how to write grant proposal for research

The Ultimate Grant Writing Guide (and How to Find and Apply for Grants)

Securing grants requires strategic planning. Identifying relevant opportunities, building collaborations, and crafting a comprehensive grant proposal are crucial steps. Read our ultimate guide on grant writing, finding grants, and applying for grants to get the funding for your research.

Updated on February 22, 2024

Embarking on a journey of groundbreaking research and innovation always requires more than just passion and dedication, it demands financial support. In the academic and research domains, securing grants is a pivotal factor for transforming these ideas into tangible outcomes. 

Grant awards not only offer the backing needed for ambitious projects but also stand as a testament to the importance and potential impact of your work. The process of identifying, pursuing, and securing grants, however, is riddled with nuances that necessitate careful exploration. 

Whether you're a seasoned researcher or a budding academic, navigating this complex world of grants can be challenging, but we’re here to help. In this comprehensive guide, we'll walk you through the essential steps of applying for grants, providing expert tips and insights along the way.

Finding grant opportunities 

Prior to diving into the application phase, the process of finding grants involves researching and identifying those that are relevant and realistic to your project. While the initial step may seem as simple as entering a few keywords into a search engine, the full search phase takes a more thorough investigation.

By focusing efforts solely on the grants that align with your goals, this pre-application preparation streamlines the process while also increasing the likelihood of meeting all the requirements. In fact, having a well thought out plan and a clear understanding of the grants you seek both simplifies the entire activity and sets you and your team up for success.

Apply these steps when searching for appropriate grant opportunities:

1. Determine your need

Before embarking on the grant-seeking journey, clearly articulate why you need the funds and how they will be utilized. Understanding your financial requirements is crucial for effective grant research.

2. Know when you need the money

Grants operate on specific timelines with set award dates. Align your grant-seeking efforts with these timelines to enhance your chances of success.

3. Search strategically

Build a checklist of your most important, non-negotiable search criteria for quickly weeding out grant options that absolutely do not fit your project. Then, utilize the following resources to identify potential grants:

• Online directories
• Small Business Administration (SBA)
• Foundations

4. Develop a tracking tool

After familiarizing yourself with the criteria of each grant, including paperwork, deadlines, and award amounts, make a spreadsheet or use a project management tool to stay organized. Share this with your team to ensure that everyone can contribute to the grant cycle.

Here are a few popular grant management tools to try: 

• Jotform : spreadsheet template
• Airtable : table template
• Instrumentl : software
• Submit : software

Tips for Finding Research Grants

Consider large funding sources : Explore major agencies like NSF and NIH.

Reach out to experts : Consult experienced researchers and your institution's grant office.

Stay informed : Regularly check news in your field for novel funding sources.

Know agency requirements : Research and align your proposal with their requisites.

Ask questions : Use the available resources to get insights into the process.

Demonstrate expertise : Showcase your team's knowledge and background.

Neglect lesser-known sources : Cast a wide net to diversify opportunities.

Name drop reviewers : Prevent potential conflicts of interest.

Miss your chance : Find field-specific grant options.

Forget refinement : Improve proposal language, grammar, and clarity.

Ignore grant support services : Enhance the quality of your proposal.

Overlook co-investigators : Enhance your application by adding experience.

Grant collaboration 

Now that you’ve taken the initial step of identifying potential grant opportunities, it’s time to find collaborators. The application process is lengthy and arduous. It requires a diverse set of skills. This phase is crucial for success.

With their valuable expertise and unique perspectives, these collaborators play instrumental roles in navigating the complexities of grant writing. While exploring the judiciousness that goes into building these partnerships, we will underscore why collaboration is both advantageous and indispensable to the pursuit of securing grants.

Why is collaboration important to the grant process?

Some grant funding agencies outline collaboration as an outright requirement for acceptable applications. However, the condition is more implied with others. Funders may simply favor or seek out applications that represent multidisciplinary and multinational projects.

To get an idea of the types of collaboration major funders prefer, try searching “collaborative research grants” to uncover countless possibilities, such as:

• National Endowment for the Humanities
• American Brain Tumor Association

For exploring grants specifically for international collaboration, check out this blog:

• 30+ Research Funding Agencies That Support International Collaboration

Either way, proposing an interdisciplinary research project substantially increases your funding opportunities. Teaming up with multiple collaborators who offer diverse backgrounds and skill sets enhances the robustness of your research project and increases credibility.

This is especially true for early career researchers, who can leverage collaboration with industry, international, or community partners to boost their research profile. The key lies in recognizing the multifaceted advantages of collaboration in the context of obtaining funding and maximizing the impact of your research efforts.

How can I find collaborators?

Before embarking on the search for a collaborative partner, it's essential to crystallize your objectives for the grant proposal and identify the type of support needed. Ask yourself these questions: 

1)Which facet of the grant process do I need assistance with:

2) Is my knowledge lacking in a specific: 

• Population?

3) Do I have access to the necessary:

Use these questions to compile a detailed list of your needs and prioritize them based on magnitude and ramification. These preliminary step ensure that search for an ideal collaborator is focused and effective.

Once you identify targeted criteria for the most appropriate partners, it’s time to make your approach. While a practical starting point involves reaching out to peers, mentors, and other colleagues with shared interests and research goals, we encourage you to go outside your comfort zone.

Beyond the first line of potential collaborators exists a world of opportunities to expand your network. Uncover partnership possibilities by engaging with speakers and attendees at events, workshops, webinars, and conferences related to grant writing or your field.

Also, consider joining online communities that facilitate connections among grant writers and researchers. These communities offer a space to exchange ideas and information. Sites like Collaboratory , NIH RePorter , and upwork provide channels for canvassing and engaging with feasible collaborators who are good fits for your project. 

Like any other partnership, carefully weigh your vetted options before committing to a collaboration. Talk with individuals about their qualifications and experience, availability and work style, and terms for grant writing collaborations.

Transparency on both sides of this partnership is imperative to forging a positive work environment where goals, values, and expectations align for a strong grant proposal.

Putting together a winning grant proposal

It’s time to assemble the bulk of your grant application packet – the proposal itself. Each funder is unique in outlining the details for specific grants, but here are several elements fundamental to every proposal:

• Executive Summary
• Needs assessment
• Project description
• Evaluation plan
• Team introduction
• Sustainability plan 

This list of multi-faceted components may seem daunting, but careful research and planning will make it manageable. 

Start by reading about the grant funder to learn:

• What their mission and goals are,
• Which types of projects they have funded in the past, and
• How they evaluate and score applications.

Next, view sample applications to get a feel for the length, flow, and tone the evaluators are looking for. Many funders offer samples to peruse, like these from the NIH , while others are curated by online platforms , such as Grantstation.

Also, closely evaluate the grant application’s requirements. they vary between funding organizations and opportunities, and also from one grant cycle to the next. Take notes and make a checklist of these requirements to add to an Excel spreadsheet, Google smartsheet, or management system for organizing and tracking your grant process.

Finally, understand how you will submit the final grant application. Many funders use online portals with character or word limits for each section. Be aware of these limits beforehand. Simplify the editing process by first writing each section in a Word document to be copy and pasted into the corresponding submission fields.

If there is no online application platform, the funder will usually offer a comprehensive Request for Proposal (RFP) to guide the structure of your grant proposal. The RFP: 

• Specifies page constraints
• Delineates specific sections
• Outlines additional attachments
• Provides other pertinent details

Components of a grant proposal

Cover letter.

Though not always explicitly requested, including a cover letter is a strategic maneuver that could be the factor determining whether or not grant funders engage with your proposal. It’s an opportunity to give your best first impression by grabbing the reviewer’s attention and compelling them to read further. 

Cover letters are not the place for excessive emotion or detail, keep it brief and direct, stating your financial needs and purpose confidently from the outset. Also, try to clearly demonstrate the connection between your project and the funder’s mission to create additional value beyond the formal proposal.

Executive summary

Like an abstract for your research manuscript, the executive summary is a brief synopsis that encapsulates the overarching topics and key points of your grant proposal. It must set the tone for the main body of the proposal while providing enough information to stand alone if necessary.

Refer to How to Write an Executive Summary for a Grant Proposal for detailed guidance like:

• Give a clear and concise account of your identity, funding needs, and project roadmap.
• Write in an instructive manner aiming for an objective and persuasive tone
• Be convincing and pragmatic about your research team's ability.
• Follow the logical flow of main points in your proposal.
• Use subheadings and bulleted lists for clarity.
• Write the executive summary at the end of the proposal process.
• Reference detailed information explained in the proposal body.
• Address the funder directly.
• Provide excessive details about your project's accomplishments or management plans.
• Write in the first person.
• Disclose confidential information that could be accessed by competitors.
• Focus excessively on problems rather than proposed solutions.
• Deviate from the logical flow of the main proposal.
• Forget to align with evaluation criteria if specified

Project narrative

After the executive summary is the project narrative . This is the main body of your grant proposal and encompasses several distinct elements that work together to tell the story of your project and justify the need for funding. 

Include these primary components:

Introduction of the project team

Briefly outline the names, positions, and credentials of the project’s directors, key personnel, contributors, and advisors in a format that clearly defines their roles and responsibilities. Showing your team’s capacity and ability to meet all deliverables builds confidence and trust with the reviewers.

Needs assessment or problem statement

A compelling needs assessment (or problem statement) clearly articulates a problem that must be urgently addressed. It also offers a well-defined project idea as a possible solution. This statement emphasizes the pressing situation and highlights existing gaps and their consequences to illustrate how your project will make a difference.

To begin, ask yourself these questions:

• What urgent need are we focusing on with this project?
• Which unique solution does our project offer to this urgent need? 
• How will this project positively impact the world once completed?

Here are some helpful examples and templates.

Goals and objectives

Goals are broad statements that are fairly abstract and intangible. Objectives are more narrow statements that are concrete and measurable. For example :

• Goal : “To explore the impact of sleep deprivation on cognitive performance in college students.”
• Objective : “To compare cognitive test scores of students with less than six hours of sleep and those with 8 or more hours of sleep.”

Focus on outcomes, not processes, when crafting goals and objectives. Use the SMART acronym to align them with the proposal's mission while emphasizing their impact on the target audience.

Methods and strategies

It is vitally important to explain how you intend to use the grant funds to fulfill the project’s objectives. Detail the resources and activities that will be employed. Methods and strategies are the bridge between idea and action. They must prove to reviewers the plausibility of your project and the significance of their possible funding.

Here are some useful guidelines for writing your methods section that are outlined in " Winning Grants: Step by Step ."

• Firmly tie your methods to the proposed project's objectives and needs assessment.
• Clearly link them to the resources you are requesting in the proposal budget.
• Thoroughly explain why you chose these methods by including research, expert opinion, and your experience.
• Precisely list the facilities and capital equipment that you will use in the project.
• Carefully structure activities so that the program moves toward the desired results in a time-bound manner.

A comprehensive evaluation plan underscores the effectiveness and accountability of a project for both the funders and your team. An evaluation is used for tracking progress and success. The evaluation process shows how to determine the success of your project and measure the impact of the grant award by systematically gauging and analyzing each phase of your project as it compares to the set objectives.

Evaluations typically fall into two standard categories:

1. Formative evaluation : extending from project development through implementation, continuously provides feedback for necessary adjustments and improvements. 

2. Summative evaluation : conducted post-project completion, critically assesses overall success and impact by compiling information on activities and outcomes.

Creating a conceptual model of your project is helpful when identifying these key evaluation points. Then, you must consider exactly who will do the evaluations, what specific skills and resources they need, how long it will take, and how much it will cost.

Sustainability

Presenting a solid plan that illustrates exactly how your project will continue to thrive after the grant money is gone builds the funder's confidence in the project’s longevity and significance. In this sustainability section, it is vital to demonstrate a diversified funding strategy for securing the long-term viability of your program.

There are three possible long term outcomes for projects with correlated sustainability options:

• Short term projects: Though only implemented once, will have ongoing maintenance costs, such as monitoring, training, and updates.

(E.g., digitizing records, cleaning up after an oil spill)

• Projects that will generate income at some point in the future: must be funded until your product or service can cover operating costs with an alternative plan in place for deficits.

(E.g., medical device, technology, farming method)

• Ongoing projects: will eventually need a continuous stream of funding from a government entity or large organization.

(E.g., space exploration, hurricane tracking)

Along with strategies for funding your program beyond the initial grant,  reference your access to institutional infrastructure and resources that will reduce costs.

Also, submit multi-year budgets that reflect how sustainability factors are integrated into the project’s design.

The budget section of your grant proposal, comprising both a spreadsheet and a narrative, is the most influential component. It should be able to stand independently as a suitable representation of the entire endeavor. Providing a detailed plan to outline how grant funds will be utilized is crucial for illustrating cost-effectiveness and careful consideration of project expenses. 

A comprehensive grant budget offers numerous benefits to both the grantor , or entity funding the grant, and the grantee , those receiving the funding, such as:

• Grantor : The budget facilitates objective evaluation and comparison between multiple proposals by conveying a project's story through responsible fund management and financial transparency.
• Grantee : The budget serves as a tracking tool for monitoring and adjusting expenses throughout the project and cultivates trust with funders by answering questions before they arise.

Because the grant proposal budget is all-encompassing and integral to your efforts for securing funding, it can seem overwhelming. Start by listing all anticipated expenditures within two broad categories, direct and indirect expenses , where:

• Direct : are essential for successful project implementation, are measurable project-associated costs, such as salaries, equipment, supplies, travel, and external consultants, and are itemized and detailed in various categories within the grant budget.
• Indirect : includes administrative costs not directly or exclusively tied to your project, but necessary for its completion, like rent, utilities, and insurance, think about lab or meeting spaces that are shared by multiple project teams, or Directors who oversee several ongoing projects.

After compiling your list, review sample budgets to understand the typical layout and complexity. Focus closely on the budget narratives , where you have the opportunity to justify each aspect of the spreadsheet to ensure clarity and validity.

While not always needed, the appendices consist of relevant supplementary materials that are clearly referenced within your grant application. These might include: 

• Updated resumes that emphasize staff members' current positions and accomplishments. 
• Letters of support from people or organizations that have authority in the field of your research, or community members that may benefit from the project.
• Visual aids like charts, graphs, and maps that contribute directly to your project’s story and are referred to previously in the application. 

Finalizing your grant application

Now that your grant application is finished, make sure it's not just another document in the stack Aim for a grant proposal that captivates the evaluator. It should stand out not only for presenting an excellent project, but for being engaging and easily comprehended . 

Keep the language simple. Avoid jargon. Prioritizing accuracy and conciseness. Opt for reader-friendly formatting with white space, headings, standard fonts, and illustrations to enhance readability.

Always take time for thorough proofreading and editing. You can even set your proposal aside for a few days before revisiting it for additional edits and improvements. At this stage, it is helpful to seek outside feedback from those familiar with the subject matter as well as novices to catch unnoticed mistakes and improve clarity.

If you want to be absolutely sure your grant proposal is polished, consider getting it edited by AJE .

How can AI help the grant process?

When used efficiently, AI is a powerful tool for streamlining and enhancing various aspects of the grant process.

• Use AI algorithms to review related studies and identify knowledge gaps.
• Employ AI for quick analysis of complex datasets to identify patterns and trends.
• Leverage AI algorithms to match your project with relevant grant opportunities.
• Apply Natural Language Processing for analyzing grant guidelines and tailoring proposals accordingly.
• Utilize AI-powered tools for efficient project planning and execution.
• Employ AI for tracking project progress and generating reports.
• Take advantage of AI tools for improving the clarity, coherence, and quality of your proposal.
• Rely solely on manual efforts that are less comprehensive and more time consuming.
• Overlook the fact that AI is designed to find patterns and trends within large datasets.
• Minimize AI’s ability to use set parameters for sifting through vast amounts of data quickly.
• Forget that the strength of AI lies in its capacity to follow your prompts without divergence.
• Neglect tools that assist with scheduling, resource allocation, and milestone tracking.
• Settle for software that is not intuitive with automated reminders and updates.
• Hesitate to use AI tools for improving grammar, spelling, and composition throughout the writing process.

Remember that AI provides a diverse array of tools; there is no universal solution. Identify the most suitable tool for your specific task. Also, like a screwdriver or a hammer, AI needs informed human direction and control to work effectively.

Looking for tips when writing your grant application? 

Check out these resources:

• 4 Tips for Writing a Persuasive Grant Proposal
• Writing Effective Grant Applications
• 7 Tips for Writing an Effective Grant Proposal
• The best-kept secrets to winning grants
• The Best Grant Writing Books for Beginner Grant Writers
• Research Grant Proposal Funding: How I got $1 Million

Final thoughts

The bottom line – applying for grants is challenging. It requires passion, dedication, and a set of diverse skills rarely found within one human being.

Therefore, collaboration is key to a successful grant process . It encourages everyone’s strengths to shine. Be honest and ask yourself, “Which elements of this grant application do I really need help with?” Seek out experts in those areas.

Keep this guide on hand to reference as you work your way through this funding journey. Use the resources contained within. Seek out answers to all the questions that will inevitably arise throughout the process.

The grants are out there just waiting for the right project to present itself – one that shares the funder’s mission and is a benefit to our communities. Find grants that align with your project goals, tell your story through a compelling proposal, and get ready to make the world a better place with your research.

The AJE Team

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How to write a grant proposal: a step-by-step guide

What is a grant proposal?

Why should you write a grant proposal, format of a grant proposal, how to write a grant proposal, step 1: decide what funding opportunity to apply for, and research the grant application process, step 2: plan and research your project, preliminary research for your grant proposal, questions to ask yourself as you plan your grant proposal, developing your grant proposal, step 3: write the first draft of your grant proposal, step 4: get feedback, and revise your grant proposal accordingly, step 5: prepare to submit your grant proposal, what happens after submitting the grant proposal, final thoughts, other useful sources for writing grant proposals, frequently asked questions about writing grant proposals, related articles.

You have a vision for a future research project, and want to share that idea with the world.

To achieve your vision, you need funding from a sponsoring organization, and consequently, you need to write a grant proposal.

Although visualizing your future research through grant writing is exciting, it can also feel daunting. How do you start writing a grant proposal? How do you increase your chances of success in winning a grant?

But, writing a proposal is not as hard as you think. That’s because the grant-writing process can be broken down into actionable steps.

This guide provides a step-by-step approach to grant-writing that includes researching the application process, planning your research project, and writing the proposal. It is written from extensive research into grant-writing, and our experiences of writing proposals as graduate students, postdocs, and faculty in the sciences.

A grant proposal is a document or collection of documents that outlines the strategy for a future research project and is submitted to a sponsoring organization with the specific goal of getting funding to support the research. For example, grants for large projects with multiple researchers may be used to purchase lab equipment, provide stipends for graduate and undergraduate researchers, fund conference travel, and support the salaries of research personnel.

As a graduate student, you might apply for a PhD scholarship, or postdoctoral fellowship, and may need to write a proposal as part of your application. As a faculty member of a university, you may need to provide evidence of having submitted grant applications to obtain a permanent position or promotion.

Reasons for writing a grant proposal include:

• To obtain financial support for graduate or postdoctoral studies;
• To travel to a field site, or to travel to meet with collaborators;
• To conduct preliminary research for a larger project;
• To obtain a visiting position at another institution;
• To support undergraduate student research as a faculty member;
• To obtain funding for a large collaborative project, which may be needed to retain employment at a university.

The experience of writing a proposal can be helpful, even if you fail to obtain funding. Benefits include:

• Improvement of your research and writing skills
• Enhancement of academic employment prospects, as fellowships and grants awarded and applied for can be listed on your academic CV
• Raising your profile as an independent academic researcher because writing proposals can help you become known to leaders in your field.

All sponsoring agencies have specific requirements for the format of a grant proposal. For example, for a PhD scholarship or postdoctoral fellowship, you may be required to include a description of your project, an academic CV, and letters of support from mentors or collaborators.

For a large research project with many collaborators, the collection of documents that need to be submitted may be extensive. Examples of documents that might be required include a cover letter, a project summary, a detailed description of the proposed research, a budget, a document justifying the budget, and the CVs of all research personnel.

Before writing your proposal, be sure to note the list of required documents.

Writing a grant proposal can be broken down into three major activities: researching the project (reading background materials, note-taking, preliminary work, etc.), writing the proposal (creating an outline, writing the first draft, revisions, formatting), and administrative tasks for the project (emails, phone calls, meetings, writing CVs and other supporting documents, etc.).

Below, we provide a step-by-step guide to writing a grant proposal:

• Decide what funding opportunity to apply for, and research the grant application process
• Plan and research your project
• Write the first draft of your grant proposal
• Get feedback, and revise your grant proposal accordingly
• Prepare to submit your grant proposal

• Start early. Begin by searching for funding opportunities and determining requirements. Some sponsoring organizations prioritize fundamental research, whereas others support applied research. Be sure your project fits the mission statement of the granting organization. Look at recently funded proposals and/or sample proposals on the agency website, if available. The Research or Grants Office at your institution may be able to help with finding grant opportunities.
• Make a spreadsheet of grant opportunities, with a link to the call for proposals page, the mission and aims of the agency, and the deadline for submission. Use the information that you have compiled in your spreadsheet to decide what to apply for.
• Once you have made your decision, carefully read the instructions in the call for proposals. Make a list of all the documents you need to apply, and note the formatting requirements and page limits. Know exactly what the funding agency requires of submitted proposals.
• Reach out to support staff at your university (for example, at your Research or Grants Office), potential mentors, or collaborators. For example, internal deadlines for submitting external grants are often earlier than the submission date. Make sure to learn about your institution’s internal processes, and obtain contact information for the relevant support staff.
• Applying for a grant or fellowship involves administrative work. Start preparing your CV and begin collecting supporting documents from collaborators, such as letters of support. If the application to the sponsoring agency is electronic, schedule time to set up an account, log into the system, download necessary forms and paperwork, etc. Don’t leave all of the administrative tasks until the end.
• Map out the important deadlines on your calendar. These might include video calls with collaborators, a date for the first draft to be complete, internal submission deadlines, and the funding agency deadline.
• Schedule time on your calendar for research, writing, and administrative tasks associated with the project. It’s wise to group similar tasks and block out time for them (a process known as ” time batching ”). Break down bigger tasks into smaller ones.

Now that you know what you are applying for, you can think about matching your proposed research to the aims of the agency. The work you propose needs to be innovative, specific, realizable, timely, and worthy of the sponsoring organization’s attention.

• Develop an awareness of the important problems and open questions in your field. Attend conferences and seminar talks and follow all of your field’s major journals.
• Read widely and deeply. Journal review articles are a helpful place to start. Reading papers from related but different subfields can generate ideas. Taking detailed notes as you read will help you recall the important findings and connect disparate concepts.

• Writing a grant proposal is a creative and imaginative endeavor. Write down all of your ideas. Freewriting is a practice where you write down all that comes to mind without filtering your ideas for feasibility or stopping to edit mistakes. By continuously writing your thoughts without judgment, the practice can help overcome procrastination and writer’s block. It can also unleash your creativity, and generate new ideas and associations. Mind mapping is another technique for brainstorming and generating connections between ideas.
• Establish a regular writing practice. Schedule time just for writing, and turn off all distractions during your focused work time. You can use your writing process to refine your thoughts and ideas.
• Use a reference manager to build a library of sources for your project. You can use a reference management tool to collect papers , store and organize references , and highlight and annotate PDFs . Establish a system for organizing your ideas by tagging papers with labels and using folders to store similar references.

To facilitate intelligent thinking and shape the overall direction of your project, try answering the following questions:

• What are the questions that the project will address? Am I excited and curious about their answers?
• Why are these questions important?
• What are the goals of the project? Are they SMART (Specific, Measurable, Actionable, Relevant, and Timely)?
• What is novel about my project? What is the gap in current knowledge?
• What methods will I use, and how feasible is my approach?
• Can the work be done over the proposed period, and with the budget I am requesting?
• Do I have relevant experience? For example, have I completed similar work funded by previous grants or written papers on my proposed topic?
• What pilot research or prior work can I use, or do I need to complete preliminary research before writing the proposal?
• Will the outcomes of my work be consequential? Will the granting agency be interested in the results?
• What solutions to open problems in my field will this project offer? Are there broader implications of my work?
• Who will the project involve? Do I need mentors, collaborators, or students to contribute to the proposed work? If so, what roles will they have?
• Who will read the proposal? For example, experts in the field will require details of methods, statistical analyses, etc., whereas non-experts may be more concerned with the big picture.
• What do I want the reviewers to feel, and take away from reading my proposal?
• What weaknesses does my proposed research have? What objections might reviewers raise, and how can I address them?
• Can I visualize a timeline for my project?

Create an actionable plan for your research project using the answers to these questions.

• Now is the time to collect preliminary data, conduct experiments, or do a preliminary study to motivate your research, and demonstrate that your proposed project is realistic.
• Use your plan to write a detailed outline of the proposal. An outline helps you to write a proposal that has a logical format and ensures your thought process is rational. It also provides a structure to support your writing.
• Follow the granting agency’s guidelines for titles, sections, and subsections to inform your outline.

At this stage, you should have identified the aims of your project, what questions your work will answer, and how they are relevant to the sponsoring agency’s call for proposals. Be able to explain the originality, importance, and achievability of your proposed work.

Now that you have done your research, you are ready to begin writing your proposal and start filling in the details of your outline. Build on the writing routine you have already started. Here are some tips:

• Follow the guidelines of the funding organization.
• Keep the proposal reviewers in mind as you write. Your audience may be a combination of specialists in your field and non-specialists. Make sure to address the novelty of your work, its significance, and its feasibility.
• Write clearly, concisely, and avoid repetition. Use topic sentences for each paragraph to emphasize key ideas. Concluding sentences of each paragraph should develop, clarify, or summarize the support for the declaration in the topic sentence. To make your writing engaging, vary sentence length.
• Avoid jargon, where possible. Follow sentences that have complex technical information with a summary in plain language.
• Don’t review all information on the topic, but include enough background information to convince reviewers that you are knowledgeable about it. Include preliminary data to convince reviewers you can do the work. Cite all relevant work.
• Make sure not to be overly ambitious. Don’t propose to do so much that reviewers doubt your ability to complete the project. Rather, a project with clear, narrowly-defined goals may prove favorable to reviewers.
• Accurately represent the scope of your project; don’t exaggerate its impacts. Avoid bias. Be forthright about the limitations of your research.
• Ensure to address potential objections and concerns that reviewers may have with the proposed work. Show that you have carefully thought about the project by explaining your rationale.
• Use diagrams and figures effectively. Make sure they are not too small or contain too much information or details.

After writing your first draft, read it carefully to gain an overview of the logic of your argument. Answer the following questions:

• Is your proposal concise, explicit, and specific?
• Have you included all necessary assumptions, data points, and evidence in your proposal?
• Do you need to make structural changes like moving or deleting paragraphs or including additional tables or figures to strengthen your rationale?
• Have you answered most of the questions posed in Step 2 above in your proposal?
• Follow the length requirements in the proposal guidelines. Don't feel compelled to include everything you know!
• Use formatting techniques to make your proposal easy on the eye. Follow rules for font, layout, margins, citation styles , etc. Avoid walls of text. Use bolding and italicizing to emphasize points.
• Comply with all style, organization, and reference list guidelines to make it easy to reviewers to quickly understand your argument. If you don’t, it’s at best a chore for the reviewers to read because it doesn’t make the most convincing case for you and your work. At worst, your proposal may be rejected by the sponsoring agency without review.
• Using a reference management tool like Paperpile will make citation creation and formatting in your grant proposal quick, easy and accurate.

Now take time away from your proposal, for at least a week or more. Ask trusted mentors or collaborators to read it, and give them adequate time to give critical feedback.

• At this stage, you can return to any remaining administrative work while you wait for feedback on the proposal, such as finalizing your budget or updating your CV.
• Revise the proposal based on the feedback you receive.
• Don’t be discouraged by critiques of your proposal or take them personally. Receiving and incorporating feedback with humility is essential to grow as a grant writer.

Now you are almost ready to submit. This is exciting! At this stage, you need to block out time to complete all final checks.

• Allow time for proofreading and final editing. Spelling and grammar mistakes can raise questions regarding the rigor of your research and leave a poor impression of your proposal on reviewers. Ensure that a unified narrative is threaded throughout all documents in the application.
• Finalize your documents by following a checklist. Make sure all documents are in place in the application, and all formatting and organizational requirements are met.
• Follow all internal and external procedures. Have login information for granting agency and institution portals to hand. Double-check any internal procedures required by your institution (applications for large grants often have a deadline for sign-off by your institution’s Research or Grants Office that is earlier than the funding agency deadline).
• To avoid technical issues with electronic portals, submit your proposal as early as you can.
• Breathe a sigh of relief when all the work is done, and take time to celebrate submitting the proposal! This is already a big achievement.

Now you wait! If the news is positive, congratulations!

But if your proposal is rejected, take heart in the fact that the process of writing it has been useful for your professional growth, and for developing your ideas.

Bear in mind that because grants are often highly competitive, acceptance rates for proposals are usually low. It is very typical to not be successful on the first try and to have to apply for the same grant multiple times.

Here are some tips to increase your chances of success on your next attempt:

• Remember that grant writing is often not a linear process. It is typical to have to use the reviews to revise and resubmit your proposal.
• Carefully read the reviews and incorporate the feedback into the next iteration of your proposal. Use the feedback to improve and refine your ideas.
• Don’t ignore the comments received from reviewers—be sure to address their objections in your next proposal. You may decide to include a section with a response to the reviewers, to show the sponsoring agency that you have carefully considered their comments.
• If you did not receive reviewer feedback, you can usually request it.

You learn about your field and grow intellectually from writing a proposal. The process of researching, writing, and revising a proposal refines your ideas and may create new directions for future projects. Professional opportunities exist for researchers who are willing to persevere with submitting grant applications.

➡️ Secrets to writing a winning grant

➡️ How to gain a competitive edge in grant writing

➡️ Ten simple rules for writing a postdoctoral fellowship

A grant proposal should include all the documents listed as required by the sponsoring organization. Check what documents the granting agency needs before you start writing the proposal.

Granting agencies have strict formatting requirements, with strict page limits and/or word counts. Check the maximum length required by the granting agency. It is okay for the proposal to be shorter than the maximum length.

Expect to spend many hours, even weeks, researching and writing a grant proposal. Consequently, it is important to start early! Block time in your calendar for research, writing, and administration tasks. Allow extra time at the end of the grant-writing process to edit, proofread, and meet presentation guidelines.

The most important part of a grant proposal is the description of the project. Make sure that the research you propose in your project narrative is new, important, and viable, and that it meets the goals of the sponsoring organization.

A grant proposal typically consists of a set of documents. Funding agencies have specific requirements for the formatting and organization of each document. Make sure to follow their guidelines exactly.

Grant Proposals (or Give me the money!)

What this handout is about.

This handout will help you write and revise grant proposals for research funding in all academic disciplines (sciences, social sciences, humanities, and the arts). It’s targeted primarily to graduate students and faculty, although it will also be helpful to undergraduate students who are seeking funding for research (e.g. for a senior thesis).

The grant writing process

A grant proposal or application is a document or set of documents that is submitted to an organization with the explicit intent of securing funding for a research project. Grant writing varies widely across the disciplines, and research intended for epistemological purposes (philosophy or the arts) rests on very different assumptions than research intended for practical applications (medicine or social policy research). Nonetheless, this handout attempts to provide a general introduction to grant writing across the disciplines.

Before you begin writing your proposal, you need to know what kind of research you will be doing and why. You may have a topic or experiment in mind, but taking the time to define what your ultimate purpose is can be essential to convincing others to fund that project. Although some scholars in the humanities and arts may not have thought about their projects in terms of research design, hypotheses, research questions, or results, reviewers and funding agencies expect you to frame your project in these terms. You may also find that thinking about your project in these terms reveals new aspects of it to you.

Writing successful grant applications is a long process that begins with an idea. Although many people think of grant writing as a linear process (from idea to proposal to award), it is a circular process. Many people start by defining their research question or questions. What knowledge or information will be gained as a direct result of your project? Why is undertaking your research important in a broader sense? You will need to explicitly communicate this purpose to the committee reviewing your application. This is easier when you know what you plan to achieve before you begin the writing process.

Diagram 1 below provides an overview of the grant writing process and may help you plan your proposal development.

Applicants must write grant proposals, submit them, receive notice of acceptance or rejection, and then revise their proposals. Unsuccessful grant applicants must revise and resubmit their proposals during the next funding cycle. Successful grant applications and the resulting research lead to ideas for further research and new grant proposals.

Cultivating an ongoing, positive relationship with funding agencies may lead to additional grants down the road. Thus, make sure you file progress reports and final reports in a timely and professional manner. Although some successful grant applicants may fear that funding agencies will reject future proposals because they’ve already received “enough” funding, the truth is that money follows money. Individuals or projects awarded grants in the past are more competitive and thus more likely to receive funding in the future.

Some general tips

• Begin early.
• Apply early and often.
• Don’t forget to include a cover letter with your application.
• Answer all questions. (Pre-empt all unstated questions.)
• If rejected, revise your proposal and apply again.
• Give them what they want. Follow the application guidelines exactly.
• Be explicit and specific.
• Be realistic in designing the project.
• Make explicit the connections between your research questions and objectives, your objectives and methods, your methods and results, and your results and dissemination plan.
• Follow the application guidelines exactly. (We have repeated this tip because it is very, very important.)

Before you start writing

Identify your needs and focus.

First, identify your needs. Answering the following questions may help you:

• Are you undertaking preliminary or pilot research in order to develop a full-blown research agenda?
• Are you seeking funding for dissertation research? Pre-dissertation research? Postdoctoral research? Archival research? Experimental research? Fieldwork?
• Are you seeking a stipend so that you can write a dissertation or book? Polish a manuscript?
• Do you want a fellowship in residence at an institution that will offer some programmatic support or other resources to enhance your project?
• Do you want funding for a large research project that will last for several years and involve multiple staff members?

Next, think about the focus of your research/project. Answering the following questions may help you narrow it down:

• What is the topic? Why is this topic important?
• What are the research questions that you’re trying to answer? What relevance do your research questions have?
• What are your hypotheses?
• What are your research methods?
• Why is your research/project important? What is its significance?
• Do you plan on using quantitative methods? Qualitative methods? Both?
• Will you be undertaking experimental research? Clinical research?

Once you have identified your needs and focus, you can begin looking for prospective grants and funding agencies.

Finding prospective grants and funding agencies

Whether your proposal receives funding will rely in large part on whether your purpose and goals closely match the priorities of granting agencies. Locating possible grantors is a time consuming task, but in the long run it will yield the greatest benefits. Even if you have the most appealing research proposal in the world, if you don’t send it to the right institutions, then you’re unlikely to receive funding.

There are many sources of information about granting agencies and grant programs. Most universities and many schools within universities have Offices of Research, whose primary purpose is to support faculty and students in grant-seeking endeavors. These offices usually have libraries or resource centers to help people find prospective grants.

At UNC, the Research at Carolina office coordinates research support.

The Funding Information Portal offers a collection of databases and proposal development guidance.

The UNC School of Medicine and School of Public Health each have their own Office of Research.

Writing your proposal

The majority of grant programs recruit academic reviewers with knowledge of the disciplines and/or program areas of the grant. Thus, when writing your grant proposals, assume that you are addressing a colleague who is knowledgeable in the general area, but who does not necessarily know the details about your research questions.

Remember that most readers are lazy and will not respond well to a poorly organized, poorly written, or confusing proposal. Be sure to give readers what they want. Follow all the guidelines for the particular grant you are applying for. This may require you to reframe your project in a different light or language. Reframing your project to fit a specific grant’s requirements is a legitimate and necessary part of the process unless it will fundamentally change your project’s goals or outcomes.

Final decisions about which proposals are funded often come down to whether the proposal convinces the reviewer that the research project is well planned and feasible and whether the investigators are well qualified to execute it. Throughout the proposal, be as explicit as possible. Predict the questions that the reviewer may have and answer them. Przeworski and Salomon (1995) note that reviewers read with three questions in mind:

• What are we going to learn as a result of the proposed project that we do not know now? (goals, aims, and outcomes)
• Why is it worth knowing? (significance)
• How will we know that the conclusions are valid? (criteria for success) (2)

Be sure to answer these questions in your proposal. Keep in mind that reviewers may not read every word of your proposal. Your reviewer may only read the abstract, the sections on research design and methodology, the vitae, and the budget. Make these sections as clear and straightforward as possible.

The way you write your grant will tell the reviewers a lot about you (Reif-Lehrer 82). From reading your proposal, the reviewers will form an idea of who you are as a scholar, a researcher, and a person. They will decide whether you are creative, logical, analytical, up-to-date in the relevant literature of the field, and, most importantly, capable of executing the proposed project. Allow your discipline and its conventions to determine the general style of your writing, but allow your own voice and personality to come through. Be sure to clarify your project’s theoretical orientation.

Develop a general proposal and budget

Because most proposal writers seek funding from several different agencies or granting programs, it is a good idea to begin by developing a general grant proposal and budget. This general proposal is sometimes called a “white paper.” Your general proposal should explain your project to a general academic audience. Before you submit proposals to different grant programs, you will tailor a specific proposal to their guidelines and priorities.

Organizing your proposal

Although each funding agency will have its own (usually very specific) requirements, there are several elements of a proposal that are fairly standard, and they often come in the following order:

• Introduction (statement of the problem, purpose of research or goals, and significance of research)

Literature review

• Project narrative (methods, procedures, objectives, outcomes or deliverables, evaluation, and dissemination)
• Budget and budget justification

Format the proposal so that it is easy to read. Use headings to break the proposal up into sections. If it is long, include a table of contents with page numbers.

The title page usually includes a brief yet explicit title for the research project, the names of the principal investigator(s), the institutional affiliation of the applicants (the department and university), name and address of the granting agency, project dates, amount of funding requested, and signatures of university personnel authorizing the proposal (when necessary). Most funding agencies have specific requirements for the title page; make sure to follow them.

The abstract provides readers with their first impression of your project. To remind themselves of your proposal, readers may glance at your abstract when making their final recommendations, so it may also serve as their last impression of your project. The abstract should explain the key elements of your research project in the future tense. Most abstracts state: (1) the general purpose, (2) specific goals, (3) research design, (4) methods, and (5) significance (contribution and rationale). Be as explicit as possible in your abstract. Use statements such as, “The objective of this study is to …”

Introduction

The introduction should cover the key elements of your proposal, including a statement of the problem, the purpose of research, research goals or objectives, and significance of the research. The statement of problem should provide a background and rationale for the project and establish the need and relevance of the research. How is your project different from previous research on the same topic? Will you be using new methodologies or covering new theoretical territory? The research goals or objectives should identify the anticipated outcomes of the research and should match up to the needs identified in the statement of problem. List only the principle goal(s) or objective(s) of your research and save sub-objectives for the project narrative.

Many proposals require a literature review. Reviewers want to know whether you’ve done the necessary preliminary research to undertake your project. Literature reviews should be selective and critical, not exhaustive. Reviewers want to see your evaluation of pertinent works. For more information, see our handout on literature reviews .

Project narrative

The project narrative provides the meat of your proposal and may require several subsections. The project narrative should supply all the details of the project, including a detailed statement of problem, research objectives or goals, hypotheses, methods, procedures, outcomes or deliverables, and evaluation and dissemination of the research.

For the project narrative, pre-empt and/or answer all of the reviewers’ questions. Don’t leave them wondering about anything. For example, if you propose to conduct unstructured interviews with open-ended questions, be sure you’ve explained why this methodology is best suited to the specific research questions in your proposal. Or, if you’re using item response theory rather than classical test theory to verify the validity of your survey instrument, explain the advantages of this innovative methodology. Or, if you need to travel to Valdez, Alaska to access historical archives at the Valdez Museum, make it clear what documents you hope to find and why they are relevant to your historical novel on the ’98ers in the Alaskan Gold Rush.

Clearly and explicitly state the connections between your research objectives, research questions, hypotheses, methodologies, and outcomes. As the requirements for a strong project narrative vary widely by discipline, consult a discipline-specific guide to grant writing for some additional advice.

Explain staffing requirements in detail and make sure that staffing makes sense. Be very explicit about the skill sets of the personnel already in place (you will probably include their Curriculum Vitae as part of the proposal). Explain the necessary skill sets and functions of personnel you will recruit. To minimize expenses, phase out personnel who are not relevant to later phases of a project.

The budget spells out project costs and usually consists of a spreadsheet or table with the budget detailed as line items and a budget narrative (also known as a budget justification) that explains the various expenses. Even when proposal guidelines do not specifically mention a narrative, be sure to include a one or two page explanation of the budget. To see a sample budget, turn to Example #1 at the end of this handout.

Consider including an exhaustive budget for your project, even if it exceeds the normal grant size of a particular funding organization. Simply make it clear that you are seeking additional funding from other sources. This technique will make it easier for you to combine awards down the road should you have the good fortune of receiving multiple grants.

Make sure that all budget items meet the funding agency’s requirements. For example, all U.S. government agencies have strict requirements for airline travel. Be sure the cost of the airline travel in your budget meets their requirements. If a line item falls outside an agency’s requirements (e.g. some organizations will not cover equipment purchases or other capital expenses), explain in the budget justification that other grant sources will pay for the item.

Many universities require that indirect costs (overhead) be added to grants that they administer. Check with the appropriate offices to find out what the standard (or required) rates are for overhead. Pass a draft budget by the university officer in charge of grant administration for assistance with indirect costs and costs not directly associated with research (e.g. facilities use charges).

Furthermore, make sure you factor in the estimated taxes applicable for your case. Depending on the categories of expenses and your particular circumstances (whether you are a foreign national, for example), estimated tax rates may differ. You can consult respective departmental staff or university services, as well as professional tax assistants. For information on taxes on scholarships and fellowships, see https://cashier.unc.edu/student-tax-information/scholarships-fellowships/ .

Explain the timeframe for the research project in some detail. When will you begin and complete each step? It may be helpful to reviewers if you present a visual version of your timeline. For less complicated research, a table summarizing the timeline for the project will help reviewers understand and evaluate the planning and feasibility. See Example #2 at the end of this handout.

For multi-year research proposals with numerous procedures and a large staff, a time line diagram can help clarify the feasibility and planning of the study. See Example #3 at the end of this handout.

Revising your proposal

Strong grant proposals take a long time to develop. Start the process early and leave time to get feedback from several readers on different drafts. Seek out a variety of readers, both specialists in your research area and non-specialist colleagues. You may also want to request assistance from knowledgeable readers on specific areas of your proposal. For example, you may want to schedule a meeting with a statistician to help revise your methodology section. Don’t hesitate to seek out specialized assistance from the relevant research offices on your campus. At UNC, the Odum Institute provides a variety of services to graduate students and faculty in the social sciences.

In your revision and editing, ask your readers to give careful consideration to whether you’ve made explicit the connections between your research objectives and methodology. Here are some example questions:

• Have you presented a compelling case?
• Have you made your hypotheses explicit?
• Does your project seem feasible? Is it overly ambitious? Does it have other weaknesses?
• Have you stated the means that grantors can use to evaluate the success of your project after you’ve executed it?

If a granting agency lists particular criteria used for rating and evaluating proposals, be sure to share these with your own reviewers.

Example #1. Sample Budget

Jet travel $6,100 This estimate is based on the commercial high season rate for jet economy travel on Sabena Belgian Airlines. No U.S. carriers fly to Kigali, Rwanda. Sabena has student fare tickets available which will be significantly less expensive (approximately $2,000).

Maintenance allowance $22,788 Based on the Fulbright-Hays Maintenance Allowances published in the grant application guide.

Research assistant/translator $4,800 The research assistant/translator will be a native (and primary) speaker of Kinya-rwanda with at least a four-year university degree. They will accompany the primary investigator during life history interviews to provide assistance in comprehension. In addition, they will provide commentary, explanations, and observations to facilitate the primary investigator’s participant observation. During the first phase of the project in Kigali, the research assistant will work forty hours a week and occasional overtime as needed. During phases two and three in rural Rwanda, the assistant will stay with the investigator overnight in the field when necessary. The salary of $400 per month is based on the average pay rate for individuals with similar qualifications working for international NGO’s in Rwanda.

Transportation within country, phase one $1,200 The primary investigator and research assistant will need regular transportation within Kigali by bus and taxi. The average taxi fare in Kigali is $6-8 and bus fare is $.15. This figure is based on an average of $10 per day in transportation costs during the first project phase.

Transportation within country, phases two and three $12,000 Project personnel will also require regular transportation between rural field sites. If it is not possible to remain overnight, daily trips will be necessary. The average rental rate for a 4×4 vehicle in Rwanda is $130 per day. This estimate is based on an average of $50 per day in transportation costs for the second and third project phases. These costs could be reduced if an arrangement could be made with either a government ministry or international aid agency for transportation assistance.

Email $720 The rate for email service from RwandaTel (the only service provider in Rwanda) is $60 per month. Email access is vital for receiving news reports on Rwanda and the region as well as for staying in contact with dissertation committee members and advisors in the United States.

Audiocassette tapes $400 Audiocassette tapes will be necessary for recording life history interviews, musical performances, community events, story telling, and other pertinent data.

Photographic & slide film $100 Photographic and slide film will be necessary to document visual data such as landscape, environment, marriages, funerals, community events, etc.

Laptop computer $2,895 A laptop computer will be necessary for recording observations, thoughts, and analysis during research project. Price listed is a special offer to UNC students through the Carolina Computing Initiative.

NUD*IST 4.0 software $373.00 NUD*IST, “Nonnumerical, Unstructured Data, Indexing, Searching, and Theorizing,” is necessary for cataloging, indexing, and managing field notes both during and following the field research phase. The program will assist in cataloging themes that emerge during the life history interviews.

Administrative fee $100 Fee set by Fulbright-Hays for the sponsoring institution.

Example #2: Project Timeline in Table Format

Example #3: project timeline in chart format.

Some closing advice

Some of us may feel ashamed or embarrassed about asking for money or promoting ourselves. Often, these feelings have more to do with our own insecurities than with problems in the tone or style of our writing. If you’re having trouble because of these types of hang-ups, the most important thing to keep in mind is that it never hurts to ask. If you never ask for the money, they’ll never give you the money. Besides, the worst thing they can do is say no.

UNC resources for proposal writing

Research at Carolina http://research.unc.edu

The Odum Institute for Research in the Social Sciences https://odum.unc.edu/

UNC Medical School Office of Research https://www.med.unc.edu/oor

UNC School of Public Health Office of Research http://www.sph.unc.edu/research/

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Holloway, Brian R. 2003. Proposal Writing Across the Disciplines. Upper Saddle River, New Jersey: Prentice Hall.

Levine, S. Joseph. “Guide for Writing a Funding Proposal.” http://www.learnerassociates.net/proposal/ .

Locke, Lawrence F., Waneen Wyrick Spirduso, and Stephen J. Silverman. 2014. Proposals That Work . Thousand Oaks, CA: Sage.

Przeworski, Adam, and Frank Salomon. 2012. “Some Candid Suggestions on the Art of Writing Proposals.” Social Science Research Council. https://s3.amazonaws.com/ssrc-cdn2/art-of-writing-proposals-dsd-e-56b50ef814f12.pdf .

Reif-Lehrer, Liane. 1989. Writing a Successful Grant Application . Boston: Jones and Bartlett Publishers.

Wiggins, Beverly. 2002. “Funding and Proposal Writing for Social Science Faculty and Graduate Student Research.” Chapel Hill: Howard W. Odum Institute for Research in Social Science. 2 Feb. 2004. http://www2.irss.unc.edu/irss/shortcourses/wigginshandouts/granthandout.pdf.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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Grant Proposal – Example, Template and Guide

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Grant Proposal

Grant Proposal is a written document that outlines a request for funding from a grant-making organization, such as a government agency, foundation, or private donor. The purpose of a grant proposal is to present a compelling case for why an individual, organization, or project deserves financial support.

Grant Proposal Outline

While the structure and specific sections of a grant proposal can vary depending on the funder’s requirements, here is a common outline that you can use as a starting point for developing your grant proposal:

• Brief overview of the project and its significance.
• Summary of the funding request and project goals.
• Key highlights and anticipated outcomes.
• Background information on the issue or problem being addressed.
• Explanation of the project’s relevance and importance.
• Clear statement of the project’s objectives.
• Detailed description of the problem or need to be addressed.
• Supporting evidence and data to demonstrate the extent and impact of the problem.
• Identification of the target population or beneficiaries.
• Broad goals that describe the desired outcomes of the project.
• Specific, measurable, achievable, relevant, and time-bound (SMART) objectives that contribute to the goals.
• Description of the strategies, activities, and interventions to achieve the objectives.
• Explanation of the project’s implementation plan, timeline, and key milestones.
• Roles and responsibilities of project staff and partners.
• Plan for assessing the project’s effectiveness and measuring its impact.
• Description of the data collection methods, tools, and indicators used for evaluation.
• Explanation of how the results will be used to improve the project.
• Comprehensive breakdown of project expenses, including personnel, supplies, equipment, and other costs.
• Clear justification for each budget item.
• Information about any matching funds or in-kind contributions, if applicable.
• Explanation of how the project will be sustained beyond the grant period.
• Discussion of long-term funding strategies, partnerships, and community involvement.
• Description of how the project will continue to address the identified problem in the future.
• Overview of the organization’s mission, history , and track record.
• Description of the organization’s experience and qualifications related to the proposed project.
• Summary of key staff and their roles.
• Recap of the project’s goals, objectives, and anticipated outcomes.
• Appreciation for the funder’s consideration.
• Contact information for further inquiries.

Grant Proposal Template

Here is a template for a grant proposal that you can use as a starting point. Remember to customize and adapt it based on the specific requirements and guidelines provided by the funding organization.

Dear [Grant-making Organization Name],

Executive Summary:

I. Introduction:

II. Needs Assessment:

III. Goals and Objectives:

IV. Project Methods and Approach:

V. Evaluation and Monitoring:

VI. Budget:

VII. Sustainability:

VIII. Organizational Capacity and Expertise:

IX. Conclusion:

Thank you for considering our grant proposal. We believe that this project will make a significant impact and address an important need in our community. We look forward to the opportunity to discuss our proposal further.

Grant Proposal Example

Here is an example of a grant proposal to provide you with a better understanding of how it could be structured and written:

Executive Summary: We are pleased to submit this grant proposal on behalf of [Your Organization’s Name]. Our proposal seeks funding in the amount of [Requested Amount] to support our project titled [Project Title]. This project aims to address [Describe the problem or need being addressed] in [Target Location]. By implementing a comprehensive approach, we aim to achieve [State the project’s goals and anticipated outcomes].

I. Introduction: We express our gratitude for the opportunity to present this proposal to your esteemed organization. At [Your Organization’s Name], our mission is to [Describe your organization’s mission]. Through this project, we aim to make a significant impact on [Describe the issue or problem being addressed] by [Explain the significance and relevance of the project].

II. Needs Assessment: After conducting thorough research and needs assessments in [Target Location], we have identified a pressing need for [Describe the problem or need]. The lack of [Identify key issues or challenges] has resulted in [Explain the consequences and impact of the problem]. The [Describe the target population or beneficiaries] are particularly affected, and our project aims to address their specific needs.

III. Goals and Objectives: The primary goal of our project is to [State the broad goal]. To achieve this, we have outlined the following objectives:

• [Objective 1]
• [Objective 2]
• [Objective 3] [Include additional objectives as necessary]

IV. Project Methods and Approach: To address the identified needs and accomplish our objectives, we propose the following methods and approach:

• [Describe the activities and strategies to be implemented]
• [Explain the timeline and key milestones]
• [Outline the roles and responsibilities of project staff and partners]

V. Evaluation and Monitoring: We recognize the importance of assessing the effectiveness and impact of our project. Therefore, we have developed a comprehensive evaluation plan, which includes the following:

• [Describe the data collection methods and tools]
• [Identify the indicators and metrics to measure progress]
• [Explain how the results will be analyzed and utilized]

VI. Budget: We have prepared a detailed budget for the project, totaling [Total Project Budget]. The budget includes the following key components:

• Personnel: [Salary and benefits for project staff]
• Supplies and Materials: [List necessary supplies and materials]
• Equipment: [Include any required equipment]
• Training and Capacity Building: [Specify any training or workshops]
• Other Expenses: [Additional costs, such as travel, marketing, etc.]

VII. Sustainability: Ensuring the sustainability of our project beyond the grant period is of utmost importance to us. We have devised the following strategies to ensure its long-term impact:

• [Describe plans for securing future funding]
• [Explain partnerships and collaborations with other organizations]
• [Outline community engagement and support]

VIII. Organizational Capacity and Expertise: [Your Organization’s Name] has a proven track record in successfully implementing projects of a similar nature. Our experienced team possesses the necessary skills and expertise to carry out this project effectively. Key personnel involved in the project include [List key staff and their qualifications].

IX. Conclusion: Thank you for considering our grant proposal. We firmly believe that [Project Title] will address a critical need in [Target Location] and contribute to the well-being of the [Target Population]. We are available to provide any additional information or clarification as required. We look forward to the

opportunity to discuss our proposal further and demonstrate the potential impact of this project.

Please find attached the required supporting documents, including our detailed budget, organizational information, and any additional materials that may be helpful in evaluating our proposal.

Thank you once again for considering our grant proposal. We appreciate your dedication to supporting projects that create positive change in our community. We eagerly await your response and the possibility of partnering with your esteemed organization to make a meaningful difference.

• Detailed Budget
• Organizational Information
• Additional Supporting Documents]

Grant Proposal Writing Guide

Writing a grant proposal can be a complex process, but with careful planning and attention to detail, you can create a compelling proposal. Here’s a step-by-step guide to help you through the grant proposal writing process:

• Carefully review the grant guidelines and requirements provided by the funding organization.
• Take note of the eligibility criteria, funding priorities, submission deadlines, and any specific instructions for the proposal.
• Familiarize yourself with the funding organization’s mission, goals, and previous projects they have supported.
• Gather relevant data, statistics, and evidence to support the need for your proposed project.
• Clearly define the problem or need your project aims to address.
• Identify the specific goals and objectives of your project.
• Consider how your project aligns with the mission and priorities of the funding organization.
• Organize your proposal by creating an outline that includes all the required sections.
• Arrange the sections logically and ensure a clear flow of ideas.
• Start with a concise and engaging executive summary to capture the reader’s attention.
• Provide a brief overview of your organization and the project.
• Present a clear and compelling case for the problem or need your project addresses.
• Use relevant data, research findings, and real-life examples to demonstrate the significance of the issue.
• Clearly articulate the overarching goals of your project.
• Define specific, measurable, achievable, relevant, and time-bound (SMART) objectives that align with the goals.
• Explain the strategies and activities you will implement to achieve the project objectives.
• Describe the timeline, milestones, and resources required for each activity.
• Highlight the uniqueness and innovation of your approach, if applicable.
• Outline your plan for evaluating the project’s effectiveness and measuring its impact.
• Discuss how you will collect and analyze data to assess the outcomes.
• Explain how the project will be sustained beyond the grant period, including future funding strategies and partnerships.
• Prepare a comprehensive budget that includes all the anticipated expenses and revenue sources.
• Clearly justify each budget item and ensure it aligns with the project activities and goals.
• Include a budget narrative that explains any cost assumptions or calculations.
• Review your proposal multiple times for clarity, coherence, and grammatical accuracy.
• Ensure that the proposal follows the formatting and length requirements specified by the funder.
• Consider seeking feedback from colleagues or experts in the field to improve your proposal.
• Gather all the necessary supporting documents, such as your organization’s background information, financial statements, resumes of key staff, and letters of support or partnership.
• Follow the submission instructions provided by the funding organization.
• Submit the proposal before the specified deadline, keeping in mind any additional submission requirements, such as online forms or hard copies.
• If possible, send a thank-you note or email to the funding organization for considering your proposal.
• Keep track of the notification date for the funding decision.
• In case of rejection, politely ask for feedback to improve future proposals.

Importance of Grant Proposal

Grant proposals play a crucial role in securing funding for organizations and projects. Here are some key reasons why grant proposals are important:

• Access to Funding: Grant proposals provide organizations with an opportunity to access financial resources that can support the implementation of projects and initiatives. Grants can provide the necessary funds for research, program development, capacity building, infrastructure improvement, and more.
• Project Development: Writing a grant proposal requires organizations to carefully plan and develop their projects. This process involves setting clear goals and objectives, identifying target populations, designing activities and strategies, and establishing timelines and budgets. Through this comprehensive planning process, organizations can enhance the effectiveness and impact of their projects.
• Validation and Credibility: Successfully securing a grant can enhance an organization’s credibility and reputation. It demonstrates to funders, partners, and stakeholders that the organization has a well-thought-out plan, sound management practices, and the capacity to execute projects effectively. Grant funding can provide validation for an organization’s work and attract further support.
• Increased Impact and Sustainability: Grant funding enables organizations to expand their reach and increase their impact. With financial resources, organizations can implement projects on a larger scale, reach more beneficiaries, and make a more significant difference in their communities. Additionally, grants often require organizations to consider long-term sustainability, encouraging them to develop strategies for continued project success beyond the grant period.
• Collaboration and Partnerships: Grant proposals often require organizations to form partnerships and collaborations with other entities, such as government agencies, nonprofit organizations, or community groups. These collaborations can lead to shared resources, expertise, and knowledge, fostering synergy and innovation in project implementation.
• Learning and Growth: The grant proposal writing process can be a valuable learning experience for organizations. It encourages them to conduct research, analyze data, and critically evaluate their programs and initiatives. Through this process, organizations can identify areas for improvement, refine their strategies, and strengthen their overall operations.
• Networking Opportunities: While preparing and submitting grant proposals, organizations have the opportunity to connect with funders, program officers, and other stakeholders. These connections can provide valuable networking opportunities, leading to future funding prospects, partnerships, and collaborations.

Purpose of Grant Proposal

The purpose of a grant proposal is to seek financial support from grant-making organizations or foundations for a specific project or initiative. Grant proposals serve several key purposes:

• Funding Acquisition: The primary purpose of a grant proposal is to secure funding for a project or program. Organizations rely on grants to obtain the financial resources necessary to implement and sustain their activities. Grant proposals outline the project’s goals, objectives, activities, and budget, making a compelling case for why the funding organization should invest in the proposed initiative.
• Project Planning and Development: Grant proposals require organizations to thoroughly plan and develop their projects before seeking funding. This includes clearly defining the problem or need the project aims to address, establishing measurable goals and objectives, and outlining the strategies and activities that will be implemented. Writing a grant proposal forces organizations to think critically about the project’s feasibility, anticipated outcomes, and impact.
• Communication and Persuasion: Grant proposals are persuasive documents designed to convince funding organizations that the proposed project is worthy of their investment. They must effectively communicate the organization’s mission, vision, and track record, as well as the specific problem being addressed and the potential benefits and impact of the project. Grant proposals use evidence, data, and compelling narratives to make a strong case for funding support.
• Relationship Building: Grant proposals serve as a platform for organizations to establish and strengthen relationships with funding organizations. Through the proposal, organizations introduce themselves, highlight their expertise, and demonstrate their alignment with the funding organization’s mission and priorities. A well-written grant proposal can lay the foundation for future collaborations and partnerships.
• Accountability and Evaluation: Grant proposals outline the expected outcomes, objectives, and evaluation methods for the proposed project. They establish a framework for accountability, as organizations are expected to report on their progress and outcomes if awarded the grant. Grant proposals often include plans for project evaluation and monitoring to assess the project’s effectiveness and ensure that the funding is being used appropriately.
• Sustainability and Long-Term Planning : Grant proposals often require organizations to consider the long-term sustainability of their projects beyond the grant period. This includes identifying strategies for continued funding, partnerships, and community involvement. By addressing sustainability in the proposal, organizations demonstrate their commitment to long-term impact and the responsible use of grant funds.

When to Write a Grant Proposal

Knowing when to write a grant proposal is crucial for maximizing your chances of success. Here are a few situations when it is appropriate to write a grant proposal:

• When There is a Funding Opportunity: Grants become available through various sources, including government agencies, foundations, corporations, and nonprofit organizations. Keep an eye out for grant announcements, requests for proposals (RFPs), or funding cycles that align with your organization’s mission and project goals. Once you identify a relevant funding opportunity, you can begin writing the grant proposal.
• When You Have a Well-Defined Project or Program: Before writing a grant proposal, it’s important to have a clearly defined project or program in mind. You should be able to articulate the problem or need you are addressing, the goals and objectives of your project, and the strategies and activities you plan to implement. Having a solid project plan in place will help you write a more compelling grant proposal.
• When You Have Conducted Research and Gathered Data: Grant proposals often require evidence and data to support the need for the project. Before writing the proposal, conduct thorough research to gather relevant statistics, studies, or community assessments that demonstrate the significance and urgency of the problem you aim to address. This data will strengthen your proposal and make it more persuasive.
• When You Have a Strong Organizational Profile: Funding organizations often consider the credibility and capacity of the applying organization. Before writing a grant proposal, ensure that your organization has a strong profile, including a clear mission statement, track record of accomplishments, capable staff or volunteers, and financial stability. These factors contribute to the overall credibility of your proposal.
• When You Have the Time and Resources to Dedicate to Proposal Writing: Writing a grant proposal requires time, effort, and resources. It involves conducting research, developing project plans, creating budgets, and crafting compelling narratives. Assess your organization’s capacity to commit to the grant proposal writing process. Consider the timeline, deadline, and any additional requirements specified by the funding organization before deciding to proceed.
• When You Have Identified Potential Partnerships or Collaborators: Some grant proposals may require or benefit from partnerships or collaborations with other organizations or stakeholders. If your project can be enhanced by partnering with other entities, it’s important to identify and secure these partnerships before writing the grant proposal. This demonstrates a collaborative approach and can strengthen your proposal.
• When You Are Committed to Project Evaluation and Accountability: Grant proposals often include requirements for project evaluation and reporting. If you are willing and able to commit to evaluating the project’s outcomes, tracking progress, and reporting on the use of funds, it is an appropriate time to write a grant proposal. This shows your dedication to transparency, accountability, and responsible use of grant funds.

Also see Proposal

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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• CAREER FEATURE
• 20 December 2019

Secrets to writing a winning grant

• Emily Sohn 0

Emily Sohn is a freelance journalist in Minneapolis, Minnesota.

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When Kylie Ball begins a grant-writing workshop, she often alludes to the funding successes and failures that she has experienced in her career. “I say, ‘I’ve attracted more than $25 million in grant funding and have had more than 60 competitive grants funded. But I’ve also had probably twice as many rejected.’ A lot of early-career researchers often find those rejections really tough to take. But I actually think you learn so much from the rejected grants.”

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Step-By-Step Guide to Writing a Grant Proposal

Writing a grant proposal is incredibly time-consuming.

No joke. It's one of the most complicated documents you could write in your entire life.

There are different requirements, expectations, and formats—not to mention all the prep work you need to do, like market research and clarifying your project timeline.

Depending on the type of company or organization you represent and which grants you’re applying for, your grant could run anywhere from a dozen to a hundred pages. It’s a lot of work, and we’re here to help.

In this guide to grant proposals, we offer writing steps and examples, as well as resources and templates to help you start applying for funding right away.

Types of grant proposals

Grant proposals typically fall into one of these main categories:

Research grant proposals - Research grant proposals are usually sent by university professors or private research organizations in order to fund research into medical, technological, engineering, and other advancements.

Nonprofit grant proposals - Nonprofits send grant proposals to philanthropic organizations and government agencies to acquire funds for community development, health, education, and similar projects.

Technology grant proposals - Grant proposals can also be sent by technology companies (software, hardware, solar, recycling, environmental, manufacturing, health, and other types of tech companies). These proposals are often sent to large government organizations looking for solutions to current and future problems, as well as VC firms looking to invest in smart startups.

Small business grant proposals - Local governments often give grant awards to small businesses to help them kickstart, market, or expand.

Arts grants - Grants allow artists that would otherwise lack the financial resources to devote extended periods of time to their art. They might need to complete an installation that can be enjoyed by the community as part of the grant.

Grant RFP proposals - There can also be a request for proposals (RFP) for just about anything. From multinational organizations like the UN to family philanthropic grants, you can find RFPs for a variety of projects.

How to prep before you write

Before you can sit down to write your grant proposal, you’ll need to have a deep understanding of:

Existing scientific literature (for research grants) or relevant reports and statistics

Market and competitor landscape

Current available solutions and technologies (and why they’re not good enough)

Expected positive impact of your project

The methods and strategies you’ll employ to complete your project

Project phases and timelines

Project budget (broken down into expense categories)

With these things all buttoned down, you’ll have a much easier time writing the sections that cover those details, as well as the sections that highlight their meaning and importance (such as your statement of need and objectives).

Create a document where you can play around. Take notes, write down ideas, link out to your research, jot down different potential budgets, etc.

Then, when you’re ready to write, create a fresh document for your actual grant proposal and start pulling from your notes as needed.

How to write a grant proposal (ideal format)

Now, let’s get writing.

The ideal outline for a grant proposal is:

Cover Letter

Executive summary, table of contents, statement of need, project description, methods and strategies, execution plan and timeline, evaluation and expected impact, organization bio and qualifications.

If you’re not writing a super formal grant proposal, you might be able to cut or combine some of these sections. When in doubt, check with the funding agency to learn their expectations for your proposal. They might have an RFP or other guidelines that specify the exact outline they want you to follow.

Note: In business proposals, the cover letter and executive summary are the same, and those phrases are used interchangeably. But for grant proposals, the cover letter is a short and simple letter, while the executive summary offers a description of key aspects of the proposal.

In your cover letter, you'll write a formal introduction that explains why you are sending the proposal and briefly introduces the project.

What to include :

The title of the RFP you are responding to (if any)

The name of your proposed project (if any)

Your business or nonprofit organization name

A description of your business or organization, 1-2 sentences

Why you are submitting the proposal, in 1-2 sentences

What you plan to do with the funds, in 2-4 sentences

Dear [Name], The Rockville Community Garden is responding to the city of Rockville’s request for proposals for nonprofit community improvement projects. The Rockville Community Garden is a space for relaxation, healthy eating, exercise, and coming together. We are submitting a proposal to request funding for Summer at the Garden. Every summer, parents are tasked with finding childcare for their children, and we have received countless requests to host a summer camp. We're requesting funding to cover tuition for 100 low-income children ages 5 to 12. The funds will make our summer camp accessible to those who need it most. Thank you for your consideration, [Signature] [Title]

The executive summary of a grant proposal goes into far more detail than the cover letter. Here, you’ll give

Statement of Need overview, in 2 - 5 sentences

Company Bio and Qualifications, in 2 - 5 sentences

Objectives, in 2 - 5 sentences

Evaluation and Expected Impact, in 2 - 5 sentences

Roman architecture stands the test of time until it doesn’t. Roman building techniques can last thousands of years but will crumble to dust instantaneously when earthquakes strike. Meanwhile, our own building techniques of reinforced concrete and steel last only a couple of centuries. Ancient Architecture Research firm is dedicated to modernizing roman building techniques to create new structures that are earthquake safe and sustainable. Our principle investigators hold PhDs from renowned architecture universities and have published in numerous journals. Our objectives for the research grant are to create a prototype structure using Roman building techniques and test it on a shake table to simulate an earthquake. The prototype will pave the way for our application for an amendment to the California building code to permit unreinforced masonry construction. With the success of the prototype, we will prove the safety and viability of this technique. This project will have an enormous potential impact on several crises plaguing the state of California now and in the future: disaster relief, affordable housing, homelessness, and climate migration. Unreinforced masonry construction can be taught and learned by amateur builders, allowing volunteers to quickly deploy temporary or permanent structures.

Next up, you need your Table of Contents! Make sure it matches the names of each of your following sections exactly. After you’ve written, edited, and finalized your grant proposal, you should then enter accurate page numbers to your TOC.

Next up is the statement of need. This is where you sell why you’re submitting your grant request and why it matters.

A description of who will benefit from your proposal

Market and competitive analysis

Statistics that paint a picture of the problem you’re solving

Scientific research into how the problem is expected to worsen in the future

Reasons why your small business deserves funding (founder story, BIPOC founder, female founder, etc.)

While women hold 30% of entry-level jobs in tech, they only make up 10% of C-suite positions. The Female Leadership Initiative seeks to develop women tech leaders for the benefit of all genders. Female leaders have been proven to positively impact work-life balance, fairer pay, creativity, innovation, teamwork, and mentorship.

In this section, you’ll describe the basics of your research project, art project, or small business plan. This section can be kept fairly short (1 - 3 paragraphs), because you’ll be clarifying the details in the next 5 paragraphs.

The name of your project (if any)

Who will benefit from your project

How your project will get done

Where your project will take place

Who will do the project

The Fair Labor Project will seek to engage farm workers in the fields to identify poor working conditions and give back to those who ensure food security in our communities. Trained Spanish-speaking volunteers will visit local farms and speak with workers about their pay and work conditions, helping to uncover any instances of abuse or unfair pay. Volunteers will also pass out new work gloves and canned food. Volunteers will also place orders for work boots and ensure that boots are later delivered to workers that need them.

You should also write out clear goals and objectives for your grant proposal. No matter the type of agency, funding sources always want to see that there is a purpose behind your work.

Measurable objectives tied directly to your proposed project

Why these objectives matter

We seek to boost volunteer turnout for our voter registration efforts by 400%, allowing us to reach an additional 25,000 potential voters and five additional neighborhoods.

Now it’s time to clarify how you’ll implement your project. For science and technology grants, this section is especially important. You might do a full literature review of current methods and which you plan to use, change, and adapt. Artists might instead describe their materials or process, while small business grant writers can likely skip this section.

The names of the methods and strategies you will use

Accurate attribution for these methods and strategies

A literature review featuring the effectiveness of these methods and strategies

Why you are choosing these methods and strategies over others

What other methods and strategies were explored and why they were ultimately not chosen

“We plan to develop our mobile app using React Native. This framework is widely regarded as the future of mobile development because of the shared codebase that allows developers to focus on features rather than create everything from scratch. With a high workload capacity, react native also provides user scalability, which is essential for our plan to offer the app for free to residents and visitors of Sunny County.”

You’ll also need to cover how you plan to implement your proposal. Check the RFP or type or grant application guidelines for any special requirements.

Project phases

The reasoning behind these phases

Project deliverables

Collaborators

In our experience and based on the literature,11,31-33 program sustainability can be improved through training and technical assistance. Therefore, systematic methods are needed to empirically develop and test sustainability training to improve institutionalization of evidence-based programs. This will be accomplished in three phases. In Phase 1, (yr. 1, months 1-6) we will refine and finalize our Program Sustainability Action Planning Model and Training Curricula. As part of this refinement, we will incorporate experiential learning methods3-6 and define learning objectives. The Program Sustainability Action Planning Training will include action planning workshops, development of action plans with measurable objectives to foster institutional changes, and technical assistance. We will also deliver our workshops in Phase 1 (yrs. 1 and 2, months 6-15) to 12 state TC programs. Phase 2 (yrs. 1, 2, and 3) uses a quasi-experimental effectiveness trial to assess the Program Sustainability Action Planning Training in 24 states (12 intervention, 12 comparison). Evaluation of our training program is based on the theory of change that allows for study on how a change (intervention) has influenced the design, implementation, and institutionalization of a program.7,8,11,28 We will collect data on programmatic and organizational factors that have been established as predictors of sustainability9,11 using state level programmatic record abstraction and the Program Sustainability Assessment Tool (PSAT)43 to assess level of institutionalization across intervention and comparison states at three time points. Data will be used to establish the efficacy of the Program Sustainability Action Planning Model and Training Curricula. In Phase 3 (yr. 4, months 36-48), we will adapt our training based on results and disseminate Program Sustainability Action Planning Model and Training materials. - From Establishing The Program Sustainability Action Planning Training Model

A budget table with various expense categories

An explanation of what each category entails

Expenses broken down by month or year (if this fits your proposal)

Here’s an example budget table with expense categories:

You can then include a brief description of each category and the expenses you expect within them.

A great grant proposal should clarify how you will measure positive outcomes and impact.

Details on the expected impact of your project

Who will benefit from your project and how

Your plan for evaluating project success

How you will measure project success

We will measure the success of the project by monitoring the school district’s math scores. We are expecting an 8% increase in state testing scores from the fall to the spring across grades 1 through 3.

And lastly, finish up your grant proposal with a bio of your organization, your company, or yourself.

Company name

The names of people on your team

Professional bios for everyone on your team

Your educational background

Any relevant awards, qualifications, or certifications

Jane Doe received her masters in fine arts specializing in ceramics from Alfred University. She has received the Kala Fellowship and the Eliza Moore Fellowship for Artistic Excellence.

Successful grant proposal examples

Want to write winning grant applications?

We’ve rounded up examples of successful, awarded grants to help you learn from the best.

Check out these real examples across science, art, humanities, agriculture, and more:

Funded arts and research grants from the University of Northern Colorado

Samples of awarded proposals from the Women’s Impact Network

National Cancer Institute examples of funded grants

Institute of Museum and Library Services sample applications

Specialty Crop Block Grant Program awarded grants examples

Grant application and funding resources

To help you get started writing and sending grant proposals, we’ve found some great application resources.

Research grants:

United States Environmental Protection Agency (EPA) grants

William T. Grant Foundation grants on reducing inequality

Russel Sage Foundation research grants

Nonprofit grants:

Walmart’s Local Community Grants

Bank of America’s Grant Funding for Nonprofits

Canada GrantWatch’s database of nonprofit grants

Technology grants:

Google Impact Challenges

UN Sustainable Development Goals Fund

US Department of Energy Funding

Small business grants:

US Chamber of Commerce Small Business grants

Canada Small Business Benefits Finder

US Small Business Administration (SBA) grants

Arts grants :

National Endowment for the Arts grants

Art Prof Artist Grants

Canada Council for the Arts grants

Get started with our proposal writing templates

The best way to start any proposal is with a template. A template informs your writing, while drastically speeding up the time it takes to design an attractive proposal.

All of our 75+ proposal templates can easily be adapted for any purpose, including grants or requests for funding. Try our project proposal template and make it your own by adding your executive summary, statement of need, project description, execution plan, budget, and company bio.

Start a free trial to check out all of our proposal software features , including reusable content snippets, e-signatures, viewing and signing analytics, and more.

How to Create Business Proposals Faster

November 14, 2017

Ready to make every deal a closed deal?

Get started with a free Proposify 14-day trial. No credit card required. Just more closed deals.

Basics of scientific and technical writing: Grant proposals

• Career Central
• Published: 23 April 2021
• Volume 46 , pages 455–457, ( 2021 )

Cite this article

• Morteza Monavarian 1  

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Avoid common mistakes on your manuscript.

Grant proposals

A grant proposal is a formal document you submit to a funding agency or an investing organization to persuade them to provide the requested support by showing that (1) you have a plan to advance a certain valuable cause and (2) that the team is fully capable of reaching the proposed goals. The document may contain a description of the ideas and preliminary results relative to the state of the art, goals, as well as research and budget plans. This article provides an overview of some steps toward preparation of grant proposal applications, with a particular focus on proposals for research activities in academia, industry, and research institutes.

Different types of proposals

There are different types of grant proposals depending on the objectives, activity period, and funding organization source: (1) research proposals, (2) equipment proposals, and (3) industry-related proposals. Research proposals are those that seek funding to support research activities for a certain period of time, while equipment proposals aim for a certain equipment to be purchased. For equipment proposals to be granted, you need to carefully explain how its purchase could help advance research activities in different directions. Unlike research proposals, which are focused on a specific direction within a certain field of research, equipment proposals can have different directions within different areas of research, as long as the proposed equipment can be used in those areas.

There are also industry-related funding opportunities. For example, the National Science Foundation (NSF) has programs within its Division of Industrial Innovation and Partnerships, in which small businesses and industries can involve research funding opportunities. Examples of such programs include Small Business Innovation Research and Small Business Technology Transfer programs. These opportunities are separate from any opportunities directly involving the companies funding your research, where the companies are the source of the funding.

Steps to submit a proposal

Figure  1 shows an overview of a standard process flow for a grant proposal application, from identifying the needs and focus to acceptance and starting the project. As shown, the process of writing grants is not linear, but rather a loop, indicating the need for consistent modifications and development of your ideas, depending on the input you receive from the funding agencies or the results you obtained from previously funded projects.

Diagram of grant proposal preparation.

Before starting, you need to define the ultimate purpose of the research you want to pursue and to convince others that the work is indeed worth pursuing. Think about your proposed research in the context of problems to solve, potential hypotheses, and research design. To start shaping the idea you are pursuing, ask yourself: (1) What knowledge do I gain from finishing this project? (2) What is the significance of the end goal of the project? (3) How would the completion of this project be useful in a broader sense? Having convincing answers to these questions would be extremely helpful in developing a good grant proposal.

After identifying the needs and focus and initially developing the ideas and plans, the next step is to secure a funding agency to which you would like to submit the grant proposal. It is a good practice to keep track of programs and corresponding funding opportunity announcements for different funding agencies relevant to your field of research. Once you secure a funding agency and find the deadline for submission, review the submission guidelines for the program carefully. The grant proposal document should be perfectly aligned with the structure and content proposed in the guidelines provided by the agency program to avoid any premature rejection of your application. Some programs only require a few documents, while others many more. Some agencies may require a concept paper: a short version of the proposal submitted before you are eligible for a full proposal submission.

After securing the agency/program and reviewing the guidelines, the next step is to write the full proposal document, according to the guidelines proposed by the funding agency. Before submission, review your documents multiple times to ensure the sections are well written and are consistent with one another and that they perfectly convey your messages. Some institutes have experts in reviewing proposal documents for potential linguistic and/or technical edits. Submit at least a day before the deadline to ensure that all documents safely go through. Some agencies have strict deadlines, which you do not want to miss, or you may have to wait upwards of a year to submit again. The agency then usually sends your documents to a few expert reviewers for their comments. The review may be graded or have written comments that require attention and response. A response letter has to be prepared and submitted (according to the agency guidelines) by a new deadline imposed by the agency for consideration by the program manager.

After reviewing the full response and revised documents, the agency will contact you with notification of their decision. If your proposal is accepted, the agency will provide details regarding funding and a start date. During the term of the project, agencies normally require a periodic (quarterly or annually) report in either a written or oral form. Different agencies may have rules for any publications or patents that could potentially result during the project term, when the work is complete or the idea is developed as a result of the awarded grant. As shown in the figure, even if the proposal is rejected, upon careful review, revision, and further development or adjustment of the proposal, you may try for another funding opportunity. After finishing a recently funded project, you can further develop an idea and submit another proposal for funding.

Structure of proposals (NSF example)

The structure of proposals differs with funding agencies. Included is an overview of an NSF proposal as a guide.

In addition to the technical volume (narrative) document, containing all the major descriptions of the project, other necessary documents include bio sketches, budget, justifications, management plan, and project summary. Bio sketches contain resumes of all the principal investigators (PIs), including any prior experience, relevant publications, and outreach activities. Budget and justifications are two separate documents relevant to a breakdown of the required budgets for the project, including salaries for the PIs and the team, travel, publication costs, equipment costs, materials and supplies, and any other relevant expenses. The budget document could be an Excel spreadsheet, indicating the exact dollar amounts, while the justification indicates the rationale for each charge. Depending on the agency and program, some expenses are allowed to be included in the budget list (carefully read related guidelines). Other potential requirements for submission may include a description of the project summary, management plans, and the facilities in which the work will be performed.

The technical volume is likely the one you will spend the most time preparing. It consists of several sections. Included is an example of a structure (read the Proposal and Award Policies and Procedures Guide on the NSF website for details). The total technical volume should not exceed 15 pages, excluding the reference section, which will be submitted as a separate document. While there are different review criteria for an NSF proposal, the main two are intellectual merit (encompasses the potential to advance knowledge) and broader impacts (potential to benefit society). Your proposal should reflect that the work will be rich in these two criteria. NSF reviewers typically provide qualitative grades (ranging from poor to excellent) to the proposal and feedback in their review.

Introduction and overview

The first section of the technical volume may start with an introduction/motivation and overview of the proposed work. This section should be no longer than a page, but should give an overview of the background and state of the art in the research area, motivations, objectives of the proposed work (maybe in the context of intellectual merit and broader impacts), and a brief description of the work breakdown (tasks). The last couple of paragraphs of the introduction could summarize the education and outreach plans, as well as the PIs’ experience and expertise. Feel free to highlight any major statements in this section to serve as main takeaways for the reviewers. Also, making an overview figure for this section may help summarize the information.

Background and relationship to the state of the art

The second section gives more details of background and relationship to the state of the art. This section may be a few pages long and contain figures and relevant citations.

Technical methods and preliminary results

This section should describe the technical methods and preliminary results relevant to the proposed research from your prior work. It should contain illustrative figures and plots to back up the proposed work.

Research plan

After discussing the prior art and the technical methods and preliminary results (in previous sections), you should discuss the proposed research and plan. A good standard is to divide your work into two to three thrusts, with each thrust containing two to three tasks. You can also prepare a timetable (also called a Gantt chart) to indicate when the tasks will be completed with respect to the project term, which is usually between three to five years.

Integration of education and research

The last section should describe any plans for integration of education and research, including any K-12 programs or planned outreach activities.

Results from prior supports

Finally, describe results from all of your prior NSF supports. For each project, provide a paragraph describing the goal of the project, the outcomes, and any related publications. You can also write this section in the context of intellectual merit and broader impacts.

Things to remember when preparing grant proposals

Find the proper timing for any idea to explore. Sometimes the idea you think is worth pursuing is either too early or too late to explore, depending on the existing body of literature.

Begin early to avoid missing any deadlines. Give the process some time, as it could take a while.

Try to have sufficient preliminary results as seeds for the proposal.

Have a decent balance between the amount of ideas and preliminary results you put in the grant proposal. Too many ideas but too few results may make your proposal sound too ambitious, while too few ideas and too many results may make your proposed work seem complete, therefore no need for funding.

Try to attend funding agency panels. It will help you understand the review process, grading criteria, and mindsets of program managers. Learn about proposals that are funded.

Locate any related funding agency announcements to know the deadlines in advance.

Be mindful of deadlines. Last day submissions may jeopardize your funding opportunities.

Learn what is customary. One figure per page is ideal for the proposed technical volume. A wordy proposal with not enough figures will be boring and more difficult for the reviewers to follow.

Do not give up! You may need to submit several proposals (to different programs/agencies) to get one awarded.

Be cautious about self-plagiarism! Do not copy and paste texts/figures from your previously supported proposal or papers in your new submissions.

Be ambitious but practical when developing ideas.

Develop a solid research program. It is not all about hunting grants; it is also how to execute your funded projects. You may have periods (waves) of grant hunting followed by periods of delivering on the funded projects. Any successful prior research can help you gain more funding in the next wave.

Enjoy your research!

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This article is the third in a three-part series in MRS Bulletin that will focus on writing papers, patents, and proposals.

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Monavarian, M. Basics of scientific and technical writing: Grant proposals. MRS Bulletin 46 , 455–457 (2021). https://doi.org/10.1557/s43577-021-00105-4

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Published : 23 April 2021

Issue Date : May 2021

DOI : https://doi.org/10.1557/s43577-021-00105-4

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ANNOTATED SAMPLE GRANT PROPOSALS

How to Use Annotated Sample Grants

Are these real grants written by real students.

Yes! While each proposal represents a successfully funded application, there are two things to keep in mind: 1) The proposals below are  final products;  no student started out with a polished proposal. The proposal writing process requires stages of editing while a student formulates their project and works on best representing that project in writing. 2) The samples reflect a wide range of project types, but  they are not exhaustive . URGs can be on any topic in any field, but all must make a successful argument for why their project should be done/can be done by the person proposing to do it.  See our proposal writing guides for more advice. The best way to utilize these proposals is to pay attention to the  proposal strengths  and  areas for improvement  on each cover page to guide your reading.

How do I decide which sample grants to read?

When students first look through the database, they are usually compelled to read an example from their major (Therefore, we often hear complaints that there is not a sample proposal for every major). However, this is not the best approach because there can be many different kinds of methodologies within a single subject area, and similar research methods can be used across fields.

• Read through the Methodology Definitions and Proposal Features  to identify which methodolog(ies) are most similar to your proposed project. 
• Use the Annotated Sample Grant Database ( scroll below the definitions and features) filters or search for this methodology to identify relevant proposals and begin reading!

It does not matter whether the samples you read are summer grants (SURGs) or academic year grants (AYURGs).  The main difference between the two grant types is that academic year proposals (AYURG) require a budget to explain how the $1,000 will be used towards research materials, while summer proposals (SURG) do not require a budget (the money is a living stipend that goes directly to the student awardee) and SURGs have a bigger project scope since they reflect a project that will take 8 weeks of full time research to complete.  The overall format and style is the same across both grant cycles, so they are relevant examples for you to review, regardless of which grant cycle you are planning to apply.  

How do I get my proposal to look like these sample grants?

Do not submit a first draft:  These sample proposals went through multiple rounds of revisions with feedback from both Office of Undergraduate Research advisors and the student’s faculty mentor. First, it helps to learn about grant structure and proposal writing techniques before you get started. Then, when you begin drafting, it’s normal to make lots of changes as the grant evolves. You will learn a lot about your project during the editing and revision process, and you typically end up with a better project by working through several drafts of a proposal.

Work with an advisor:  Students who work with an Office of Undergraduate Research Advisor have higher success rates than students who do not. We encourage students to meet with advisors well in advance of the deadline (and feel free to send us drafts of your proposal prior to our advising appointment, no matter how rough your draft is!), so we can help you polish and refine your proposal.

Review final proposal checklists prior to submission:  the expectation is a two-page, single-spaced research grant proposal (1″ margins, Times New Roman 12 or Arial 11), and proposals that do not meet these formatting expectations will not be considered by the review committee.  Your bibliography does not count towards this page limit.

Academic Year URG Submission Checklist

Summer URG Application Checklist

METHODOLOGY DEFINITIONS & PROPOSAL FEATURES

Research methodologies.

The proposed project involves collecting primary sources held in archives, a Special Collections library, or other repository. Archival sources might include manuscripts, documents, records, objects, sound and audiovisual materials, etc. If a student proposes a trip to collect such sources, the student should address a clear plan of what will be collected from which archives, and should address availability and access (ie these sources are not available online, and the student has permission to access the archive).

Computational/Mathematical Modeling

The proposed project involves developing models to numerically study the behavior of system(s), often through computer simulation. Students should specify what modeling tool they will be using (i.e., an off-the-shelf product, a lab-specific codebase), what experience they have with it, and what resources they have when they get stuck with the tool (especially if the advisor is not a modeler). Models often involve iterations of improvements, so much like a Design/Build project, the proposal should clearly define parameters for a “successful” model with indication of how the student will assess if the model meets these minimum qualifications.

Creative Output

The proposed project has a creative output such playwriting, play production, documentary, music composition, poetry, creative writing, or other art. Just like all other proposals, the project centers on an answerable question, and the student must show the question and method associated with the research and generation of that project. The artist also must justify their work and make an argument for why this art is needed and/or how it will add to important conversations .

Design/Build

The proposed project’s output centers around a final product or tool. The student clearly defines parameters for a “successful” project with indication of how they will assess if the product meets these minimum qualifications.

The project takes place in a lab or research group environment, though the methodology within the lab or research group vary widely by field. The project often fits within the larger goals/or project of the research group, but the proposal still has a clearly identified research question that the student is working independently to answer.

Literary/Composition Analysis

The project studies, evaluates, and interprets literature or composition. The methods are likely influenced by theory within the field of study. In the proposal, the student has clearly defined which pieces will be studied and will justify why these pieces were selected. Context will be given that provides a framework for how the pieces will be analyzed or interpreted.

Qualitative Data Analysis

The project proposes to analyze data from non-numeric information such as interview transcripts, notes, video and audio recordings, images, and text documents. The proposal clearly defines how the student will examine and interpret patterns and themes in the data and how this methodology will help to answer the defined research question.

Quantitative Data Analysis

The project proposes to analyze data from numeric sources. The proposal clearly defines variables to be compared and provides insight as to the kinds of statistical tests that will be used to evaluate the significance of the data.

The proposed project will collect data through survey(s). The proposal should clearly defined who will be asked to complete the survey, how these participants will be recruited, and/or proof of support from contacts. The proposal should include the survey(s) in an appendix. The proposal should articulate how the results from these survey(s) will be analyzed.

The proposed project will use theoretical frameworks within their proposed area of research to explain, predict, and/or challenge and extend existing knowledge. The conceptual framework serves as a lens through which the student will evaluate the research project and research question(s); it will likely contain a set of assumptions and concepts that form the basis of this lens.

Proposal Features

Group project.

A group project is proposed by two or more students; these proposals receive one additional page for each additional student beyond the two page maximum. Group projects must clearly articulate the unique role of each student researcher. While the uploaded grant proposal is the same, each student researcher must submit their own application into the system for the review.

International Travel

Projects may take place internationally. If the proposed country is not the student’s place of permanent residence, the student can additionally apply for funding to cover half the cost of an international plane ticket. Proposals with international travel should likely include travel itineraries and/or proof of support from in-country contacts in the appendix.

Non-English Language Proficiency

Projects may be conducted in a non-English language. If you have proficiency in the proposed language, you should include context (such as bilingual, heritage speaker, or by referencing coursework etc.) If you are not proficient and the project requires language proficiency, you should include a plan for translation or proof of contacts in the country who can support your research in English.

DATABASE OF ANNOTATED SAMPLE GRANTS

Get science-backed answers as you write with Paperpal's Research feature

How to Write a Grant Proposal for Research

Writing and submitting a grant proposal is not a task enjoyed by most people. However, if you’re a researcher, writing a grant proposal is something that you will probably need to undertake many times. And that is why, questions like how to write a grant proposal for research are commonly asked in the field of academia.

Research grant proposals are critical for showcasing your work and convincing funders to back your research project. While obtaining grants brings prestige to the researcher and the institution, in some fields such as medicine, academic success depends on the number of grants and amount of funding received 1 . So, how can you write a persuasive research grant proposal that will impress funders and enable you to grow your career?

Table of Contents

The importance of planning in research grant proposal writing, how to write a research grant proposal: detailed steps, frequently asked questions (faqs).

As with most major projects, the key to writing a successful research grant proposal is planning. This includes an effective plan for not only writing the grant but also a strong plan for the research itself. Planning is extremely important for writing a successful research grant proposal because your final submission needs to be a complete and consistent story of your proposed work. Imagine trying to draft a novel linearly from start to finish without knowing the ending beforehand. Writing a successful research grant proposal requires that you attend to every detail, which means you need a plan.

Remember, you are telling a story through your written grant application . Therefore, every part of the grant proposal must work together, with nothing extra to distract the reader. This requires detailed planning.

The core of a research grant proposal is the research plan. A poorly planned study will not impress the funders. In addition to clearly showing the reader what your proposed study will look like, you will also want to emphasize the positive impact the study results will have on the field and on society at large. Planning time will also need to be spent in identifying a suitable funding source and ensuring that their mission aligns with your research. The story you tell when writing your research grant proposal needs to be a story that interests them.

• Identify an idea: It all starts with an idea. What are you trying to find out with your study? A good place to start is by identifying your research question 2,3 . Can you explicitly state the impact of the results and who might benefit? What makes your study different or novel? How will you conduct your research? In addition, make sure you identify your needs. What are you asking the funders for? Money for equipment, supplies, staffing? Will your research continue long term or will it consist of a single experiment? All of this will be important when you start searching for a suitable funder.
• Find a matching funding source: Once you have your research plan, it’s time to look for suitable funders. Spend the time to identify all available grants that may be a fit for your study. Look beyond the obvious and the popular 5 . There may be more potential funders out there than you think.
• Research the funder and topic: Once you have identified a suitable funder, spend a lot of time on their website. Read about their mission and history, and find out what they have been funding recently. Examine the Call for Proposals very carefully. Consider calling the program officer for the grant of interest 4 . They will answer any questions you have and may provide feedback on your topic or review your proposal draft.
• Write the technical section: This will be the most difficult step for many researchers in the process of writing a research grant proposal. While you may have a handle on the nuts and bolts of the study, communicating it clearly and concisely to those reviewing your proposal is more difficult. Like with any writing, don’t make it difficult for the readers to understand. Remember, you are trying to sell this idea to them.

Remember to be confident and definitive when discussing the need for this study. It’s always a good idea to read and study successful samples of grant proposals from the organization to get an idea of what they want to see.

• Review the call for proposals again : Go through the instructions very carefully. Make sure all the formatting is correct and all the required details are included in each section. You don’t want to give the reviewers any easy excuses for rejecting your submission.

• Submit your proposal: Make sure you follow the submission instructions exactly. Submit your proposal early so you can avoid the stress of having technical difficulties the day the research grant proposal is due.
• Learn from rejections and repeat: Keep in mind that most grant proposals are not funded, and even the most successful researchers get rejected . However, you can learn a lot from examples of unsuccessful proposals. Examine the feedback provided by the readers and use it the next time you write a research grant proposal.
• Zlowodzki M., Jönsson A., Kregor P.J., Bhandari M. How to write a grant proposal. Indian J Orthop . 2007, 41, 23-6. doi: 10.4103/0019-5413.30521.
• The Writing Center, University of North Carolina at Chapel Hill. Grant proposals (or give me the money!). https://writingcenter.unc.edu/tips-and-tools/grant-proposals-or-give-me-the-money/ [Accessed August 10, 2022].
• Elsevier Author Services. Writing a successful grant application – step by step. https://scientific-publishing.webshop.elsevier.com/research-process/writing-successful-grant-application-step-by-step/ [Accessed August 10, 2022].
• Santoro, H. The daunting but vital world of grant writing. Monitor on Psychology, 2021, 52. https://www.apa.org/monitor/2021/11/career-grant-writing . [Accessed August 10, 2022].

Write a convincing research proposal with Paperpal’s AI writing assistant

A research grant proposal is a comprehensive document that outlines your project or program, explains its significance, and requests funding. It typically includes sections such as an executive summary, introduction, project description, budget, and evaluation plan. On the other hand, a grant letter is a shorter document that serves as an initial contact with a potential funder. It is typically a letter of inquiry or a letter of intent that provides a brief overview of your project, highlights its relevance, and expresses your interest in seeking funding. A grant letter is often used to gauge the funder’s interest before submitting a full grant proposal.

The length of a grant proposal can vary depending on the specific guidelines provided by the funding organization. It is important to carefully review the application instructions or guidelines to determine the preferred length. In general, grant proposals can range from a few pages to several dozen pages. However, most funders specify a preferred page limit. Commonly, grant proposals may be around 10 to 20 pages, excluding supporting documents such as budgets, appendices, or letters of support. It’s essential to follow the funder’s guidelines regarding page limits and formatting requirements.

To make your grant proposal stand out, consider the following tips: a. Thoroughly research the funder: Understand the goals, priorities, and preferences of the funding organization. Tailor your proposal to align with their mission and objectives. b. Clearly articulate the problem or need: Clearly describe the issue your project aims to address and explain its significance. Provide compelling evidence and data to support your claims. c. Develop a well-structured and logical proposal: Organize your proposal into sections that flow logically, including an engaging executive summary, a detailed project plan, a realistic budget, and a comprehensive evaluation strategy. d. Highlight your project’s innovation and impact: Emphasize the unique aspects of your project or program. Demonstrate how it fills a gap in existing services or approaches. Clearly articulate the potential positive outcomes and impact your project will have. e. Provide evidence of your capabilities: Showcase your organization’s track record, expertise, and experience in successfully implementing similar projects. Highlight the qualifications of your team members and partnerships that strengthen your proposal. f. Write with clarity and conciseness: Use clear, concise, and persuasive language. Avoid jargon and technical terms that may confuse the reader. Ensure your proposal is well-organized and free from errors.

Yes, seeking feedback on your grant proposal before submission is highly recommended. Feedback from colleagues, mentors, or individuals with experience in grant writing can provide valuable insights and help improve the quality of your proposal. They can offer suggestions on clarity, organization, persuasiveness, and adherence to the funder’s guidelines. Constructive criticism can help you identify areas that may need further development or revision.

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How to Write an RFP for Grants – Everything You Need to Know

Updated: May 09, 2024

Published: May 08, 2024

Beth Goldowitz, who’s been managing nonprofit organizations for the past 20 years, says that when “managed correctly, grants can keep organizations afloat. They’re stable and predictable, a revenue stream that the organization can count on for the duration of a contract.”

But do you know how long it takes to write a single grant application?

Over 30 hours, and considering that grant writers usually get paid between $25 and $100 per hour, depending on their experience, it’s a significant cost. That’s why it’s so important for nonprofits to decide which grants to pick.

Your organization can make it much easier for applicants to assess if they’re the right fit for your project. It all comes down to getting your RFP for grants right, including adding the right sections and asking the right questions.

Before I dive deeper into the subject, let’s answer the question: what is an RFP for grants?

What is an RFP for grants?

The challenges of writing an rfp for grants, the anatomy of an rfp for grants, how to write an rfp for grants, best practices for writing an rfp for grants, rfp for grants resources.

An RFP for grants, or Request for Proposals, is a document issued by grantors such as foundations and government agencies encouraging nonprofit organizations to submit proposals for funding.

Essentially, RFPs offer nonprofits an opportunity to secure funding for various initiatives, irrespective of whether they relate to education, healthcare, or environmental causes.

Each RFP is tailored to achieve a specific goal, so submitted proposals must be in line with the objectives outlined in the RFP.

Free RFP Templates

Fill out the form to get these templates.

• One-Pager RFP
• Longer In-Depth RFP
• Designed PDF RFP

You're all set!

Click this link to access this resource at any time.

I have spoken to a few people working at nonprofits to find out what challenges they came across, either while creating their own RFPs or preparing RFP proposals. Here are the most common obstacles.

Lack of Sufficient Information About the Procurement Process

The quality of your procurement process will impact the quality of the applications you receive. If you don’t share enough information about it, like the timeline, budget, selection criteria, etc., then two things might happen:

• You will receive applications that aren’t the right fit for the project.
• A lot of applicants who are the right fit won’t take part in the process as they’ll feel discouraged by the lack of clarity.

The more detailed and logical your procurement process is, the higher the chances of receiving high-quality proposals.

RFP Grants Failing to Communicate the Vision Clearly

This is an RFP grant challenge that has come up the most frequently.

Gauri Manglik, CEO and co-founder of Instrumentl , says that “many organizations struggle to articulate what specific issues they are trying to address and how the grant they offer will drive impact.”

What often happens is that RFP grant writers take a scattered approach instead of having a cohesive strategic framework. As a result, it’s hard for founders who give out grants to evaluate the proposal’s purpose and potential.

Manglik adds that “the most effective RFPs have a sharply defined focus outlining the goals, target population, and theory of change for proposed activities.”

Not Understanding the Legal Implications of the Grant

Grants often come with terms and conditions that must be followed to stay compliant. Failing to do so might result in penalties or even in grants being revoked.

These terms and conditions should be clear and easy to understand to minimize the risk of breaching them.

Jonathan Feniak, general counsel at LLC Attorney , says, “When writing RFP grant proposals, it’s crucial to understand the legal implications of the grant and factor any liabilities into your plan.

If any IP is developed with grant funding, you must specify ownership rights to avoid potential conflicts with donors later.”

Feniak also notes that proposals should clearly outline your expectations, and you must agree on whether the charity or the investor owns its rights.

“Generally, it’s best to consult your legal team throughout the RFP writing process to manage the risks and clearly outline IP ownership,” adds Feniak.

Ensuring clarity and specificity in the language used.

It’s vital to use a language that is not only clear but also specific so it’s easier for potential bidders to understand what’s expected of them. This applies to the requirements, objectives, and expectations of the project.

Kimberly Wall, co-founder of BibleKeeper , says, “The challenge lies in articulating the project’s goals, objectives, and expected outcomes clearly using words that are not really overwhelming the potential applicants with unnecessary details.”

Using the right language will eliminate confusion among nonprofits and make sure that their proposals accurately correspond to the needs of the RFP issuer.

RFPs for grants come in two forms: concise, short tables, where information is filled out in bullet points, and longer ones, which cover each section in detail.

The former aims to give a high-level overview, while the latter is where applicants take a deep dive into their proposal.

So, there isn’t such a thing as an “ideal” length for an RFP. These types of documents can take up multiple pages and usually function as downloadable PDFs.

If you’re wondering what elements grantors should include, then here’s an RFP structure we recommend at HubSpot.

RFP: [Project Name]

Proposal Due By: [Date]

[Organization Name]

In addition to the name, this section could also feature a short overview of your mission. Don’t include a long history of your organization. Instead, use this space to provide a bit of context on what it does and its target market.

Project Overview

A brief introduction to the project itself to let nonprofits know right away if it’s something worth bidding on — no longer than 1-2 paragraphs.

Project Goals

This section identifies what you hope to accomplish through assigning funds to relevant organizations. Specify what you’ll see as a “win” so everyone is on the same page.

Scope of Work

A description of the project and a scope of work — either detailed, if it’s a long RFP, or bullet points if it’s short.

Current Roadblocks and Barriers to Success

In this section, mention any potential constraints that could either disqualify certain candidates or increase the operational complexity of meeting goals.

Evaluation Metrics and Criteria

Here, you outline how you’re going to choose grantees. There are different approaches — some companies use simple “yes” or “no” evaluations to check if a proposal meets the project objectives.

Other organizations use percentages to score more important criteria higher than others.

Submission Requirements

Exact guidelines bidders must adhere to.

Project Due By

If there is a specific project delivery date, mention it in the RFP. This will help you filter out applicants who can’t guarantee completing it within the required timeline.

Here, you should include the target budget. Specify if this budget will be distributed among multiple organizations or assigned to a single grantee.

General Conditions of Contract

This could include information like:

• Applicant’s legal status.
• Your stance on subcontracting.
• Indemnification, insurance, and liabilities.

Some templates also suggest asking questions that you expect bidders to answer — these can serve as a way to further check their alignment with your mission.

So, now that you know what goes into an RFP, let’s learn how to write them. Below, I’ll describe the steps you should take when tackling this paperwork.

In each section, I’ll work through the steps, as I build a mock RFP for sustainability nonprofits.

My sample organization, Earthly Partners, is looking to fund sustainability projects based in the Southwestern United States. Let's get started.

1. Identify the objectives.

In this step, I want to list all the key information, like goals, timeline, budget, and applicant profile.

As you gather these, you’ll likely come across some informational gaps or considerations that require expert knowledge, like legal considerations and grantor/grantee obligations.

This is an important preliminary stage, which should end with a complete list of information you’ll need to evaluate bidders.

Testing It Out

So, what does my organization, Earthly Partners, want to accomplish? We want to focus on fighting climate change in the South West, particularly through drought relief and community advocacy.

We are able to provide grants of up to $50,000 to each nonprofit.

2. Write an introduction.

Now, I want to provide a bit of information about the organization and the area we focus on. I may also include my organization’s values, current challenges, and the problems we would like to address.

Here is an example of an intro to Earthly Partners’ RFP. Here, we highlight the mission that we focus on and a little bit about our mock organization’s history.

Earthly Partners is pleased to announce the availability of grant funding to support projects that align with our mission of environmental conservation and advocacy.

Established in 2010, Earthly Partners has been dedicated to promoting eco-friendly practices, water conservation, and community empowerment. We recognize the importance of fostering innovative solutions and collaborations within our community, and through this grant opportunity, we aim to support projects that demonstrate creativity, sustainability, and significant impact.

We are most interested in projects focused on community advocacy for climate policies and drought relief.

3. Provide a project description.

This section should serve as a high-level overview. Potential applicants will look at it to quickly assess whether they can propose a relevant project within the required timeline and available budget.

Here’s my project description for my mock sustainability nonprofit:

Grant Purpose: The purpose of this Request for Proposals (RFP) is to solicit proposals for projects that address environmental conservation, climate change mitigation, or sustainable development.

We seek proposals that offer innovative approaches, foster community engagement, and contribute to the long-term sustainability and resilience of ecosystems and communities.

Grant Details:

• Total Funding Available: $50,000
• Grant Duration: 12 months
• Grant Amount: Grants may range from $2,500 to $10,000
• Eligibility: Nonprofit organizations and community groups operating within the Greater Metropolitan Area are eligible to apply.
• Application Deadline: July 31, 2024.

4. List clear requirements.

Here, I can specify what exactly I need to know about the proposal. That includes asking the applicants for the project description and how it will help fulfill the goals of your grant.

Continuing with the sustainability grant project from above, this section could look like the following:

Proposal Guidelines:

Applicants are invited to submit proposals that address the following key components.

• Project Description: Provide a detailed description of the proposed project, including its objectives, activities, target population, and anticipated outcomes.
• Project Impact: Clearly articulate the potential impact of the project on the environment or the local community. Describe how the project will contribute to positive change and address identified environmental or social needs.
• Innovation and Creativity: Highlight any innovative approaches or strategies proposed to address the identified environmental or social challenge. We encourage applicants to think creatively and propose solutions that may be outside traditional approaches.
• Sustainability: Demonstrate the project’s sustainability beyond the grant period. Describe plans for ongoing funding, partnerships, and stakeholder engagement to ensure the long-term success of the project.
• Roadblocks to Success: Identify potential challenges or roadblocks that the project may face and describe strategies to overcome them. Consider factors such as regulatory hurdles, community resistance, funding constraints, or technical limitations.
• Budget and Timeline: Provide a detailed budget that outlines how grant funds will be used. Include a project timeline with key milestones and deliverables.

5. Include a submission deadline.

Here, I want to call out the deadline for submissions and explain my preferred way of submitting proposals.

For Earthly Partners, I want to have proposals by the end of July. I call that out, along with my preferred submission format, below.

Submission Instructions:

Please submit your proposal electronically to [email address] no later than July 31, 2024. Proposals should be submitted in PDF format and include the organization's name, contact information, and the title of the proposed project in the subject line.

​​​​6. Be clear on the evaluation factors.

It’s important to explain all the elements your organization will pay attention to while evaluating applications.

Applicants who do not meet your criteria will likely withdraw from submitting their proposal if they don’t see they’re a good fit. This, in turn, will help you pre-qualify organizations and shorten the selection process.

For Earthly Partners, I want to explain how we plan to evaluate applicants and give an overview of next steps. This allows me to explain what projects are likely to receive funding and the timeline for these evaluations.

Evaluation Process:

Proposals will be evaluated based on the following criteria:

• Alignment with Earthly Partner’s mission and grant objectives.
• Clarity and feasibility of the project proposal.
• Potential impact and sustainability of the project.
• Innovation and creativity of proposed approaches.
• Budget justification and cost-effectiveness.

Notification:

Applicants will be notified of funding decisions by August 31, 2024. Successful applicants will receive further instructions regarding grant agreements, reporting requirements, and funding disbursement.

7. Proofread and edit the document.

I use the editing process to make sure that all the necessary elements are included in my RFP and that the instructions are easy to follow.

Failing to use easy-to-understand language might result in low-quality submissions. It’s a good idea to ask a few of your colleagues for feedback to ensure you’ve not missed any important details.

Here are a few considerations to take into account while preparing your RFP.

Dedicate time to selecting the right eligibility and application criteria.

This is, arguably, the single most important section of your RFP — perhaps even more important than “budget,” as NGOs will want to quickly assess their eligibility.

Esther Strauss, co-founder of Step by Step Business , agrees:

“Given the diversity of causes we support, from education to environmental conservation, finding a grant that provides the necessary funding and also aligns with our goals can be like searching for a needle in a haystack.”

Strauss says that, whenever applying for a grant herself, she needs to know if her organization can genuinely meet the grantor’s requirements while staying true to the organization’s objectives and values.

The need to get the application “right” can also extend to selecting the right application format or method. “The pressure to get it right is immense, as these grants can significantly impact our ability to serve our community,” she adds.

So, how can you make it easier for applicants to assess if they’re the right fit and avoid application mistakes?

Include clear information like:

• Only bidders who meet at least X out of Y criteria will be considered.
• Proposals must be sent in [FORMAT] by [DEADLINE]. Applications sent in through other channels will not be considered.
• Application needs to include a proposed schedule.
• Proposals must be shorter than [NUMBER] pages. Failure to comply with this guideline will result in an automatic rejection.

For a real-life example, you can also look at this RFP proposal from the U.N. , which keeps the requirement descriptions clear and concise.

As you can see, the quality of the proposals and organization fit lies largely in your hands.

Image Source

Simplify negotiations by including key contract terms.

Earlier, I’ve mentioned that many RFP grant writers struggle with translating legal requirements in the RFP.

Wayne Tung of Sendero wrote a great piece on this subject, encouraging RFP publishers to give it the same level of attention as requirements and scope.

“Many people do not include contract term requirements, such as legal and commercial terms, in RFPs. This results in prolonged negotiations,” or even failed grants, he says.

Featuring the main contract terms in the RFP shows respect for both parties — you as the project operator and the organizations seeking funding.

Sometimes, fewer questions are better.

I spent quite some time going through Reddit threads popular among the RFP community, and one of the most interesting points I’ve seen was about question-fit.

One Redditor, roger_the_virus , blatantly says grantors should avoid “useless questions that won’t provide helpful answers. I do my best to make sure we’re not asking for a bunch of information we don’t need and won’t do anything with.”

That said, when it comes to questions, don’t automatically discredit applicants who can’t answer all of them. Offer organizations that have pitched a fitting project and budget the opportunity to ask follow-up questions.

This will prevent them from submitting answers with low informational value, i.e., responses that are vague or unrelated to your query.

Speaking of supplementary questions, this leads to the next point.

Provide clear contact information.

The larger your organization, the less likely it is that there will only be one person responsible for proposal reception and answering questions from applicants.

However, even if it’s an entire office, you should provide contact information with the relevant communication method — either walk-ins between a specific time, like Monday to Friday, email address, or phone number.

Bear in mind that many nonprofits apply to RFPs ongoingly and will only do so if they see that the grantor can help with applicant requests. Here’s an opinion on Reddit from an RFP proposal writer, which garnered multiple upvotes:

“I won’t respond to an RFP unless they commit to giving me their time for detailed discovery and a chance for them to read me the RFP requirements line by line and why they’re important.”

Disclose any potential blockers.

Finally, be transparent about any potential roadblocks winning bidders might come across.

When applying for grants, NGOs need to know if they have the means to complete the project and if there are any other issues, like conflict of interest.

For example, say your organization wishes to assign funds to boost literacy rates in remote rural areas. One of the prerequisites could be having established relationships within target communities.

Such an approach will help preselect applicants, particularly those who don’t have the operational capacity to navigate around any potential constraints.

Here are three resources that might come in handy while drafting an RFP for grants.

1. Candid’s Foundation Directory

Candid’s Foundation Directory shares essential information to help you make smart and strategic funding requests. These resources and tools give you access to funding opportunities that go beyond RFPs.

It includes a list of foundations, including their profiles, funding priorities, application procedures, and contact information.

RFP writers can go through the proposals that have been published already and use them as inspiration to create their own.

2. Free RFP Templates From HubSpot

HubSpot’s Free RFP templates are a great starter kit and will help you draft your request in no time.

This resource gives you two RFP versions — a shorter one and a longer one. Both documents are fully customizable, allowing you to easily add your company name and logo.

You can download them in PDF or turn them into a Microsoft Word or Google Docs file.

These templates include all the crucial elements of an RFP, such as:

• Company name and background.
• Project goals.
• Expected project timeline.
• Submission requirements.
• Evaluation criteria.
• Potential roadblocks.

Each section comes with a quick explainer to help you get the contents right.

Download HubSpot’s RFP Templates for Free

3. Reddit – RFP Subreddits

Unsurprisingly, Reddit is one of the best places to learn from RFP experts as well as understand the applicant’s perspective.

I especially recommend following the RFP subreddit and navigating into more intricate conversations and topics from there.

While many of the discussions cover not only grants but also commercial projects, the advice is universal.

It also goes without saying that you shouldn’t just lurk around the corner — if there’s a challenge you’ve come across while drafting your RFP, this is the community you should ask for advice.

Getting Your RFP for Grants Right

Writing the RFP is the first — and arguably — most important step in the entire grant process. How so? It’s up to you as the grantor to select the right questions and criteria and explain the purpose of the project.

Remember, the more information you provide potential applicants, the easier it will be for them to assess if they fit the grant objectives. And this, in turn, will lead to a higher quality of proposals.

While there isn’t a one-size-fits-all template for each project, there are certain must-have sections to include. So, refer to this article to get a head start next time you need to create an RFP for grants.

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