Crafting a federal grant proposal takes time, thought, and information. You should plan three months of runway to get it done and allocate 100-200 hours of your time. To complete every aspect of the proposal, it’s best to build a realistic timeline for you and your team. Start with the funder deadline, then set internal deadlines. Be sure to allocate enough time for each step of the process and include buffer time. Things will go wrong and take longer than anticipated.
Why is this such a time-consuming process? Well, federal grant proposals have many sections and together they must tell a complete story. Let’s walk through each section.
Abstract/Executive Summary
While not typically scored, the abstract is a requirement of most federal grant proposals. Funders use it to advertise the purpose of grant awards and usually give strict instructions on length of summary and what to include. Follow their recommended format.
Statement of Need
Remember to focus on the needs of the community you serve. The section should include evidence-based justifications that are supported through data, research, and case studies. When sharing a lot of data, it’s helpful to use visual elements, such as charts, graphs, and logic models.
When writing the narrative, be sure to contextualize the data and cite your sources. Follow any funder guidelines in the Request for Application (RFP) about citations. If no guidelines are provided, be consistent with your style choice.
Project Description/Narrative
The project description is your work plan. It’s an opportunity to tell the funder who is doing what and when.
Use timelines and Gantt charts to make it easier for reviewers to understand your schedule. Strategies for realistic timelines and resource allocation include:
- Analyzing project requirements;
- Consulting your team – specifically project/program directors, finance/accounting team members, and the Human Resources Department;
- Prioritizing tasks – some will always be more important that others;
- Mapping dependencies so you understand how things work together and flow;
- Allocating resources wisely;
- Including buffer time; and
- Using project management tools – it’s wise to talk about the tools you have in place and how they help you manage your program.
It can be easy to build an overambitious plan, include vague descriptions about activities taking place, ignore dependencies (x must happen before y can), and have unclear success metrics. Building a timeline as part of your project narrative not only helps a reviewer but also helps your team understand what is working and what needs to be tweaked before you hit the submit button on the application.
Goals and Objectives
If the project description tells you who is doing what and when, the goals and objectives section of a proposal tells your funder what improvements are expected. Each goal (of which there can be one or many in any proposal) should be broken down into associated objectives and activities. Objectives should directly contribute to the goal and be achievable within the grant period. Activities tie back to those listed in the project description.
Evaluation Plan
Funders want to know your plan for evaluating the success of your program. Be sure to include the following aspects in your writeup:
- Performance metrics – what are you measuring?
- Data collection methods – what tools are you using?
- Evaluator – who is conducting the evaluation?
- Feedback – how are you reporting this information and how will you use it to improve future programming?
Budget & Justification
The budget section of a proposal is another way to tell your story, but this time with numbers. You want to be purposeful and strategic as you build the budget. It should align with the work plan (project description) and entire narrative so every line item is justified. For instance, if you have a staff member listed in the budget, said staff member should also be detailed in the work plan.
Most grant proposals include both a budget and a budget narrative. The narrative gives you the opportunity to explain your budget numbers. Use this section to justify the cost and need for each line item.
Organizational Capacity
Why is your organization the right one to implement this project? Show your organizational capacity by detailing your relevant experience (have you managed other grants and/or implemented similar projects in the past?) and sharing qualifications of your staff members involved in the project. Share past success stories. List partner agencies who are working with you and share their organizational capacity as well.
Sustainability Plan
Funders want to know that the good work of your organization, particularly the program in which you are seeking funds, will continue after the grant award. Sustainability should be a regular part of your organization’s planning process. In this section of the grant proposal, you can talk about continued funding opportunities (such as other grants and fundraising events), overall support for your institution (taxes, fees for service, individual donors, etc.), and other revenue generating opportunities. You can also talk about the value of volunteers and partner agencies, highlighting the resources they bring to your agency to reduce your overall expenses.
Appendices/Attachments
Funders often request your proposal includes a variety of attachments. These documents can vary from things already in your possession (like an annual report, audit, or planning document) to items you must create specifically for this proposal (such as logic models, location maps, and support letters).
No matter what the funder requests, be sure to take the time to find or create each document to include with your submission. A missing attachment can disqualify you from an award, and no one wants that.
Writing Clear, Competitive Narratives
No matter what section of the federal grant proposal you are working on, here are a few overall tips to improve your narrative.
First, be sure to align your request with agency priorities and language nuances. Study the funder’s strategic plans, review past awardees, and read the RFP carefully to ensure the purpose matches the mission of your organization and planned program. When reviewing the funder’s RFP and other documents, pay attention to the language they use, and include it in your narrative.
When drafting each section, remember that clarity is key. Focus on jargon-free language, because you never know who your grant reviewer will be. Ensure there is a logical flow to your structure. Include engaging storytelling.
Avoid these common mistakes:
- Poor mission alignment
- Disorganized structure
- Grammatical errors
- Missing citations
- Vague plans
- Overly ambitious goals
- Lack of focus
Along the way, don’t forget about the resource that is your program officer. These are the staff members within federal funding agencies who manage grant programs and serve as liaisons between the agency and applicants. They are your secret weapon, so don’t be afraid to reach out. Program officers can help determine mission alignment between their funding and your proposed program. They can also help answer any questions you have related to the RFP.
Written by Amanda Day
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