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Grant Writing Tips

Drawn From: www.schoolgrants.org and http://www.epa.gov/enviroed/granttips.html

Take Time to Fully Develop Your Project Idea

  • Never write a proposal if you have not first fully developed the project.

Find Grant Opportunities That Are a Good Fit for Your Project

    • You should always seek grant opportunities that match your program's goals and objectives rather than the other way around. Do not try to make the grantor's program fit what you want to do - your program must be in line with the funding agency's priorities.

    • Make sure your institution and/or project fits within the guidelines of the funding agency. Be sure to make a note of any geographical preferences and/or limitations. 

Know Your Prospective Funders

    • Obtain as much information as possible about a prospective grantor. Before applying for a grant you should understand the mission of the grantor, research past-funded programs, and determine the range of grant awards typically given by the agency. 

Details are Important!

    • Follow the grantor's instructions to a T.   Applications are often turned away when they do not exactly meet the funding agency's requirements.

    • Note whether the proposal must be received or postmarked by the deadline.

    • Proofread!  Spelling and grammar errors show a lack of concern on the part of the applicant.

    • Include a one-page cover letter if not specifically prohibited by the funding agency.  The cover letter should briefly introduce your organization and describe your project, including the funding request.  The cover letter should be signed by your school's or district's executive officer and should be written on school/district letterhead.  

    • Formatting:
      • Chose a font type and size that is easy to read (preferably 12-point).
         
      • Bold headings and sub-headings help break up the proposal and also make it easier for the reviewer to find sections within your proposal. 

Do Not Be Afraid to Ask for Help

    • If unsure of a specific requirement, call the funding agency. They are looking to receive good proposals and will be happy to clarify application instructions.

Be Realistic About Your Goals and Budget

    • Keep your goals realistic! Consider the timeline, budget and resources available to you.

    • Have a reasonable, detailed budget.  Research costs prior to submitting your application and be sure to explain your budget even if there are no requirements to do so. Your budget and budget narrative must closely match the described activities. 

Communicate Your Message Clearly and Concisely

    • Describe exactly why there is a need for the project in your community or in the field of environmental education.

    • Define the specific goals and objectives of the project. Describe exactly what you are going to do and how you are going to do it.

    • Provide a detailed description the individuals or groups that make up your audience; for example, 30 high school science and math teachers or 60 middle school students.

    • Keep in mind that acronyms and terms specific to your profession may mean nothing - or may mean something different - to the foundation. Write your proposal as if you are communicating with someone who is not an educator and knows nothing about the field.

    • Have someone who is not involved in the project (preferably not involved in your field) read and critique your draft application.

    • Explain the project’s potential for wide application or how it could serve as a model for other communities or organizations.

Abstracts are Crucial

    • Most proposals, particularly foundation and corporation proposals, should include a short project abstract.  The abstract defines your entire project - needs, goals, objectives, and budget - on a single page.  Remember that it is this summary that is usually read first. If you haven't adequately described your project in your abstract, it may be the only part of the entire proposal that ever gets read. 

    • Even though the abstract is required at the beginning of the proposal, consider writing it last.

Other Considerations

    • Does your proposal address the priorities listed in the Request for Proposal (RFP)?  How many of the priorities were met?

    • Will you collaborate with community programs or other partners? If so, describe these partnerships in your application.

    • If possible, cite research that supports the program for which you are requesting funding. 

If at First You Do Not Succeed, Try, Try, Try Again!

    • The most important thing for grant-writers to remember is that they might submit a perfect application and still receive a rejection. Most foundations have limited resources with which to fund projects.  Do not get discouraged if you get a rejection from a possible funding source. 

    • Always write thank-you notes, even if your project is not funded initially!

    • If your project is rejected, ask the grantor for reviewer comments.  The comments can offer invaluable tips for improving your future grant applications.

    • Reviewing successful proposals can be a great learning tool.  SchoolGrants.org has several successful proposals that you can view online or download at no cost. To view these visit their Sample Proposals page.

Track Your Progress and Keep Your Funder(s) Informed

    • If you are fortunate enough to have your proposal funded, send a thank you note for the grant and keep the funding agency informed about your activities, progress and accomplishments. 

    • Invite funders to come see your program in operation.  Send photographs of the program in action.  Send quarterly or semi-annual reports that tell how you've used the funds.  In short, make the grantor your partner.