“It is no sign of weakness or defeat that your manuscript ends up in need of major surgery. This is common in all writing and among the best of writers.” ~ E.B. White

6.1 Introduction

If the most important part of grant writing is developing the proposal, then time must be spent making sure all of the requirements are met. Thoughtful revisions and attention to grammar will ensure the best possible outcome. Being able to clearly outline the project to reviewers is like planting seeds in rich soil, but the design is the sunshine that brings your grant proposal to life. It should be appealing to the reviewers, utilizing images or graphics that are relevant and eye-catching.

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.

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.

6.4 Using Graphics and Images Effectively

Even though the recommendation is to have a clean page with clear and well-organized information, that does not mean graphics are off-limits in grant writing. Certain parts of a grant are more clear when presented in a graphic table or chart. The National Institute of Allergy and Infectious Diseases recommends that the grant writer “use a timeline to demonstrate the feasibility of the project… Timelines should include major tasks and milestones.”^[1] Timelines can be inserted into a simple, easy-to-read table that includes specific tasks or action items, the dates in which the work is to be completed, and the staff members or team that are responsible for carrying out the work.

Organizational charts can offer a quick glimpse of the staff and their titles to help give reviewers a big picture of the stakeholders. In conjunction with a timeline or organizational chart a grant writer may find it beneficial to include a logic model that illustrates the progression of the plan including inputs, activities, and outcomes.

Infographics are rarely permitted in grant proposals. Proposals need to be clear, concise, and easy to read. Keeping the proposal neat and to the point will have a positive impact on the reviewers. If grant reviewers can easily read and score the proposal, the chances of being awarded the grant increases. Keep it simple and do not miss a single requirement.

6.5 Examples: Visually Appealing Grant Proposals

Of course, there are graphics and data visualization companies that will be happy to charge for use of their templates, but often funders will have templates of their own or examples of past successful grant proposals. Venngage has a variety of aesthetically pleasing and functional templates available for a fee. However, Word and Google Docs have templates that are a great place to start and FREE!

Here are a few examples of real-life grant proposals with graphics that were appealing and effective.

2023 Winners

Together Women Rise: Timeline of Activities^[2]

Gateway Pet Guardians: Outputs and Outcomes^[3]

Women’s Audio Mission (WAM): Bullet List of Gender-Diverse Youth^[4]

The above examples have a unique way of illustrating the main points they want the reviewers to consider, and they were all awarded funding. Further, each of the grant proposals did a great job of staying within the grant requirements. Although the applications contain a great deal of information, it may have been strategic use of visuals like these that brought funding to their organizations.

6.6 Conclusion

While the grant is still in draft form, prior to a final revision, review the grammar and mechanics. The language should be clear and concise. Adding charts and graphics provide a nice break for the grant reviewers’ tired eyes. They also offer a way to communicate important data or information to the reviewer. Use them sparingly and check the grant guidelines to confirm they are allowed.

6.7 Learning Activities