Grant Writing 101

Grantmakers prioritize investments that promise the best returns, and organizations engaged in collaborative partnerships hold an advantage in grant applications. These partnerships draw from educational institutions, faith-based organizations, grassroots community groups, government agencies, hospitals, and clinics, as well as nonprofit organizations.

Cross-sector partnerships between public health agencies and nonprofit organizations are crucial not only for providing customers with the best possible care but also for increasing access, building trust within communities, and creating sustainable health initiatives. 

Importance of Partnerships

Nonprofits have already fostered strong connections within the community. They know who excels in what areas, what services they provide, and who to contact, reducing the time and stress of searching for the right person. In contrast, public health agencies have access to grant initiatives to fund programs, accurate data, and research that inform us about public health issues and give reasons to create plans to address them. When combined, they can reach and provide resources and care to many communities more efficiently.

Partnerships between these two entities are often more successful in maintaining a lasting presence within the community. When a public health agency finishes a grant-funded project, it can be challenging for the community to sustain programs or services. Collaboration ensures community involvement from the beginning and helps determine the best financial solutions for long-term sustainability.

When considering grant writing, these partnerships can aid in creating stronger proposals that highlight a collaborative approach to addressing community needs, which funders value alongside strong resources and shared goals.

Best Practices 

• Facilitate Communication: From the beginning, prioritize clear communication and create opportunities for idea exchange to create a collaborative and enjoyable environment.
• Identify Shared Goals: Clearly define common objectives and outline actionable steps towards achieving them.
• Develop Community Strategies: Adapt initiatives to meet the specific needs of the community and ensure their successful execution.
• Build Trusting Relationships: Invest time in building trust and respect among partners, holding regular meetings to address concerns and maintain alignment.
•  Seek Funding Opportunities: Identify funding opportunities to grow the impact of joint initiatives and strengthen resources for both parties.

Resources 

• RHIhub: Identify and Engage Partners, Community Members, and Decision-Makers
• One Star Foundation: Texas Faith-Based and Community Initiative
• ASTHO: Supporting Resilience in Rural Areas through Cross-Sector Partnerships
• Stanford Social Innovation Review: Effective Government Demands Partnership

You can craft a grant proposal that is innovative, well-planned, and impactful. Take the time to submit an error-free application. Make your grant proposal stand out from the pack by following the funder’s guidelines. Give them exactly what they need to decide in your favor.

Reasons Proposals Are Rejected

• Not meeting funding eligibility guidelines
• Incomplete or incorrect application
• Unclear purpose
• Unrealistic scope or amount requested
• Missing the application deadline

To Do

• Create a comprehensive checklist of all proposal requirements. The checklist will help you break the RFP down into more manageable pieces.
• Identify information you need from others. Build that into your timeline.
• Plan for delays. Aim to complete and submit your proposal two to three business days before the deadline.
• Use correct formatting – font size, margins, line spacing, word count, headers, page limits, etc.
• Use the funder’s terminology. Make it easy for them to skim your proposal.
• Double check the math in your budget.
• Use a free online editing system like Hemingway Editor to ensure that your content is clear and easy to read.
• Ask someone uninvolved in writing the proposal to read it and offer feedback. 
• Before submission, compare your proposal to the RFP page by page to catch any errors.

To Avoid

• Apply if you are not sure if your project is a fit for the funder.
• Immediately begin writing the proposal without understanding all RFP requirements.
• Cut and paste entire content from a previous grant proposal.
• Use jargon and buzzwords.
• Ask for more money than the funder will award.
• Wait until the last minute to collect supporting documents.
• Add extra documents that are not included in the RFP.

You have asked all the tough questions. You and your organization are ready to apply for grant funding. Take time to do thorough research.

Plan Your Online Search with Keywords

Compile a list of keywords to use in online searches describing your organization’s work. Set up a Google alert for grants with your preferred keyword combination:

• Geographic area
• Type of grant (Example: program support)
• Your organizational type (Example: 501(c)(3) nonprofit)
• Problem addressed
• Type of service
• Target audience served
• Type of community you operate in (Examples: rural, urban, suburban)

Explore Funders in your Geographic Area

Review their websites to learn about their priorities and history of giving:

• Civic groups (Example - Rotary Club)
• Community groups (Example - Junior League)
• Corporations
• Foundations
• Governments (local, county, state, federal)

Use a Grant Opportunity Database

There are free and subscription services available. A quick search for “grant opportunity databases” will generate several options. Some sites will also include federal grant opportunities.

Do you need a free database resource?

• Candid Funding Information Network - Zip code search for the closest library or partner site.
• Community Foundation Locator - Find community foundations in your area by clicking on the interactive map.
• Grant Gopher - Grant searches for nonprofits, schools, and municipalities. The Lite membership version is free.
• Grantmakers io - Profiles of foundations and their grantees. 
• Grants.gov - Funding opportunities posted by federal agencies.
• Rural Health Information Hub - Rural funding opportunities nationwide.
• Texas Rural Funders - Rural funding opportunities specific to Texas.

Assess Your Eligibility

Requests For Proposals (RFP) reflect the funder’s interests and giving priorities. There is more research to do before you can begin writing your proposal. Check your organization’s alignment with the funder by considering the following questions:

• What type of organizations do they fund?
• What is their geographic giving area?
• What impact areas or causes do they fund?
• Does your program or project meet the specific goals of the RFP?
• What types of proposals do they fund?
• Have you reviewed their IRS Form 990? Find out their giving history, gift amounts, and percentage of new grantees year to year. Read Candid's article "Demystifying the 990" to learn more about this form.

Be thoughtful in your research. If there is not a clear fit between your organization and the funder, do not apply. Spend your time wisely by marking them off your list and moving on.

Increase your grant-seeking success by scheduling time with the Foundation’s Program Officer. They can provide valuable insight into whether your proposed project is a good fit. 

Do Your Homework

Respect your time and theirs by preparing for first contact. Gain an understanding of their mission. Read through the funder’s website. Note giving priorities, guidelines, previous grantees, FAQs, etc. Have a specific project in mind that aligns with the funder’s current priorities. If you are new to your organization, ask staff and board about any history with the foundation.

Make Initial Contact

The Foundation should state whether they welcome contact from applicants. Adhere to the funder’s preference for making contact – email, telephone, or no contact. Some foundations require that new applicants schedule time before submitting a proposal. Do not schedule a time to ask questions answered on their website. Ask to set up a time to discuss your organization’s project concerning the Request for Proposal (RFP).

Create your Elevator Pitch

Be prepared to show how your project is a good fit for the funder. Explain your proposed project in 30 to 60 seconds. This would equal a half page of written material. Use terminology that connects your work with that of the foundation.

• Introduce your project with a connection to the foundation's mission.
• State the problem your project addresses and why it is important.
• Explain how you will solve the problem.
• Outline project outcomes.
• Highlight how your project is unique.

Plan your Questions

Think about your questions ahead of time. It is okay to first ask the Program Officer how much they know about your organization. You can adjust your questions based on their response.

• Does our proposed project match the foundation’s current priorities?
• What can we do to improve our chances of an award?
• How many proposals do you receive in a grant cycle?
• How many proposals do you fund in a typical year?
• Do your awards payout at the beginning of the grant cycle or through a reimbursement model?
• What are the steps in the grant review, approval, and monitoring processes?
• Do you expect any changes in the foundation’s funding priorities over the next year or two?

Structure the Conversation

Create a brief agenda to guide the conversation and respect their time. Be prepared to answer their questions.

• Introductions
• Overview of your organization's work
• Questions about their giving priorities
• Next Steps

You may finish the conversation without a definite answer on whether to apply. Thank them for their time and consideration. If they request more information, follow up within their specifications. If your project is not a good fit, you can move on to other funders. And you already have a template for future conversations with other funders.

Organizational credibility is key to securing grant funding. There are several organizational documents often required for any type of grant proposal. Keeping digital and or physical copies in an accessible place saves time and stress. Add notes and update documents as needed. Keep your documents in whatever format works best for you – Word, Excel, PDF, Power Point, etc.

Organizational Structure

• Articles of Incorporation and Bylaws
• Bios for Executive Staff and Board of Directors
• Contact Information (mailing address, telephone, email, website)
• Employer Identification Number (EIN)
• IRS 501(c)(3) Tax Determination Letter
• Mission Statement, Vision, Values
• Organization History
• Strategic Plan and Annual Report

Financials

• 990 Federal Tax Form
• Audited Financial Statement
• Boilerplate language to describe donor and financial management systems
• Funding Sources (current and pending revenue streams)
• GuideStar Nonprofit Profile Link 
• In-Kind Resources (Examples: volunteers, pro-bono professionals/consultants, meeting space, etc.)
• Budgets - Organization and Program

Programs and Services

• Evaluation Capacity (methods used to measure program success, client/patient databases, etc.)
• Key Program Staff Bios
• Organization Needs (wish list of programs/projects/in-kind resources to support your mission)
• Programs and Services Descriptions
• Programs and Services Goals and Objectives

Miscellaneous

• Current Grant Agreements and Contracts
• Grant Proposals (awarded and pending)
• Key Partnerships and Collaborations (names, descriptions, MOUs)
• Organization Awards and Certifications
• Social Media Channels
• Volunteer Program (demographics and how they support the organization)

Grants are not free, easy money. They come with requirements for financial and programmatic reporting. Grant funds should never be the primary source of funding for your organization. In a healthy organization, grants are one of many streams of revenue. 

Create Long-Term Organizational Sustainability with Grants

• Expand your staffing model
• Address technology issues
• Pilot new programs and projects
• Create strategic partnerships to expand or strengthen services
• Fund capital projects
• Diversify revenue streams

Is Your Organization Ready to Apply for Grants?

• What are your organization’s greatest needs?
• Do you have data to support those needs? Will applying for a grant address any of those needs? 
• What type of grant funding will meet your organization’s needs? (Examples: general operating funds, seed money, expansion, in-kind resources)
• Does your organization have the capacity to administer a grant?
• Do you have the right program or project in mind?
• How quickly do you need the funds? It can often take six months or more between proposal submission and award decision.
• As the grant writer, do you have the capacity to research, write, and submit a proposal?

Resources

• A Beginner's Guide to Winning More Grants for Your Nonprofit (Nonprofit Hub)
• Getting Ready for Grants (Greenlights Grant Initiative)

Plain Language is clear, concise, and understood by the reader. Writing in this style is an advantage in grant seeking. Plain Language edits your text down to be as clear and concise as possible upon a first read-through. This style is not informal, imprecise, or unprofessional. In a grant proposal with a word or character count, Plain Language is an invaluable tool.

The Funder is Your Audience

• Why do they need to read your proposal?
• What is their level of knowledge about this community need?
• What questions will they have?
• What do you need to communicate to get funded?

Plain Language Tips

• Limit acronyms and keep terminology consistent
• Write in active voice (Example: We asked former participants to identify barriers to attending workshops.)
• Use pronouns (Example: We = your organization)
• Break your content down into short sentences and paragraphs
• Use common everyday words
• Keep lists to no more than three to seven items

Getting Started with Plain Language

• Paste a writing sample into a free resource like Hemingway Editor. Rate readability, hard to read sentences, word choice, passive voice, etc.
• Review Plain Language samples at The National Institutes of Health.
• Before you submit your grant proposal, give it a listen. Choose the Read Aloud option in MS Word. Listening to your work provides another opportunity to polish your proposal.

Plain Language may feel choppy if you write in a flowery, descriptive style. With practice, it will make you a better writer. Most people scan a document instead of reading it word for word. Using Plain Language helps make your proposal more readable and understandable.

You submitted the grant proposal and now the funder wants to visit your organization. Site visits are a critical step in obtaining grant funding. While a visit does not mean that you will be funded, it does show a funder’s interest in your program. A site visit allows the funder to see your programs in action and get a feel for whether you would be a good partner. 

Tips for Successful Site Visits

• Follow any instructions the funder has given for the site visit. Ask questions if you need clarification.
• Do your homework on the backgrounds of the site visit panel. Frame your presentation to include their interests and potential questions. 
• Have the right people in the room. Include your executive leader, program-level personnel, and someone from your finance department. Ensure that all staff present have read the full proposal.
• Do not assume that all panelists have read your proposal in its entirety. Be prepared to hit the highlights. Provide a combination of data and stories to appeal to a variety of interests. If possible, invite a program participant to share their story by video or in-person.
• Expect questions about your budget. If the grant award will not cover 100% of your program costs, share how you will cover the gap. Be able to explain how you calculated any per-unit costs. 
• Address sustainability. Identify how you will keep the program going after the funding cycle ends.
• Plan and practice your presentation for timing, thoroughness, and potential questions.

Sample Site Visit Questions

• How will the proposed project make your organization better able to achieve its mission?
• What makes your organization best qualified to administer the proposed project?
• What challenges do you anticipate in implementing the proposed project? What plans have you made for potential course correction?
• What specific community changes will come about if we award a grant to your organization?
• What changes will you make to your project if we can only fund half of the requested amount? What will happen to the project if we cannot fund your request?

Take time to debrief with staff after the visit. Make notes about what worked and what did not. Use that feedback to plan future visits with other funders.

You developed and submitted a strong grant application. Now the real work begins as you carry out your project. Get a fast, powerful start at the beginning of your project, especially if your grant period is short. Use the tips below to establish strong project management practices.

Establish Project Milestones and Timelines

You provided a roadmap of project milestones and due dates in your grant application. Pull your program team together to review this document. Prepare for the first milestones in your plan. Address any changes that may have occurred since you submitted your application.

Start Program Evaluation Early 

What impact do you want to be able to quantify at the end of the project? What are your goals and intended outcomes? These questions help you determine how to approach program evaluation. Evaluation does not only take place at the end of your timeline. You often need to collect "baseline" data before your project begins. This information helps you understand the full impact your project had.

Use a Project Tracking Tool

Create a project log as a resource to keep all project details, updates, and decisions in one place. This is invaluable when you have many people working on the project. As your project moves forward, you will have several projects occurring at the same time. These activities may include implementation, reporting from partners, reporting to funders, and evaluation. Using a tracking tool ensures that nothing slips through the cracks.

Project Management Resources

• Asana Template Library
• AmpliFund: Grant Management Solutions Toolkit
• Rocky Mountain Public Health Training Center: Post Award Basic

Effective partnership is crucial for grant success, from proposal creation to project implementation. Cultivating a partnership with a university may benefit your next grant project. Consider these factors to decide if a university is the right partner for your work.

Involve Students

Universities have students looking for meaningful experiences and opportunities. Involving students increases the number of people working to make the project successful. They also offer new perspectives for planning and improvement. While students are eager to help, they also need more oversight. Students enjoy professional mentorship; ensure you can provide this for your partners. Investing in the future workforce and including them in your work benefits your organization too.

Leverage Expertise and Cutting-Edge Research

Professors are often on the cutting edge of their fields and areas of research. This can help your organization with innovation and improving best practices. Inquire about faculty at your local institution doing research relevant to your work. Search the institution’s website to identify potential matches.

Identify Existing Efforts and Connections

Universities are often involved in their communities. Their existing connections can increase the scale and impact of your grant-associated project. You can use this opportunity to grow your roots in your local community.

Be Realistic About Your Time

Creating and sustaining partnerships requires time. Universities often have their own approval processes and systems. Ensure you have the time to balance this partnership with your other responsibilities. Also, make sure that this partnership aligns with your project timeline.

Resources

• DSHS: Partnerships in Practice
• ICMA: Cultivating University and Community Partnerships
• National College Attainment Network: How Can Nonprofits Partner with Higher Education?
• Kellogg Insight: Schools Often Partner with Nonprofits to Benefit Students. Which Partnerships Last?

There is no one size fits all proposal. Requirements and processes vary from funder to funder. Federal grants will have more complex requirements. However, you can plan ahead with the following general proposal components.

Contact Information

• Organization name
• Date founded
• Organization type (nonprofit, business, government, etc.)
• Tax identification number
• Address
• Website address
• Contact name, title, telephone number, email address

Organizational Background

Organizational credibility and expertise in identifying and serving community needs.

• Mission statement
• Brief overview of the organization and evidence of its impact
• Names and qualifications of the organization's Board of Directors and key staff
• Other major donors and dollar amount of contributions
• Number of employees (full time, part time, contract)
• Number of volunteers

Executive Summary

Brief one page overview of the proposed program or project.

• Title, start, and end dates
• Summary
• Alignment with funder’s strategy areas (Examples: education, health, human services, etc.)
• Type of funding requested (Examples: general operating support, project support, capital improvements, capacity building, etc.)
• Target population served (Examples: ethnicity, age, gender, income level, etc.)
• Geographic area to be served
• Number of beneficiaries to be served
• Amount of request

Statement of Need

Explain why your project is needed now.

• Problem or community need that the project addresses
• Other organizations addressing this need
• How your approach is unique

Program Narrative

Describe in detail what you will do with the funds.

• Brief history of the project
• Goals and objectives
• Other partners in the project and their roles
• Timeline of activities
• Any risks or limitations and how to address 
• Potential replicability

Budget

Demonstrate that you understand the finances required to accomplish the project’s work.

• Requested amount
• Line-item budget
• Budget narrative - how funds will be spent and how you determined the project request amount.

Evaluation Plan

Show how you will measure your project’s results.

• Definition of success
• Project deliverables and expected outcomes
• Assessment strategies used to measure success
• Stakeholder involvement in activities (Examples: Board members, target population, community members, etc.)

Sustainability Plan

Steps your organization will take to ensure the future success of the project beyond the completion of funding.

• Future financial support
• Staff requirements
• Continued community interest
• Replicability

Supporting Documents

Some documents may be referenced in other areas of the proposal. Include them in funder’s requested order. Do not include items that are not requested.

• 501(c)(3) IRS tax designation letter
• Total annual organizational operating budget
• 990 federal tax return
• Current audited financial statement
• List and Bios of Board of Directors and key staff
• Letters of support from key partners

Grant Proposal Samples

Review these sample proposals for more ideas:

• Example 1: Healthcare Access
• Example 2: Rural Community Recreation Project
• Example 3: Funding Information Act portal - Request copies of successful federal grant proposals. Find the federal agency that administers the grant program you are interested in and request a copy of a previously awarded grant.

A Letter of Inquiry (LOI), also known as a Letter of Intent, is a brief written overview of your organization and funding request. It is often required as the first step in applying for a grant. The funder uses your LOI to decide if your project aligns with their strategies. If you are eligible, they will invite you to submit a full grant proposal. The LOI is an opportunity to make a personal connection with the funder without a big investment of time.

Before submitting a LOI, read the grant eligibility criteria and guidelines. Only proceed if your project is a good fit. A good LOI demonstrates you have already thought through the entire project.

LOI Tips

• No more than two to three pages in length. If the funder provides a page limit, do not exceed it.
• Do not include anything you cannot support with data.
• Offer a clear, concise, and compelling overview of your proposed project.
• Avoid jargon and acronyms.
• If the funder does not provide an email or phone number for questions, do not contact them.
• Submit the LOI as the funder requests. (Examples: postal mail, email, online grants management platform)

Format Recommendations

• Summary Statement - Brief explanation of who you are, what you want to do, the length of the project, and the amount requested.
• Statement of Need - The problem you will address, why it needs to be solved, why your project is the right approach, and your target population.
• Project Overview - Goals, objectives, timeline, key partners, and innovative aspects of your project.
• Impact - Anticipated project outcomes and evaluation methods.
• Organizational Credibility - Reasons your organization is the best investment to do the work.
• Budget Estimate - Brief list of items that need funding and the total amount of the request.
• Conclusion - Contact information for follow-up and thanks for their consideration.

The executive summary is often a funder’s first look at your proposed project. It is a story of community change. Funders invest in things they care about. Make them care about your organization’s work. Highlight your organization’s expertise, the project’s impact, and a demonstrate a tie to the funder’s interests. You can go into more detail in other sections of the grant proposal. A good executive summary will make the funder eager to read the rest of your proposal. Be concise, persuasive, and address the following questions in no more than one page.

Introduction to Your Organization

• Mission statement
• Programs and services
• Geographic service area

Problem to Address

• Name of project
• How you know there’s a problem (include measurable supporting data)
• Project purpose
• Target population 
• Number of beneficiaries to be served

Proposed Activities

• High level overview of your resources, activities, and anticipated outcomes

Program Start and End Dates

• Dates fall within the grant's funding cycle

Program Costs

• Type of funding requested (Examples: general operating support, project support, capital improvement, etc.)
• Total amount of request

Case for Best Investment

• Innovative or unique aspects of your project
• Why your organization will succeed
• Why your project is a good fit for the funder

The Statement of Need creates the foundation of your grant proposal. It identifies an urgent community need that your organization will address. The need must be related to both your organization’s mission and to the funder’s giving priorities. Concentrate on your main points and present a fact-based, compelling case for support. Find quantitative data sources to support your Statement of Need on our Data Resources page.

Describe the Need

• Do not assume that the funder knows anything about the need.
• Need is specific to your local community.
• Reasons the need exists (root causes).
• Support the need with data - quantitative (facts) and qualitative (human interest story).
• Cite the source of any statistics used.

Identify the Target Population

• Describe the community in which the need exists - resources and challenges.
• Identify why the need impacts this population more than other groups.
• Number of people the program will serve.

Create a Case for Urgency

• Impact of the need on the target population.
• Other organizations addressing this need and why it is not enough.
• Long-term consequences of inaction.

Confirm Your Organization's Expertise

• Experience your organization has in serving the target population - demographics, surveys, questionnaires, focus groups, etc.
• Overview of what you will do - goal, activities, community partners involved, and outcomes.

Samples

• Example 1: Healthcare Access (Community Tool Box)
• Example 2: The Capital Good Fund (GrantStation)

Now it is time to lay out what your organization plans to do if you get the grant. The funder may also call this a Program Plan or Statement of Work. Include a detailed description of goals, objectives, program activities, and outcomes. 

Program History

Why did you choose to address the community need through this program?

• Existing program – Share past results. Include a success story about a program participant. This reinforces data from your Statement of Need. What is unique or innovative about the program?
• New program - Include your experience working with the target population. Why is this the best next step? What is unique or innovative about the new program?
• Evidence-based program – Cite research findings to provide credibility for your approach.

Goals and Objectives

• Goal - Broad statement of program purpose. Reflects any goals or priorities listed in the Request For Proposal (RFP). If you achieve your goal, will that solve the stated community need? Tie your goal to your organization’s mission. 
• Objective - Quantifiable and shows how you will achieve the program goal. How many objectives you need depends upon the scope of the goal and your budget. Most big community needs cannot be addressed within the scope of a one-year grant.  Good objectives are SMART:
  • Specific - details what you will accomplish; 
  • Measurable - defines success with quantitative or qualitative terms; 
  • Achievable - can be completed reasonably with available resources; 
  • Relevant - aligns with your organization's mission and community needs;
  • Time-bound - can be accomplished by the end of the grant period.

The following links provide more details about using the SMART framework:

• SMART Goals (Asana)
• Writing SMART Grant Objectives (Instrumentl)
• Introduction to Fundraising Planning (Candid Learning)

Partners and their Roles

• Who is doing what?
• Why did you choose these partners? 
• How will they contribute to the success of the program?
• How is the work divided between your organization and your partners? Do you have a written agreement?

Timeline/Logic Model

The size and detail should reflect the length of the grant cycle. This shows that you are realistic about the planned work and intended results. If the funder permits, include a table or chart to explain your Logic Model.

• Inputs - Program Resources (Examples: Time, staff, volunteers, partners, money, facilities, equipment, technology, etc.)
• Activities - Describe the client experience from start to end. (Examples: Recruit clients, develop materials, hold workshops, provide client surveys, etc.)
• Outputs - Quantifiable results of your activities. (Examples: Number of units, clients/patients served, new partners, etc.)
• Outcomes - Short or long-term changes in knowledge, behavior, etc. (Example: Clients who complete the diabetes self-management course will increase their knowledge of healthy eating and lower their A1C levels.)

The following links include sample templates to create your Logic Model:

• Identifying the Components of a Logic Model (CDC.gov)
• Logic Models: A Beginner's Guide (Michigan.gov)
• Using a Logic Model for Program Development, Implementation, and Evaluation (Visible Network Labs)

Risk Management

Be honest about challenges or barriers and how you will address them. 

Potential Replicability

Funders like to see how their investment will make an impact beyond the end of the grant cycle. If applicable, share how your program could be a model for other communities.

A funder chooses your organization as a best investment in addressing a pressing community need. Your evaluation plan shows how you will measure program success. An evaluation plan does not need to be complicated. Measure what matters. Only collect data that helps you make decisions about your program’s effectiveness. Be realistic about what you can measure with accuracy. 

Considerations in Evaluation Planning

• Have you identified useful quantitative and qualitative data to collect?
• What easy and reliable tools can you use to measure success?
• How often will you collect data? How will you store it?
• How will you protect participant confidentiality?
• Who will be responsible for collecting evaluation data? Who will analyze it?
• How will you use the data to improve your program?
• How will you disseminate evaluation results?

Evaluation Tool Examples

• Data Collection - Surveys
• Interview - Focus Groups
• Financials - Cost per unit
• Participation - Attendance
• Performance - Graduation
• Qualitative - Testimonials
• Testing - Pre and post-tests

Evaluation may reveal that your program is not progressing as planned. Be honest with the funder. Identify the challenges. Perhaps you need more time or funding to fully address the community needs. Use the data you collected to inform your next steps in the evolution of your program.

Resources

• Centers for Disease Control and Prevention (CDC) Evaluation Resources
• Community Tool Box: Developing an Evaluation Plan
• The Healthy Tomorrows Partnership for Children Program
  • Evaluation Guide 1
  • Evaluation Guide 2
• National Rural Health Resource Center: Evaluation Plan Samples

Your budget is more than a one-page list of expenses at the end of the proposal. It shows the funder that you know what it takes to accomplish the program’s work. Include the full cost of your program, line-item budget with reasonable costs, and budget narrative.

Budget Tips

• Develop your budget with help from program and finance staff.    
• Do not estimate your budget numbers. Be precise and ask specifically for what you need.
• Pay attention to any costs the funder will not cover, also known as non-allowable costs.
• Reference every budget item in the program narrative. Do not leave anything out.
• Include items even if they are being donated.
• For a multi-year budget, calculate each year separately, accounting for inflation. Justify in your budget narrative.
• Double check your math.

Line-Item Budget

Complete picture of resources needed to support all program activities. Your line-item budget should include all revenue and expenses associated with the program. 

Revenue/Income

• All types of fundraising that directly support the proposed program. This includes any other grant funding that covers some of your program’s expenses.
• In-kind resources can be included as both income and expense. Show that you have identified alternate sources of funding for some budget items. (Examples: volunteer time, meeting space, materials, pro bono services, etc.)
• Depending upon the funder, you may include in-kind resources as required matching funds.
• Your revenue should equal your expenses. Show that the amount you request from the funder is the specific amount you need.

Direct Costs

Items or activities associated entirely with the program. Personnel may be your biggest expense. Note if an employee’s time is not covered 100% by the grant.

• Program staff salaries and fringe benefits
• In-kind volunteer and professional hours (Tip: Check Independent Sector and US Bureau of Labor Statistics for current rates.)
• Supplies (Examples: printing, workbooks, flyers, refreshments for classes, etc.)
• Technology (Examples: laptops, iPads, mobile phones, etc. used by program staff or participants)
• Paid or in-kind meeting or event space
• Mileage (Tip: Use IRS rate for per mile reimbursement.)
• Travel (Tip: For government grants, use US General Services Administration for Texas per diem rates.)

Indirect Costs

Items associated with running the organization, with costs spread across all programs. You can calculate a percentage of these costs to your program budget. 

• Administrative staff salaries (Examples: CEO/Executive Director, Human Resources, Finance, etc.)
• Facilities (Examples: rent, utilities, etc.)
• Equipment (Examples: copier, printer, toner, etc.)

Budget Narrative

This is a companion piece to your line-item budget. The budget narrative is also another opportunity to highlight organizational credibility. Not all funders request a budget narrative, but it can be a helpful tool to write the proposal narrative.

• Organize your narrative in the same order as your line-item budget.
• Express fringe benefits as a percentage of staff salaries.
• Tie expenses back to your goals and objectives. 
• For contractors, justify expenses with credentials and figures for the going market rate.
• For staff, state position name, program-specific responsibilities, and percentage of their time. 
• Provide figures from competitive bids for any large expenses, like equipment.
• Show the math behind any indirect costs.

Resources

• Candid Learning: What Do Funders Look for in Grant Proposal Budgets?
• Department of Justice: Grants 101: Develop a Budget
• Greenlights Grant Initiative: How to Build a Budget (YouTube)
• Instrumentl: Grant Budget Examples
• SAMHSA: Budget Narrative Sample

Your program has value and community support, but the grant that funded it will not last forever. Funders want to invest in programs that can continue beyond their support. A quick answer to sustainability is that you will look for more grants. Unfortunately, a funder wants a more thoughtful response.

Keep in mind that your program does not have to look the same in the future as it does today. Your budget may include items that are one-time expenses. Some of your proposed activities may not need to continue beyond the grant.

Highlight Organizational Sustainability Throughout Your Proposal

• Budget and financials - Stable cash flow and that your organization can be trusted with funding
• Leadership credentials – Expertise of key staff and Board of Directors
• History – Successful programs and services that meet community needs 
• Statement of Need – Understanding of the problem and plan to address it
• Program Narrative – Well-designed work plan with flexibility for course correction
• Evaluation – Measures of program impact that show benefits for program participants
• Community partnerships – Connections that enhance or expand program services

Make a Case for Program Success - Current and Future

• Diverse funding streams – List grants, government contracts, in-kind donations, individual giving, special events, corporate sponsorships, etc. that demonstrate financial sustainability.
• Staffing resources for fundraising and programming that indicate continued commitment to the program/project.
• Collaborations with other organizations that reflect community support.

Resources

• 2023 Winning Grant Proposals (Grant Station) - "Soccer Without Borders" and "Knox, Inc." proposal samples
• Healthy Tomorrows Sustainability Tips (American Academy of Pediatrics)
• The Path to Program Sustainability (Nonprofit Impact)

Many funders require Letters of Support before grant awards are distributed. A Letter of Support shows organizational credibility by highlighting community connections. 

Components

• Opening statement that identifies the project where funds are being requested
• One or two paragraphs describing the relationship of the supporter to the organization seeking funding
• Closing statement

Do not wait until the last minute to request Letters of Support. Give your contacts enough time to complete their letters at least a week before your proposal is due. Include in the appendix or supporting documents part of your grant proposal.

Instructions for Your Supporters

Make it easy for your supporters to write a Letter of Support for your organization. Provide the following instructions:

• Letter on their organizational letterhead
• Contact person and funder’s address 
• Proposal details - name of project, summary, and supporter's role in the project or their history with your organization
• Deadline for returning their Letter of Support to you

Resources

• National Institutes of Health
• Hogg Foundation for Mental Health
• Stellar Letters of Support | Learn Grant Writing (You Tube)

Community partnerships support your organization’s credibility. A Memorandum of Understanding (MOU) is an agreement between parties to implement a grant-funded program. This agreement defines the relationship between the lead and partner organizations. MOUs are not legally binding documents and do not typically include financial agreements. The complexity of MOUs can vary by funder, number of partners, and the scope of your grant-funded program.

Typical Components

• Brief description of the intent of the program or project
• Timeframe of the agreement
• Roles and responsibilities of the lead organization
• Roles and responsibilities of the partner organization
• Termination clause to explain how agreement can be ended
• Signatures of organizational representatives
• Date signed

Resource

• Sample Agreement (Community Tool Box)

Do not forget to include corporate giving as a component of your organization’s fundraising plan. This type of funding does not only come from big corporations. Any company in your local community can be explored as a resource to support your organization’s mission. A good corporate partner can be a source of funds, in-kind services, and positive media exposure.

Reasons Corporations Engage in Charitable Giving

• Take advantage of tax deductions.
• Support their business objectives.
• Increase employee engagement.
• Enhance corporate visibility through connection with a community cause.

Organizations that Can Benefit from Corporate Giving

Corporate giving typically focuses upon organizations with 501(c)(3) nonprofit status. Other entities may be eligible for corporate sponsorships. Good candidates for corporate support include organizations who:

• Have missions that are a match for issues that interest the corporation.
• Offer volunteer opportunities for corporate employee engagement.
• Are well-respected in the local community.
• Can get the company’s name in front of the public through social media, event messaging, etc.

Finding the Right Corporate Partners

• Start a list of companies that are physically located in your geographic area.
• Note which causes and nonprofits they currently support.
• Determine if the proposed relationship will promote your mission and values.
• Ask your Board members if they have any personal contacts you can leverage.
• Follow the company's guidelines for applying for their support.

There are many ways corporations can provide charitable support – community grants, in-kind resources, sponsorships, and volunteer grants. Continue reading through the Corporate Grants topic tabs for more details.

Resource

• Corporate Resources Checklist (Community Tool Box)

Corporate community grants provide funding to organizations that directly improve the lives of their employees, customers, and the local community. Funding priority/cause areas will differ by company. Like private foundation grants, they require submitting a request through the company’s website and may have specific deadlines. Some community grants are limited to pre-selected charities, while others offer an open application process. It is important to demonstrate the mission fit between your organization and that of the company.

Examples

• Bank of America Charitable Foundation
• Coca-Cola Foundation
• GEICO Philanthropic Foundation
• State Farm Good Neighbor Citizenship Company Grants (also gives to governmental entities)
• Walmart Spark Good Community Grants Program
• Wells Fargo 

Companies can support organizations of any size through a variety of non-cash contributions:

• Products
• Meeting Space
• Pro Bono Services
• Technology
• Volunteers

In-kind support frees up room in your program budget. Be sure to include in-kind resources in your line-item budget to demonstrate community support and sustainability. Expand your reach by sharing your in-kind needs through your organization’s newsletter, website, and social media.

Examples

• Costco Wholesale Charitable Contributions
• Good360
• H-E-B Community Investment Program

Corporate sponsorships are a way for companies to connect their brand with organizations serving community needs. Organizations of any size can benefit from corporate sponsorships for luncheons, galas, walks/runs, golf tournaments, community health fairs, volunteer events, and other activities. 

Organizational Readiness for Sponsorships

Take time to organize your thoughts before you contact prospective companies in your community:

• Compile a list of the types of support needed. (examples: catering, printing, products, volunteer support, event underwriting, etc.)
• Identify the value a company will receive through their sponsorship. (examples: tax incentives, publicity/brand awareness, naming rights for a program or event, team building for employee volunteers, etc.)
• Research local companies whose business interests match your cause.  (examples: banks, grocery stores, insurance agencies, radio stations, restaurants, etc.)
• Leverage the power of your connections to identify top prospects. (Tip: Poll your Board members for likely relationships.)
• Compose a corporate sponsorship package.
• Reach out to prospects through telephone, email, or personal connections.

Components of a Sponsorship Package

Some sponsorship requests entail completing an application through a company website. Others may ask for a sponsorship package detailing your request:

• Cover letter
• Summary of Organizational Mission, Programs, and the Scope of your Community Reach (examples: donors, volunteers, funders)
• Project/Event Overview
• Sponsorship Level Descriptions and Pricing (Tip: Offer a variety of levels to fit donors of all sizes.)
• Sponsorship Benefits (Tip: Use a tiered scale that reflects the financial value of each sponsorship level.)
• Contact Information

Examples

• Blue Cross Blue Shield of Texas Grants and Sponsorships Programs
• Brookshires Corporate Donations Program
• Dallas Children’s Advocacy Center 2024 Aim For Advocacy Event

Also known as employee matching gifts or “Dollars For Doers” programs, corporate volunteer grants are a valuable addition to your annual fundraising plan. Many corporations recognize their employees and retirees by providing funding to nonprofit organizations where they spend their volunteer time. Volunteer grants may be based upon individual employee efforts or team opportunities, typically through the number of volunteers engaged and/or total volunteer hours. Requirements vary by company and may be limited to just once or twice per year. Reporting requirements for volunteer grants are typically not time-consuming.

Benefits of Volunteer Grants

• Volunteer time and additional funding.
• Positive publicity.
• Potential additional support through in-kind products/donations and services.
• Create relationships with new funders.

Does your organization have a volunteer-based project that could benefit from corporate support? Make sure the activity directly supports your organization’s programs and is a good fit for the company’s interests.

Engaging in Volunteer Grants

• Identify a company that offers this type of support and apply if it is a good fit.
• Ask current volunteers to check with their employers to ask if they have a matching gift program.
• Post a corporate day of service opportunity on your website to announce that you can accept matching gifts.

Examples

• Central Texas Food Bank (Ways To Give)
• ExxonMobil
• Salvation Army, Amarillo (Ways To Give)
• Texas Instruments
• Verizon

Public funding includes federal, state, and local government grants and contracts. They can diversify your organization’s revenue streams and create program growth and scale. They are also highly competitive and include strict rules for reimbursement and reporting. 

You can find active federal grant opportunities at Grants.gov. Organizations in business for less than five years will not be able to compete for federal grants. Young organizations can build capacity by applying for lower-level government grants. Use your connections. Learn from other community organizations about their best practices in utilizing public funding. Links to samples of federal grant applicants are included in the "Federal Grant-Making Agencies" tab on this page.

Research what is available in your community at the city, county, and state levels. Check your city or county website or contact their offices to request information. Texas Health and Human Services (HHS) manages contract and grant opportunities at the state level. 

Community Development Block Grant (CDBG) funding supports community development activities to build stronger communities. Projects can include infrastructure, economic development, community centers, public services, code enforcement, etc. The amount of available annual funding varies by individual government entity.

Find CDBG Opportunities

The US Department of Housing and Urban Development (HUD) provides federal CDBG funds on an annual basis. Large cities (Dallas, Houston, etc.) receive CDBG funds directly from HUD as "entitlement" areas. Small, rural cities with populations less than 50,000, and counties with non-metropolitan populations under 200,000 are categorized as "non-entitlement" areas. They must apply for CDBG funds through the State of Texas CDBG program.

Your organization's geographic location will determine whether you apply for CDBG funding through your city, county, or State government's program.

• City or County government websites
• State of Texas CDBG Announcements Listserv
• Texas Department of Agriculture

Is CDBG Right for your Organization?

HUD Exchange has created an "Explore CDBG" online technical assistance page. Learn about basic CDBG requirements and issues related to administering and implementing projects.

Common Elements of a CDBG Application

Review the CDBG's eligibility checklist before you begin writing your proposal. Take advantage of any technical assistance opportunities before submitting your proposal.

• Summary Information - your organization's contact information
• Project Proposal Overview - population served, location, funds requested, other funding sources, etc.
• Project Narrative - goals, outcomes, problem statement, project description, performance measures, timeline, etc.
• Supplemental Information - current services, organizational capacity, key staff, project and general operating budgets, financial systems
• Attachments - forms specific to the opportunity, letters of support, Board of Directors list, bylaws, Articles of Incorporation, etc.

Organizations receiving federal funds must be familiar with the Office of Management and Budget's (OMB) Uniform Guidance (UG) 2 CFR 200. The UG provides guidance on cost principles and administrative and audit requirements. In April 2024, the OMB released updates to the Code of Federal Regulations (CFR) to reduce administrative burdens and make the federal grant management process easier. These updates will go into effect no later than October 1, 2024. For a full list of updates, please review the resources listed below.

Important OMB 2 CFR Updates

• Single audit threshold increased from $750,000 to $1,000,000 expended during a fiscal year. This change aligns with the Consumer Price Index.
• De minimus rate increased from 10% to 15%, allowing organizations to absorb more of their indirect costs.
• Modified Total Direct Costs (MTDC) revised to increase the threshold to $50,000 per subrecipient over the life of an award.
• Improvements to Notice of Funding Opportunity (NOFO) announcements to be shorter, written in Plain Language, and offered in multiple languages. These changes are expected to increase transparency and encourage a broader pool of applicants. 
• Advocacy efforts to provide nonprofit awardees with the opportunity to notify the OMB of any disputes in acceptance of a federally negotiated indirect cost rate.

Federal grant-making agencies may apply the final guidance to federal awards issued before October 1, 2024, but are not required to do so. 

Resources

• Code of Federal Regulations
• Federal Audit Clearinghouse for complying with single audit requirements.
• White House Briefing Room (April 4, 2024)
• HHS SimplerGrants Initiative
• Top 2024 Takeaways of OMB UG Updates | Results For America 
• Review the Grantsmanship Glossary for associated public funding terminology.

Start your search for a federal grant through Grants.gov. Click on a State Department that you think would be a good fit for your organization. Browse the federal agency's website to find out more about active funding opportunities. Reach out to the agency's point of contact with any questions.

Health-related Federal Grant-making Agencies

• US Department of Agriculture
• US Department of Health and Human Services
• US Department of Labor
• US Department of Transportation
• US Department of Veterans Affairs
• Environmental Protection Agency  
• FEMA
• National Science Foundation

Infrastructure Grants

The Local Infrastructure Hub tool allows users to search through hundreds of federal funding opportunities to identify those that best align with their community priorities. Search for funding opportunities by federal agency, category, and applicant type (city, state, school district, nonprofit, etc.). The site also features samples of winning federal infrastructure grant applications.

Search for Federal Grant Data

The Federal Program Inventory offers a one-stop shop for information about federal programs that provide grants, loans, and direct payments to individuals, governments, and other organizations. Search for program objectives, applicant eligibility, program spending, and other factors.

USAspending is an official open data source of federal spending information, including information about federal contract and grant awards, prime award recipients, and subrecipients. 

Copies of Awarded Federal Grant Proposals

You can request copies of successful proposals through the Freedom of Information Act portal. Find the federal agency that administers the grant program you are interested in and request a copy of a previously awarded grant.

Some federal agencies include copies of successful proposals on their websites. The National Institutes of Health (NIH) offers several sample applications, attachments, and other documents on their Grants & Funding web page.

Organizations must register on SAM.gov and Grants.gov before applying for a federal grant. Thoroughly review all registration requirements. Give yourself extensive time to register and apply for federal grants.

Grants.gov

A go-to website for federal grant opportunities. The site offers the following resources:

• Grant Learning Center
• Online User Guide
• Community Blog
• Terminology
• Open Funding
• Subscribe for Funding Alerts
• Registration 
• Track Submitted Applications 

Read the new Quick Start Guide for an overview of registering with SAM, creating workspaces, submitting your application, and more.

There are several forms and certifications required to be on file for your organization. You can search the Forms Repository for copies of relevant forms:

• Application for Federal Assistance (SF-424)
• Budget Information for Non-Construction Programs (SF-424A)
• Assurances for Non-Construction Programs (SF-424B)
• Lobbying
• Drug-Free Workplace Requirements
• Debarment, Suspension, and Other Responsibility Matters
• Environmental Tobacco Smoke 

SAM.gov

System for Award Management (SAM). The SAM.gov registration process can take up to 10 days to complete. Your organization will also receive a Unique Entity Identifier (UEI), a 12-character alphanumeric ID. Anyone can create a user account and profile on SAM.gov. Account credentials are managed by login.gov, a service that allows you to sign in to many federal government websites with one set of credentials.

You can search for the following public information on SAM.gov without a user account:

• Federal assistance listings
• Contract opportunities
• Contract awards
• Federal hierarchy
• Wage determinations
• Entity exclusions

You need a user account to access the following functionalities:

• View entity registrations
• Save searches
• Download search results and individual records
• Follow selected records
• Manage data entry for your entity or federal agency

Many types of organizations are generally eligible to apply for federal funding opportunities. Legislation and federal agency policies define eligibility criteria for each grant.

Determine the Type of Organization You Represent

• Government Organizations – city, county, state, tribe
• Education Organizations – independent school districts and institutions of higher education
• Public Housing Organizations
• Nonprofit Organizations with 501(c)(3) IRS status
• Nonprofit Organizations without 501(c)(3) status
• For-Profit Organizations
• Small Businesses
• Individuals

Most of the funding opportunities on Grants.gov are for organizations, not individuals. The Grant Programs section includes other forms of government funding for individuals.

Choose the Right Type of Federal Grant

• Discretionary/Competitive – based upon your proposed project’s merits.
• Formula – awardees are predetermined.
• Continuation – renewal of an existing grant.
• Pass-through – issued by a federal agency and administered through a state or local government.

Read the Application Thoroughly

Federal grant applications are complex and can take many weeks to complete. Before you dive into writing the proposal, make sure your organization and your project are a good fit:

• Geographic requirements
• Capacity to serve a large number of people
• Experience to manage a significant amount of funding
• Ability to meet stringent reporting requirements
• Pay attention to scoring criteria

Once you establish eligibility for a specific funding opportunity, you are ready to strategize and prepare your application.

Pre-Award: Funding Opportunities and Application Review

Federal Grant-maker Activities

• Plan and develop a funding opportunity
• Announce and advertise the funding opportunity
• Publish the details of the funding opportunity on Grants.gov
• Retrieve submitted applications and provide initial screening
• Formal review process and update applicants on status

Applicant Activities

• Search for funding opportunities on grants.gov and determine eligibility and mission match
• Register on Grants.gov and SAM.gov
• Download the grant application package
• Set up a Grants.gov Workspace
• Complete grant application (plan for several weeks)
• Submit grant application
• Track application status

Award Phase: Award Decisions and Notifications

Federal Grant-maker Activities

• Complete review process
• Notify the applicant of the funding decision
• Begin working with the awarded applicant to finalize the funding agreement
• Fund disbursement

Applicant Activities

• Receive Notice of Award
• Begin project
• Meet all administrative, financial, and reporting requirements of the award

Post Award Phase: Implementation, Reporting, and Closeout

Federal Grant-maker Activities

• Oversee the awardee’s reporting compliance
• On-site visit with the program director and implementation staff
• Award close-out
• Other oversight activities (auditing)

Applicant Activities

• Submit final reporting
• Respond to audit requests