Writing Proposals

NOTE FROM JEAN: I am in the process of creating a 'grant writing' e-book that is specific for drafting proposals for conservation and environmental projects. At this time I am unable to work on any grant proposals for groups or individuals.

In the meanwhile, here are some general proposal tips:

The very best tip I know is READ THE REQUEST FOR PROPOSAL (RFP). READ! Read! read! Highlight various keywords, then develop synonyms. Make a check list of the actual qualifying requirements and how your project meets the criteria. Follow the instructions! It's amazing how many people overlook these vital tasks.

Proposal reviewers will read a hundred different proposals. Make your project title memorable and number the pages. This is no time for guessing games or mystery projects. If your project does not meet the basic criteria don't waste everyone's time. Find a different grantor.

Once you've read through the RFP, develop a single sentence that describes your project in terms related to the RFP. Just like writing a news story, cover: "who, what, when, where, why".

Example: "The locally led ABC Watershed Council proposes to lower water temperature for critical fish reproductive habitat and improve streamside wildlife habitat by planting shade trees along 3 miles of South Creek in the Cow Creek Watershed in Shasta County, California using a combination of grant funds and volunteer labor."

While a sentence like that is too long, it will help you keep focused. You have to clearly explain in the proposal exactly what you want to do, who is going to do it, how long it will take, and how it will be funded. It's surprising how many proposals I've read that never state the exact nature of the project when asking for large sums of money.

Read. Research. Write. Review. Submit it on time!

• Read the proposal thoroughly. Make sure you can meet the ALL project requirements. Be assured your competition will have done this.
   
  
• Research both the grantor and the priority concerns that the RFP targets. Contact the funder for additional information and some idea as to who will be reviewing the proposals (level of expertise).
   
  
• Write for easy reading. Use short sentences. Keep to a 10th grade level vocabulary similar to that of a newspaper. K.I.S.S. Put the most important information in the first sentence of each paragraph and the top areas of the pages. Many reviewers will only read the first couple of pages. Make those pages stand out! Put all the critical information in the Proposal - not in the supplementary materials. Addendum and appendix documents may not be sent to the whole review team.
   
  
• Review - and get others to read your proposal for clarity. Ask your test reviewer questions: Did they clearly understand the project? Did you make it urgent enough? Where could it be strengthened? Rewrite the whole proposal if necessary to improve it.
   
  
• Submit it on time. Meet the deadline! Be prepared to submit electronically or with paper documents. 'Close' only counts in horseshoes.
   
  

Also, try to think of the project in terms of phases. Phase 1 could be to solve the local problem. Phase 2 could be share the information regionally about how you solved the problem. Phase 3 would be illustrating how your 'solution' be kept going (institutionalized) or shared nationally. By phasing you can modify your initial proposal if funding sources are tight and the grantor comes to you about modifying your proposal. With phases, you can reduce or expand the proposal. You cannot tell a grantor you can do the same project you proposed, for less money than you requested.

Writing a successful proposal takes time when done by a single person. I usually a lot at least 20 to 40 hours simply to 'write' the document. It may actually take weeks to gather information, build partnerships and do project research. If your group has several projects waiting for funding, you can help yourself by assembling key information and rough drafting basic proposals that can be modified to meet funding opportunities as they come up. Deadlines can be as short as a few weeks to several months away. Be prepared.

Additionally, assemble a file folder of various supportive documents needed by nearly every proposal (such as your organization's tax status) along with any news clippings about your work group's accomplishments. Create a list of potential allies or project partners who can be tapped for additional information or cost-share support on short notice. If your organization needs Board approval to act, try to get a blanket resolution passed to enable you (the proposal writer) to go ahead and submit for a grant if deadlines are short.

Need more help? Try these resources:

EPA Grantwriting Tutorial

This interactive software tool walks the user through the grant-writing process and helps them learn to write more competitive proposals.
 

TreeLink Grantwriting Tutorial

This short tutorial and introduction to the world of fund raising is intended to help you secure part of the vast amount of grant money given away each year by private foundations, corporate grantmakers, and government sources.
 

Guide for Writing a Funding Proposal

A major theme that runs throughout the Guide is a concern for the development of meaningful cooperative relationships - with funding agencies, with community organizations, and with the people you are serving - as a basis for the development of strong fundable initiatives. This particular Guide is built on the assumption that it is through collaboration and participation at all levels that long term change can be affected.
 

Guide to Proposal Planning and Writing

An abbreviated version of the book by Jeremy T. Miner and Lynn E. Miner.
 

Foundation Center Proposal Writing Short Course

Foundation Center provider this succinct online overview of the proposal writing process.
 

Proposal Writers Guide

It is a good, real-world guide for those with little or no experience in writing proposals. At least read the section on 'short deadlines' and the one on 'why proposals are rejected'.
 

National Science Foundation Proposal Guide

Updated version of their proposal guide.
 

EPA grant Tips

Before developing a grant proposal, it is vitally important to understand the goals of the particular Federal agency or private organization, and of the grant program itself.
 

Minnesota Council On Foundations

A quick outline covering the basics of organizing a proposal.
 

Watershed Proposal Grantwriting Tips

This is funding section from a text on Watershed Restoration available online at Berkely through their OCR/Text program. Originally a book from NOAA, there is a lot of excellent information. To go to the beginning, change the page number in the url address.
 

NRI Proposal Review

Download one or more CREES Proposal applications from Cooperative Extension, then read up on how the reviewers are instructed to review. This will help you understand the complete process.
 

GrantProposal.Com

Free resources for both advanced grantwriting consultants and inexperienced nonprofit staff.
 

Proposal Checklist

This checklist is primarily for use with social science and USAID proposals, but you can modify it to suit your own particular proposal or grant requirements.
 

Proposal Pointers

Straight to the point tips to sharpen your proposal.
 

What Reviewers Want to Know

A short article describing the process from the reviewer's perspective.
 

What Grantmakers Want Applicants to Know

GuideStar asked a group of grantmakers what they would most like to tell applicants. The idea was to come up with some sound advice that would help nonprofits increase their chances of success in the competition for foundation money.
 

NP Guides

Non-profit guides are free Web-based grant-writing tools for non-profit organizations, charitable, educational, public organizations, and other community-minded groups.
 

GrantCraft

In this guide, contributors explore the benefits of participatory action research, a method of bringing applied research and evaluation skills to those closest to the issues involved.
 

What do Winning Proposals Have In Common?

Here are ten of the common elements found in winning proposals.
 

Sample Proposals Onine

Sample Proposals

Need a chance to read some proposals? Here's a few to get you started. These samples from GRANTwritersonline.com won't necessarily be related to the environment but if you read them all you'll get a feel for good proposal writing.
 

Sample Proposals: Fire

Fire Services online Grantwriting Course complete with sample proposals.
 

Sample Financials

The finances section of a proposal can be tricky. Here's some examples from GRANTwritersonline.com.
 

Writing Your Proposal Budget

Show how the grantor’s money will be spent on the needs outlined in your Objectives Statement.
 

Library of Winning Grant Proposals

If you are at a total loss as to how to start, the CD contains 17 top-ranked grant proposals funded by the Environmental Protection Agency (EPA) in FY 2001 and FY 2002. At $99, it seems pricey. You can read the basic introductions to each proposal online. Just reading the introductions (free online) will help you learn to explain in the proposal exactly what you want to do, who is going to do it, and how the work will get funded.
 

Take a look at the series "How Not To Kill a Grant Application" to improve your chances of winning those grant funds!

Part 1: Murder Most Foul
Part 2: Abstract Killers
Part 3: So What?
Part 4: Lost at Sea
Part 5: The Facts of the Case
Part 6: Developing Your Research Plan

Need a Professional?

First, it is important to realize that generally, the costs of writing the grant cannot be recouped within the grant itself. This means you either have to pay a grantwriter/consultant firm for proposal preparation, find a volunteer who can write the proposal, work it out through a multi-partner project alliance, or get a company who wants to be hired to do the project to write the proposal. This is where alliances, networking, and advance planning pays off.

In some cases where you are dealing in habitat restoration, environmental engineering, or complex projects, a consulting firm will consider writing a proposal if they can 'write themselves' into the grant i.e. get to do the work if the project is funded. Agencies or industry groups may be able and willing to donate staff time to proposal preparation if the project matches their goals. Build a file of potential sources of help.

Example of networking with professionals: a conservation district had obtained grant funds to repair a levee structure but couldn't implement the project until some engineering work was completed. A state water agency was able to donate the engineering which enable the project to go forward eliminating the need for a second grant.

In another example, when a large amount of state funds became available for watershed projects a private environmental company contacted several conservation districts with an offer to donate proposal writing services if the district would allow the company to write themselves into the project to do the field work.

To learn how to build partnerships, check out THE COLLABORATION HANDBOOK. USDA NRCS also has a hard-to-find resource called Social Sciences Team Publications which has a wealth of partnership building publications. If you are building partnerships make use of these materials!

Partnering with an organization that already has the capacity to write and manage a grant can be an added benefit for both organizations.

Getting professional assistance in preparing a proposal for a major project is always a challenge. For some projects, simply hiring a professional to write the proposal is the most cost effective choice.

A list of possibile proposal writers might be found through Land and Water Magazine. If you are going to pay a professional to do the work, make sure they've written successful conservation proposals. You might also review previously funded proposals from your grantor to see if anyone used a professional - then contact them!
 

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