Grant Writing 101

Grant Writing 101Grant Writing 101

Paula Moore, Executive Director Paula Moore, Executive Director OSBHCNOSBHCN

Tammy Alexander, SBHC ConsultantTammy Alexander, SBHC Consultant

Objectives for Objectives for ParticipantsParticipants

Participants will be able to:Participants will be able to: Identify funding resources Identify funding resources Discuss the importance of relationship buildingDiscuss the importance of relationship building Learn the fundamentals of grant writing, Learn the fundamentals of grant writing,

including rejection and acceptance protocolsincluding rejection and acceptance protocols Identify web based resources for grant Identify web based resources for grant

research and writingresearch and writing Understand letter proposal stepsUnderstand letter proposal steps

Resource Development Resource Development PlanningPlanning

Your organization has a vision; your Your organization has a vision; your vision has a price tag;vision has a price tag;

Resource development follows your Resource development follows your vision and work;vision and work;

The work shouldn’t follow the money.The work shouldn’t follow the money.

Grant Writing: definitionGrant Writing: definition

is the skill or practice of asking for money is the skill or practice of asking for money in the form of a “grant”in the form of a “grant”

from a from a foundationfoundation, , corporationcorporation, or , or governmentalgovernmental agency agency

by crafting a document (the proposal)by crafting a document (the proposal) outlines the ‘how’, ‘what’, and ‘who’outlines the ‘how’, ‘what’, and ‘who’

Definition Definition (continued)(continued)

part of a Resource Development planpart of a Resource Development plan

Membership duesMembership dues Special eventsSpecial events Direct MailDirect Mail Strategic CommunicationsStrategic Communications EtcEtc

““Grant” DefinitionGrant” Definition

Exchange takes placeExchange takes place

Someone (grantor) gives something Someone (grantor) gives something away of value ($), and someone away of value ($), and someone (grantee) does something in return for (grantee) does something in return for the grantor.the grantor.

Obligation when you receive a grantObligation when you receive a grant

Who Can Receive a Who Can Receive a Grant?Grant? ““nonprofit” nonprofit”

““tax-exempt” tax-exempt” ““charity”charity”

All these terms describe an organization that All these terms describe an organization that has been formed for purposes other than profit has been formed for purposes other than profit and that the government (state and federal) and that the government (state and federal) recognizes this purpose.recognizes this purpose.

501c3 status: most common - IRS501c3 status: most common - IRS

Fiscal SponsorshipFiscal Sponsorship

If an organization is new or does not If an organization is new or does not have official nonprofit statushave official nonprofit status

Law allows for organizations that already Law allows for organizations that already have the tax-exempt status to accept have the tax-exempt status to accept money on behalf of a group that does not money on behalf of a group that does not have the nonprofit statushave the nonprofit status Called fiscal sponsorship!Called fiscal sponsorship!

Show Me the MoneyShow Me the Money

Funder Categories:Funder Categories:

Foundations Foundations

CorporationsCorporations

GovernmentGovernment

Show Me the MoneyShow Me the Money

Proactive approachProactive approach

Reactive OpportunityReactive Opportunity

Grant Funds Are For…Grant Funds Are For… Project/Program SupportProject/Program Support: : defined, defined,

beginning and endbeginning and end

Operating SupportOperating Support: : for running your for running your organizations including programs, office organizations including programs, office equipment, salariesequipment, salaries

Capital SupportCapital Support: : Bricks and Mortar- over Bricks and Mortar- over time, renovations, major purchasestime, renovations, major purchases

Challenge GrantsChallenge Grants: : partial support while you partial support while you are challenged to go find other $$are challenged to go find other $$

Success is more than the Success is more than the perfect application…perfect application…

ResearchResearch PlanningPlanning Developing ideasDeveloping ideas Understanding FundersUnderstanding Funders MarketingMarketing Cultivation of the Relationship!Cultivation of the Relationship! Ongoing RelationshipOngoing Relationship

Funder Category:Funder Category:FoundationFoundation

Types of FoundationsTypes of Foundations

‘‘Typical’:Typical’: most common, usually formed most common, usually formed years ago by a wealthy individual, years ago by a wealthy individual, making it a private foundation. Board of making it a private foundation. Board of trustees is not all family.trustees is not all family. Publish guidelinesPublish guidelines Look at most applications Look at most applications Professional staff to assist youProfessional staff to assist you

Examples: Kellogg and RockefellerExamples: Kellogg and Rockefeller

Types of FoundationsTypes of Foundations Family:Family: majority of trustees are related to the majority of trustees are related to the

foundation’s founder. 2/5 of all private and foundation’s founder. 2/5 of all private and community foundations are run by families and community foundations are run by families and account for 1/3 of all foundation giving.account for 1/3 of all foundation giving. Few or no paid staff, mostly family volunteers Few or no paid staff, mostly family volunteers

historicallyhistorically Priorities change with generationsPriorities change with generations Helps to know someoneHelps to know someone Review recent grant awardsReview recent grant awards Examples: Arthur M. Blank, Brown, Milken, GatesExamples: Arthur M. Blank, Brown, Milken, Gates

Types of FoundationsTypes of Foundations Community:Community: solicit support from a wide range of the solicit support from a wide range of the

public, multiple donors with specific interests in public, multiple donors with specific interests in particular communities, creating different funds within particular communities, creating different funds within the Community Foundation.the Community Foundation.

usually issues a Request for Proposal (RFP) or have usually issues a Request for Proposal (RFP) or have formal guidelines. Funds could be from a specific donor formal guidelines. Funds could be from a specific donor or from their general endowment fund.or from their general endowment fund.

check for: donor-advised funding, RFP process, check for: donor-advised funding, RFP process, specific guidelines, and locality.specific guidelines, and locality.

Examples: Community Foundation Silicon Valley, Examples: Community Foundation Silicon Valley, Oregon Community FoundationOregon Community Foundation

Funder Category: Funder Category: CorporationsCorporations

CorporationsCorporations Corporate philanthropy: giving away Corporate philanthropy: giving away

some of the profits for public relations some of the profits for public relations and marketing. (1%, 2% and 5% Clubs)and marketing. (1%, 2% and 5% Clubs)

Improves employee moraleImproves employee morale Improves their image in the communityImproves their image in the community Improves their image with stockholdersImproves their image with stockholders Improves the communities where they Improves the communities where they

operateoperate

CorporationsCorporations

Types of mechanisms for giving $$Types of mechanisms for giving $$

Corporate FoundationsCorporate Foundations Giving ProgramsGiving Programs Matching GiftsMatching Gifts SponsorshipsSponsorships In-Kind GiftsIn-Kind Gifts

Corporate $$Corporate $$

Be aware of accepting money that might Be aware of accepting money that might work against your image.work against your image.

Corporations do not always target grants Corporations do not always target grants that parallel their own business.that parallel their own business.

Sponsorship requests are very specific Sponsorship requests are very specific and describe the demographics of event and describe the demographics of event and benefits to the corp.and benefits to the corp.

Free merchandise and loan employees.Free merchandise and loan employees.

Funder Category: Funder Category: GovernmentGovernment

Local, state and federal $$Local, state and federal $$ For the purpose of benefiting the For the purpose of benefiting the

communitycommunity Complete forms, not constructing a full Complete forms, not constructing a full

proposalproposal

GovernmentGovernment

Federal Grants: Federal Grants: Formula: usually restricted to other governmental Formula: usually restricted to other governmental

agencies; reimburse you for services you have agencies; reimburse you for services you have already performed.already performed.

Project: competitive from around the country, very Project: competitive from around the country, very competitive, usually only funds ½ $$competitive, usually only funds ½ $$

Reimburses for actual $, not upfront like foundationsReimburses for actual $, not upfront like foundations Reporting requirements are toughReporting requirements are tough

Dramatic PauseDramatic Pause

Never too much ….Never too much ….

ResearchResearch ResearchResearch ResearchResearch ResearchResearch and then some moreand then some more

ResearchResearch

Getting StartedGetting Started

Do your research!Do your research!

Make sure there is a match between their Make sure there is a match between their funding interests and your proposal.funding interests and your proposal.

Online ResourcesOnline Resources

Foundations:Foundations: www.foundationcenter.orgwww.foundationcenter.org Foundation Foundation

Center- Center- knowledge to build onknowledge to build on Subscription, CD-ROM, hard copySubscription, CD-ROM, hard copy Free Foundation Finder and Key WordsFree Foundation Finder and Key Words Offers tutorial on writing grants, budgets, etc.Offers tutorial on writing grants, budgets, etc.


www.grantstation.comwww.grantstation.com GrantStation- GrantStation- your your fast track to fundingfast track to funding Subscription, ‘area of interest’ database, free Subscription, ‘area of interest’ database, free

weekly funding update newsletterweekly funding update newsletter Grant writing tutorial Grant writing tutorial

www.npguides.orgwww.npguides.org free web-based grant-writing tools for non-free web-based grant-writing tools for non-

profitsprofits


www.gih.orgwww.gih.org Grantmakers in Health Grantmakers in Health Includes no links to foundationsIncludes no links to foundations Links to studies that might help with your Links to studies that might help with your

projectproject

Helps grant makers keep in front of the Helps grant makers keep in front of the curve on what needs to be happening out in curve on what needs to be happening out in the field to improve the health of people and the field to improve the health of people and the communities they live inthe communities they live in


Oregon specific:Oregon specific: www.foundationdatabook.comwww.foundationdatabook.com $175 $175 www.tgci.com/fundingwww.tgci.com/funding lists of top grant makers by lists of top grant makers by

statestate www.fundsnetservices.comwww.fundsnetservices.com fundraising and grants fundraising and grants

directory – search by statedirectory – search by state www.ocf1.orgwww.ocf1.org Oregon Community Foundation Oregon Community Foundation www.gosw.orgwww.gosw.org Grant Makers of OR and WA Grant Makers of OR and WA www.givingforum.orgwww.givingforum.org Forum of Regional Assoc. of Forum of Regional Assoc. of

GrantmakersGrantmakers


Corporations: foundations and giving Corporations: foundations and giving programsprograms Can use the Foundation links to search out Can use the Foundation links to search out

information on corporationsinformation on corporations Corporation websites will generally not have Corporation websites will generally not have

their foundation or giving programs on the their foundation or giving programs on the main website for the corporationmain website for the corporation

Online ResourcesOnline Resources Government:Government:

www.statelocalgov.netwww.statelocalgov.net for locating agencies for locating agencies then searching for grants on specific then searching for grants on specific website.website.

www.oregon.govwww.oregon.gov (200 hits for grants) (200 hits for grants) www.cfda.gov/public/granttopics.aspwww.cfda.gov/public/granttopics.asp for for

locating grants by topiclocating grants by topic

Online ResourcesOnline Resources GovernmentGovernment

www.cfda.govwww.cfda.gov (Catalog of Federal and (Catalog of Federal and Domestic Assistance)Domestic Assistance)

firstgov.gov (no www.) help for business and firstgov.gov (no www.) help for business and nonprofitsnonprofits

www.dhhs.govwww.dhhs.gov


www.techfoundation.orgwww.techfoundation.org technology technology grants and information on other funders, grants and information on other funders, as well as a newsletteras well as a newsletter

Website hintWebsite hint

Before going too far…Before going too far…

Always check a website’s F.A.QAlways check a website’s F.A.Q

Prevents you from spending a lot of time Prevents you from spending a lot of time reading about their programs and reading about their programs and application procedures only to discoverapplication procedures only to discover you’ve missed the deadlineyou’ve missed the deadline you don’t fit the requirements/geographicsyou don’t fit the requirements/geographics

The more you know…The more you know…

about the funder, its trustees, its giving about the funder, its trustees, its giving patterns, and its interestspatterns, and its interests

……the greater your chances are of successthe greater your chances are of success

After the ResearchAfter the Research

Focus on the details…Focus on the details…

FocusFocus

Why?Why? Helps eliminate funders with no interest in the specific Helps eliminate funders with no interest in the specific

programprogram Avoid false leads (discretionary) Avoid false leads (discretionary) Identifies restrictionsIdentifies restrictions

How?How? Read funders’ mission statement, guidelines, list of Read funders’ mission statement, guidelines, list of

recent grants made, and program descriptions recent grants made, and program descriptions

Not too hot, not too cold, Not too hot, not too cold, but just rightbut just right

““Warming up” increases your chance for Warming up” increases your chance for success success

Cultivation of the Cultivation of the RelationshipRelationship

Cold calls to funders might workCold calls to funders might work Usually funders need to know you firstUsually funders need to know you first

Most Effective OutreachMost Effective Outreach MostMost

Site visit with peer and nonprofit repSite visit with peer and nonprofit rep Visit with peer and nonprofit repVisit with peer and nonprofit rep Phone call from peer or friendPhone call from peer or friend Visit with nonprofit repVisit with nonprofit rep Personal letter from peer or friendPersonal letter from peer or friend Personal letter from organizationPersonal letter from organization Phone call from strangerPhone call from stranger Dear friend letterDear friend letter

LeastLeast

Should we ? Should we ?

Inquiring Minds Want to Inquiring Minds Want to KnowKnow

Inquiry Letter (only after some cultivation)Inquiry Letter (only after some cultivation) Reference to newsletters or other materials Reference to newsletters or other materials

or contacts you have given themor contacts you have given them A request for info about their programsA request for info about their programs General description of your project that General description of your project that

shows a connection to the funder’s interestshows a connection to the funder’s interest Do not ask for money at this pointDo not ask for money at this point Contact informationContact information Other?Other?

More than a letter…More than a letter…

Calls: peer to peer always bestCalls: peer to peer always best Have your talk ready – bullet points from Have your talk ready – bullet points from

the letterthe letter Take notesTake notes Be positive, even if this project doesn’t Be positive, even if this project doesn’t

appear to be fundable, and keep the door appear to be fundable, and keep the door open for future opportunities.open for future opportunities.

Let’s Do Lunch!Let’s Do Lunch!

The purpose is to learn about each otherThe purpose is to learn about each other

Get feedback on project or funding Get feedback on project or funding opportunitiesopportunities

Follow up with a call or note the day after Follow up with a call or note the day after your meeting – Thank You!your meeting – Thank You!

It’s Who You Know It’s Who You Know

Use your board, education and health partners Use your board, education and health partners and youth:and youth: Find out who knows whoFind out who knows who

Keep track of possible connections and contactsKeep track of possible connections and contacts

Encourage people to keep up on their contacts and Encourage people to keep up on their contacts and relationships and encourage new onesrelationships and encourage new ones

Components of a ProposalComponents of a Proposal Cover LetterCover Letter::

State the purposeState the purpose Connect personallyConnect personally Relate the proposal to the funder’s interestRelate the proposal to the funder’s interest Connect the request to past Connect the request to past Three arguments why $$Three arguments why $$ Contact informationContact information Thank you for considerationThank you for consideration

A better letter…A better letter…

Know your audience- connectKnow your audience- connect Keep is simple to remember – key pointsKeep is simple to remember – key points Who signs the letter – make it realWho signs the letter – make it real Personal and personalityPersonal and personality Report past funding is applicableReport past funding is applicable Less than 2 pagesLess than 2 pages Ask for moneyAsk for money

Components of a ProposalComponents of a Proposal Executive SummaryExecutive Summary::

More formal than the cover letter More formal than the cover letter

Umbrella statement of your case and qualificationsUmbrella statement of your case and qualifications

Summary of the entire proposal (not of the entire Summary of the entire proposal (not of the entire organization)organization)

One sentence description of program/project, One sentence description of program/project, including a moving or compelling statement of the including a moving or compelling statement of the difference the grant will makedifference the grant will make

1 page (truly just a summary!)1 page (truly just a summary!)

Components of a ProposalComponents of a Proposal

Statement of NeedStatement of Need::

Why this project/program is necessaryWhy this project/program is necessary Use information from Needs Assessment or Use information from Needs Assessment or

SurveysSurveys

2 pages2 pages


Project/Program DescriptionProject/Program Description::

Nuts and bolts of how the project will be Nuts and bolts of how the project will be implemented and evaluatedimplemented and evaluated

High light Best Practices if appropriateHigh light Best Practices if appropriate

Why, how, who, benefits who, results expectedWhy, how, who, benefits who, results expected

3 pages3 pages


BudgetBudget:: Financial description of the project plus Financial description of the project plus

explanatory notesexplanatory notes Personnel, fringe, operating, other funding, Personnel, fringe, operating, other funding,

in-kind,in-kind, 1 page1 page Specific requirements from funderSpecific requirements from funder


Organizational Information:Organizational Information:

History and governing structure of the History and governing structure of the nonprofit; its primary activities, audiences nonprofit; its primary activities, audiences and servicesand services

1 page1 page


ConclusionConclusion::

Summary of the proposal’s main pointsSummary of the proposal’s main points

2 paragraphs2 paragraphs

Operating SupportOperating Support

Different than a “need’ request benefiting Different than a “need’ request benefiting peoplepeople

Customize for this requestCustomize for this request Use an ‘outcome approach’ describing Use an ‘outcome approach’ describing

the effect of the organization, project or the effect of the organization, project or program.program.

List recent accomplishmentsList recent accomplishments

The bottom line…The bottom line…

Program staff and volunteers help with Program staff and volunteers help with first draftfirst draft

One sentence for the project/proposalOne sentence for the project/proposal Need = mission = client needsNeed = mission = client needs Readability of proposal (not too technical)Readability of proposal (not too technical) Realistic evaluation processRealistic evaluation process End with a compelling story and the askEnd with a compelling story and the ask

REMEMBER…REMEMBER…

FollowFollow

the the

instructions!instructions!

HintHint

http://www.emcf.org/pdf/inotherwords.pdfhttp://www.emcf.org/pdf/inotherwords.pdf

Booklet that points out buzzwordsBooklet that points out buzzwords Buzzwords → NOTBuzzwords → NOT

Alphabet Soup → NOTAlphabet Soup → NOT

Wait for it, wait for it…Wait for it, wait for it…

Proposal is out the door…call and make Proposal is out the door…call and make sure they received itsure they received it

Ask for date to hear results, mark it Ask for date to hear results, mark it down, follow up sometime afterwards if down, follow up sometime afterwards if no contactno contact

No further contact unless something has No further contact unless something has changed like pending funding is received changed like pending funding is received from somewhere elsefrom somewhere else

Dear JohnDear John

Rejection Rejection

What now?What now? Follow up with phone callFollow up with phone call Ask for feedback – never argueAsk for feedback – never argue + / - parts+ / - parts Apply in the future? When?Apply in the future? When? Take notesTake notes PersistencePersistence

Thank you!Thank you!

Make the CallMake the Call Call your contactCall your contact Ask for feedback Ask for feedback

Write the noteWrite the note prompt, restatement of how the grant $ will be usedprompt, restatement of how the grant $ will be used funder is receiving not benefit by making the grant funder is receiving not benefit by making the grant

(IRS)(IRS) Have board or staff write ‘thank you” laterHave board or staff write ‘thank you” later

One more option…One more option…

Slightly different than traditional grant Slightly different than traditional grant proposalproposal

Letter Proposals for Businesses and Letter Proposals for Businesses and FoundationsFoundations

Mini – proposal, more concise, fewer Mini – proposal, more concise, fewer attachmentsattachments

Letter proposal – 12 easy stepsLetter proposal – 12 easy steps

1.1. Current dateCurrent date

2.2. Opening address – call and get specific nameOpening address – call and get specific name

3.3. Dear Mr., Ms., etc. ______Dear Mr., Ms., etc. ______

4.4. Introductory sentences: 3 bullets, compelling Introductory sentences: 3 bullets, compelling and grab attention and disbeliefand grab attention and disbelief

5.5. Introduce your organization in one paragraph:Introduce your organization in one paragraph:who where you are mission who you servewho where you are mission who you serve

6.6. State your organization’s problem, need, issuesState your organization’s problem, need, issues

12 easy steps (continued)12 easy steps (continued)

7.7. Beg the issue: emit gloom, doom, drama, and Beg the issue: emit gloom, doom, drama, and trauma about the problem in #6.trauma about the problem in #6.

8.8. Connect the funder $$$/product to your need.Connect the funder $$$/product to your need.

9.9. Ask: tell the reader how much the money or Ask: tell the reader how much the money or product will mean to who you serve.product will mean to who you serve.

10.10. Thanks in advance for their belief in ______Thanks in advance for their belief in ______

11.11. Complimentary closing and signature: Complimentary closing and signature: respectfully, with regards, etc.respectfully, with regards, etc.

12.12. P.S.: Add one final thought provoking P.S.: Add one final thought provoking sentence: …it will mean all the difference…sentence: …it will mean all the difference…

12 easy steps (continued)12 easy steps (continued) Attach the following to a corporate letter Attach the following to a corporate letter

request:request: IRS 501(c)(3) letterIRS 501(c)(3) letter Financial statement (audited if available)Financial statement (audited if available) Board of directors rosterBoard of directors roster Information brochure or annual reportInformation brochure or annual report

Used by Grant Writing instructor, Beverly Browning Used by Grant Writing instructor, Beverly Browning for over 10 years; write in less than 30 minutes; for over 10 years; write in less than 30 minutes; target 10 funders with at least a 30% return rate target 10 funders with at least a 30% return rate within 90-120 days.within 90-120 days.

If I only had…If I only had…a braina brain

a hearta heartthe nervethe nerve

a granta grant

If I only had…If I only had…a braina brain

a hearta heartthe nervethe nerve

a granta grant

Available CD ROMAvailable CD ROM

Additional ResourcesAdditional Resources Grant SamplesGrant Samples Letters of Support SamplesLetters of Support Samples Funders to Track FormFunders to Track Form Grant Planning Table (Excel)Grant Planning Table (Excel) Writing a Grant Application (Community Tool Writing a Grant Application (Community Tool

Box guide)Box guide) Rating a Grantable Idea formulaRating a Grantable Idea formula

Documents

Grant Writing 101