5.2 Components of a Grant Proposal

Writing a grant proposal is a structured process. It requires clearly and concisely presenting a project to a possible funder. The narrative should be authentic and highlight a problem in the community that aligns with the funder’s mission and can be measured with clear deliverables.

1. Introduction

The introduction of the proposal shares the purpose of the project and the reason for seeking funding. In a concise manner, the introduction summarizes the project’s purpose, goals, and objectives as well as the target audience and anticipated impact. Additionally, it is important to demonstrate how the project aligns with the funder’s mission or interests and highlight any relevant experience.

2. Background Information

Provide historical information about your nonprofit including experience completing similar projects, if possible. If this is not possible, include information about any past projects that you completed successfully. Explain the impact of the project(s) on the target population and illustrate their positive outcomes.

3. The Need or Problem

The need or problem affects a specific population that could benefit from relief or funding. Identify your target audience and geographic region. Ask yourself, who is my project serving, where is it occurring, and what is it accomplishing? It is up to the grant writer to tell a story that appeals to the funder and meets the needs of the community. Drawing a clear picture of how the lives of people in the community will be impacted with the funds granted through the project helps the funders connect to the proposal emotionally. If using an example of a similar project in a different community, the claims must be supported with credible sources.

The funders need a clear understanding of the need or problem that your proposal is trying to address. Utilize statistics, data, and real-world examples to help clearly define the problem at hand. Fully describe what your project will accomplish and how you plan to follow through; include enough information to help reinforce the need for the project. Grant writers need to demonstrate a sense of urgency by explaining how or why the issue is important now.

Finally, when describing the problem, experienced grant writers can illustrate how existing efforts are not enough. They know where the gaps are and can demonstrate how the grant funding will fill those gaps.

4. Methodology

The methodology section of a grant proposal details the plan for executing the project. This section is detailed and includes a timeline with milestones. It concisely describes the specific actions, activities, and strategies that will be used. This is also a great time to address any interventions that will be made and key personnel that will be directly involved in the activities funded by the grant. Savvy writers will list the qualifications of the staff and the resources needed in regard to technology, facilities, and partnerships.

Maryann Ledin, a Wisconsin grant writer and educator from Northwood Technical College, shares other key sections that should be included:

• Project Objectives: Explain the milestones, overall goals, and any other objectives your project seeks to accomplish. Provide quantitative statements for each, as appropriate.
• Project Timeline: Include the project’s start and end dates, as well as important dates in between that correspond with the activities outlined in your Project Objectives section. Doing this will allow the reviewer to see what you plan to accomplish in a quick glance.
• Key Staff: Include the key staff that will be contributing to each of the activities, goals, outcomes, and milestones in your project. List each staff member separately and include an explanation of their role in the project.
• Project Outcomes: Explain what will be solved, created, or ongoing by the end of the project. What is the expected overall impact on the target population and geographic region that you are serving? Provide quantitative statements that can be measured at the completion of your project. Tie this section back to your project description, but do not confuse your project outcomes with project objectives. This section must address what your project will look like at completion as well as project sustainability.

5. Scalability

Another element that funders find important is scalability, or the ability to take what is done at a small level and scale it up. Funders like to be able to clearly envision how other communities, organizations, or institutions could build something similar in their areas. Remember to include how the project itself can grow as well!

6. Evaluation and Dissemination

The proposal must include how the success of the proposed outcomes and objectives will be measured after the performance period. The reviewers need to be able to easily identify what the goals of the project are and how to measure progress. To track progress, qualitative and quantitative data collection are imperative. It is also important to show how the grant project lead will conduct pre- and post-assessments.

A grant proposal should include tentative or estimated outcomes, though actual outcomes may be hard to articulate. Creating or hiring an evaluation team is necessary to ensure the project is meeting milestones. Successful grants regularly check the status of the project’s outcomes, tracking progress and making adjustments as needed throughout the performance period.

Consider how the findings or outcomes of the project will be disseminated after the project is complete. In many cases, the evaluation team will complete this portion of the grant process. When the grant term is complete, the evaluation team should have a full report ready to be presented to stakeholders, professionals, other organizations, and the public. Some grants are successful enough for national recognition, allowing the grant to scale up. Reporting the project’s outcomes through conferences, webinars, social media, or the news makes it possible for others to utilize the findings to improve their projects, as well.