6.2 The Importance of Revision and Adherence to Requirements
Writing can be intimidating, but the best writers know they are not alone in the process and not to take revisions personally. The first draft of the grant proposal should be written without worrying too much about grammatical errors. This speeds up the writing process and allows the grant writer to complete the draft. Once the first draft is done, it should be reviewed line by line for grammar, spelling, and word usage errors by someone who has expertise in the mechanics of writing. Often, board members or other stakeholders have experience editing or proofreading and are eager to help.
Proofreading and revising the draft comes first and is followed by checking that the grant proposal meets all of the requirements of the RFP. Grants can vary in their requirements, so it is good to start by reading the RFP carefully, line by line. Spend time looking at the scope, budget guidelines, formatting rules, and evaluation methods. Look for sections titled “Proposal Requirements,” “Scope of Work (SOW),” “Evaluation Criteria” or “Selection Process,” “Submission Instructions,” and “Eligibility Criteria.” Every funder does things differently, making all RFPs unique. Not only are the titles sometimes different for the same or similar requirements, but they are also located in varying areas of the document. The best writers get out their magnifying glass and make sure not to miss a thing.
In addition, locating the RFP summary can provide a detailed overview of the funding opportunity and help grant writers decide if the RFP is congruent with their project. Consider going to the funder’s website to look through the FAQs, if available. As previously mentioned, some funders will allow phone calls. If given the opportunity, a great question to ask a funder is: What are the most common mistakes you see in the proposals you review?
RFP Requirements Checklist
Below you will find many of the common requirements for writing in response to an RFP. The requirements will vary for each RFP, but one thing is for sure—they need to be followed closely.
| Look for These Requirements | Possible Criteria | Check It Off! |
|---|---|---|
| Formatting Rules | Does the RFP require a specific font style or size? Are there citation requirements (usually APA for grants)? Margin size? Page limit? Word limit? | |
| Eligibility | Must the organization be a nonprofit, business or individual, or governmental institution? Are there geographical restrictions? Are matching funds required? | |
| Required Attachments | Does the proposal need to include resumes, a budget narrative, or letters of support? | |
| Deadline | Is there a hard submission deadline or is it rolling? | |
| Budget Requirements | Are there fringe benefit requirements or rules for equipment and other resources? Are there restrictions for employee funds, contractual services, or indirect or administrative costs? Check that no disapproved costs are included and that the budget doesn’t exceed the budget requirements. | |
| Evaluation Criteria | How will the proposals be scored? | |
| Submission Method | Does the proposal need to be submitted via email or postal mail? Is there an online application portal? | |
| Data Universal Numbering System (DUNS) Number | Do you have the unique nine-digit identification number assigned by Dun & Bradstreet to businesses worldwide? This number serves as a standardized identifier for businesses, particularly when interacting with government agencies. |
Take a Closer Look
Access, download, or print your own copy of the RFP Requirements Checklist
