and then check it again!
• EDIT, EDIT, EDIT. The hardest part of grant writing can be conveying an agency's mission in concise and concrete language. With each draft, edit the answers and let the details emphasis the worthiness of the project rather than depending on flowery language. Don't "fluff" and use spell check!
• Application Completeness. Include all required attachments in the order requested. Check all copies to be sure they are complete. Do not add any additional information unless the instructions indicate that you can. If it is not requested, the reviewer will not read it.
• Be on Time and in the Correct Place: Double check the due date and be sure your application arrives on time to the appropriate location. If your grant application is late, it will not be reviewed. Check the mailing address and the acceptable methods of delivery. Many government agencies will only accept applications from specific delivery companies due to security issues. With some federal grants, copies are sent to both the Field Office and Washington.
• Training. Many government agencies conduct free workshops for applicants. Successful competitive government grant proposals require a detailed understanding of program regulations, guidelines, and scoring criteria. Even if the workshop requires overnight travel, it can be worth the time and money to completely understand the grant process.

Common Mistakes in Grant Writing

• Chasing the Money. Be sure the funding is appropriate for your agency.
• Downloading the Wrong Grant Application or Using Last Year's Application. Similar grant applications can be issued simultaneously by the same funder. Applications also change from year to year. Be sure you have the most recent version
• Not Reading the Application Thoroughly. Instructions for government grants can be lengthy and complicated. Highlight the most important points and check the Q&A section for further clarification.
• Not Allowing Enough Time to Complete the Application. Start early and don't delay. It takes time to gather data, calculate costs and develop collaborations with other agencies.
• Failing to Understand the Competitive Process. Unless the funding is based on a formula, always assume the demand for funds is higher than the supply.
• Disregarding the Funder's Questions. If it is important to the funder, it is important to you.
• Reorganizing the Proposal. Follow the format instructions and place items in the order the funder has requested. This is not the time to be creative.
• Application is Not Complete. Be sure that there are signatures and dates where they are requested and all attachments have been included. Incomplete applications lose points and sometimes get disqualified.
• Not Doing the Math Correctly. Use an Excel program but also add, re-add and then have someone check your math. Funders lose confidence when budgets are inaccurate.
• Using a Former Proposal without Updating It. Be sure that you use current data and update all agency information. If you are using an application that has been previously submitted to another funder, be sure you change the name throughout the application.
• Budget Surprises. Don't ask for items that are not discussed in the narrative.
• Starting the Program before the Contract is Signed. If you do not have a signed contract in hand, do not begin incurring costs for the program. Most funders will not reimburse you for any costs incurred before the grant contract is signed.

A Final Note