6.3 Enhancing Proposal Appearance
Enhancing the design of a proposal can mean a few different things. In the grant world, this includes making the proposal easier to read. An example of this is how data is displayed. In the first draft, the proposal might look like a long paragraph of writing, including in-text citations and dates. Revising the draft to include data visualization, such as tables or charts, can enhance readability. With help from an AI tool like ChatGPT, one can easily convert written information into a table or chart. AI can be a helpful tool for implementing data visualization, but it is not the only tool; data visualization can be done manually too. It is important to check your organization’s policies to ensure AI use is allowed. Although AI is phenomenally easy to use, the final product must always be checked. Often, the computer-generated brain cannot do what a human brain can. It is still a great place to start, though!
There are many ways to format a proposal to make it easier to read. Using headings and bulleted lists can help organize the proposal and simplify data into a snapshot rather than a lengthy paragraph. (Tip: Use the guideline section headers!) Using numbered sections will also make quickly locating information easier for the reviewer.
A grant writer should confirm the font guidelines; many federal grants require a specific font type and size. Remember to include page numbers and either the recommended font or a professional one like Arial, Calibri, or Times New Roman. Often, the page numbers must be located at the bottom middle or right of the page, but pay special attention to the requirements. Use the prescribed margin size and do not exceed the page limit.
Avoid flashy designs and overuse of bold font or italics. Unless you are writing for a private foundation that recommends creativity, save stylistic choice for headings and key points. Having a clean background is professional and makes for easier reading. If there is a template you are advised to use, make sure to use it. A reviewer should be able to skim your proposal in 5 to 7 minutes and understand the project concept. Cramming words onto the page without any kind of page break will slow the reviewers down, and that can have a negative outcome.
Be concise, clear, and clean.
