Include corporate giving as part of your organization’s fundraising plan. This support does not only come from large corporations. Any company in your local area can help support your organization’s mission. A good corporate partner can provide money, donated goods or services, and positive media attention.

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 usually supports organizations with 501(c)(3) nonprofit status. Other groups might also qualify for corporate sponsorships. Good candidates for corporate support include organizations that:

• 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

• Make a list of companies in your local area.
• Note the causes and nonprofits they currently support.
• Decide if working with them will promote your mission and values.
• Ask your Board members if they have any personal contacts you can use.
• Follow the company's guidelines for applying for their support.

Corporations can support charities in many ways: community grants, donated goods or services, sponsorships, and volunteer grants. Keep reading the Corporate Grants sections for more details.

Resource

• Corporate Resources Checklist (Community Tool Box)

Corporate community grants support organizations that help their employees, customers, and the local community. Each company has different funding priorities. Like private foundation grants, you usually need to apply through the company’s website and meet deadlines. Some grants are only for certain charities, while others allow anyone to apply. It is important to demonstrate how your organization’s mission aligns with the company’s.

Examples

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

Companies can help organizations of any size by giving non-cash donations such as:

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

Donated goods and services free up money in your program budget. Include these donations in your budget to show community support and long-term stability. Reach more people by sharing your needs in your newsletter, website, and social media.

Examples

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

Corporate sponsorships let companies align their brands with organizations that support the community. Organizations of any size can benefit from sponsorships for events like luncheons, galas, walks or runs, golf tournaments, health fairs, volunteer events, and more.

Organizational Readiness for Sponsorships

Prepare your ideas before making contact:

• Make a list of the types of support you need.
• Explain what a company will gain from sponsoring you. Focus on companies whose business interests match your cause.
• Use your contacts to find the best companies to approach.
• Create a corporate sponsorship package.
• Contact potential sponsors by phone, email, or through 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 community connections (donors, volunteers, funders)
• Project/Event Overview
• Descriptions, benefits, and prices for different sponsorship levels.
• 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 called employee matching gifts or “Dollars for Doers” programs, corporate volunteer grants enhance your annual fundraising plan. Many companies support employees and retirees by giving money to nonprofits where they volunteer. Volunteer grants can be based on individual or team efforts, usually counting the number of volunteers or total volunteer hours. Reporting for volunteer grants is usually simple.

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 about matching gift programs.
• 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)
• Verizon

A challenge grant from a company or foundation allows a nonprofit organization to raise money for a set time period. The grant-giver will match the amount raised if the nonprofit meets the goal.

Challenge Grant Requirements

• Timeframe – The grant period will vary by funder, from a few days up to a year. 
• Restrictions – The funder may determine that some forms of donations (example: raffle tickets) may not be included in the challenge. There may also be a cap upon the amount the funder will match.
• Reporting – Depending on how long the challenge lasts, the funder may ask the organization to give updates on how close they are to the goal.
• Matching – The funder will set the match proportion. For example, $1 from the funder for every $1 raised by the organization.
• Pay Out – Funds are distributed after the financial challenge has been met.

Benefits of Challenge Grants

• Energize current donors.
• Involve Board members in funding the organization’s mission.
• Gain more supporters.
• Diversify the annual resource development plan.
• Create a stronger partnership with the funder.

Challenge grants benefit both sides. The company gets a tax benefit and improves its public image. The nonprofit benefits from doubling the funds raised through the challenge.

Examples of Challenge Grant Funders

• Amarillo Area Foundation
• Gulf Coast Medical Foundation
• The Trull Foundation

You can create a creative, well-planned, and effective grant proposal. Take time to submit a mistake-free application. Make your proposal stand out by following the funder’s rules. Give them exactly what they need to say yes.

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 to break the RFP into manageable sections.
• Figure out what information you need from others and include that in your schedule.
• Expect delays and try to submit your proposal two to three business days before the deadline.
• Use the right formatting – font size, margins, line spacing, word count, headers, page limits, and more.
• Use the funder’s words. Make it easy for them to quickly read your proposal.
• Double-check the math in your budget.
• Use a free online tool like Hemingway Editor to make sure your writing is clear and easy to understand.
• Have someone who is not involved in writing the proposal read it and provide feedback.
• Before submitting, check your proposal against the RFP page by page to find any mistakes.

To Avoid

• Do not apply if you are unsure whether your project aligns with the funder's priorities.
• Do not start writing the proposal before fully understanding it,even if you don't understand all the RFP requirements.
• Avoid copying and pasting the whole content from an old grant proposal.
• Avoid using jargon and buzzwords.
• Do not ask for more money than the funder is willing to give.
• Do not wait until the last minute to gather supporting documents.
• Do not include any extra documents that the RFP does not request.

You have asked important questions about your organization's readiness and are ready to apply for grant funding. Take time to carefully research to find the best funding partners.

Plan Your Online Search with Keywords

Make a list of keywords to use in online searches that describe your organization’s work. Set up a Google alert for grants using your chosen keywords:

• 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

Look at their websites to learn about their priorities and past giving:

• Civic (Example - Rotary Club)
• Community groups (Example - Junior League)
• Corporations
• Foundations
• Governments (municipal, 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.
• 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) show the funder’s interests and priorities. You need to do more research before starting your proposal. Check if your organization matches the funder by asking these 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. 

Be careful with your research. If your organization does not clearly fit the funder, do not apply. Use your time wisely by crossing them off your list and moving on.

Improve your chances of getting a grant by scheduling time with the Foundation’s Program Officer. They can give helpful advice on whether your project fits.

Do Your Homework

Respect your time and theirs by preparing before first contact. Learn their mission. Read the funder’s website. Note their giving priorities, rules, past grantees, and FAQs. Have a specific project that fits their current priorities. If you are new, ask the staff and board about any past work with the foundation.

Make Initial Contact

The Foundation should state whether it welcomes contact from applicants. Use the funder’s preferred method of contact—email, phone, or no contact. Some foundations want new applicants to schedule a time before sending a proposal. Do not ask questions already answered on their website. Instead, ask to talk about your project related to the Request for Proposal (RFP).

Create your Elevator Pitch

Be ready to demonstrate how your project aligns with the funder. Explain your project in 30 to 60 seconds, about half a page of writing. Use words that link your work to 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.

Prepare your Questions

Think about your questions in advance. It is okay to first ask the Program Officer how much they know about your organization and 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

Make a short agenda to guide the talk and respect their time. Be ready to answer their questions.

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

You might end the conversation without a clear answer about applying. Thank them for their time. If they ask for more information, follow up as they say. If your project does not fit, move on to other funders. You now have a model for future talks.

Being credible is important to get grant funding. Many organizational documents are usually needed for any grant proposal. Keeping digital or paper copies easy to find saves time and stress. Add notes and update documents when needed. Use whatever format works best for you – Word, Excel, PDF, PowerPoint, 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)
• Candid 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 or easy money. They need financial and program reports. Grant money should never be your organization's main funding source. In a healthy organization, grants are just one of many income sources.

Build 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)
• Power Your Proposal (Texas Rural Funders)

Plain Language is clear, short, and easy to understand. Writing this way helps when seeking grants. Plain Language makes your text as clear and short as possible on the first read. This style is not casual, unclear, or unprofessional. In a grant proposal with word or character limits, Plain Language is very helpful.

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 tool like Hemingway Editor. Rate readability, hard to read sentences, word choice, passive voice, etc.
• Explore the Plain Language Guide Series at digital.gov.
• 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 skim a document instead of reading every word. Using Plain Language helps make your proposal easier to read and understand.

You sent the grant proposal, and now the funder wants to visit your organization. Site visits are an important step in getting grant funding. While a visit does not guarantee funding, it shows the funder is interested in your program. A site visit lets the funder see your programs in action and decide if you would be a good partner.

Tips for Successful Site Visits

• Follow any instructions the funder gave for the site visit. Ask questions if you need more information.
• Learn about the backgrounds of the site visit panel. Shape your presentation to include their interests and possible questions. 
• Include your executive leader, program staff, and finance. Ensure all staff present have read the full proposal.
• Do not assume all panelists have read your proposal fully. Be prepared to highlight key points. Provide a mix of data and stories to appeal to different interests. If possible, invite a program participant to share their story by video or in person.
• Expect questions about your budget. If the grant will not cover all program costs, explain how you will cover the gap. Be ready 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?

Debrief with staff after the visit. Note 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, 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. Gather your program team to review this document. Prepare for the first milestones in your plan. Address any changes since you submitted your application.

Start Program Evaluation Early 

What impact do you want 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 to keep all project details, updates, and decisions in one place. This is invaluable when many people work on the project. As your project moves forward, several activities will occur simultaneously. These may include implementation, partner reporting, reporting to funders, and evaluation. Using a tracking tool ensures nothing slips through the cracks.

Project Management Resource

• The Power of Project Management in Grant Success (DSHS)

Public funding includes grants and contracts from the federal, state, and local governments. These can add variety to your organization’s income and help your programs grow. However, they are very competitive and have strict rules for repayment 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.

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

CDBG funding supports activities that strengthen communities. Projects can include building roads, boosting local businesses, constructing community centers, providing public services, and enforcing local rules. The amount of money available each year varies by government agency.

Find CDBG Opportunities

The US Department of Housing and Urban Development (HUD) distributes 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 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, and financial systems.
• Attachments - forms specific to the opportunity, letters of support, Board of Directors list, bylaws, Articles of Incorporation, etc.

Begin your search for a federal grant at Grants.gov. Choose 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 match with their community needs. You can search by federal agency, category, and applicant type. The site also features samples of winning federal infrastructure grant applications.

Search for Federal Grant Data

The Federal Program Inventory provides a single place to find information on federal programs that offer grants, loans, and direct payments to people, governments, and other groups. You can search for program goals, who can apply, program spending, and more.

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. Carefully check all registration steps. Allow plenty of time to complete registration and apply for 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 a simple overview of registering with SAM, setting up workspaces, submitting your application, and more.

Several forms and certifications are required to be on file for your organization. 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

The SAM.gov registration process can take up to 10 days. Your organization will get a Unique Entity Identifier (UEI), a 12-character alphanumeric ID. Anyone can create a user account and profile on SAM.gov.  Log in details are handled by login.gov, a service that allows you to sign in to many federal government websites with one username and password.

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 kinds of organizations can usually apply for federal funding. Laws and federal agency rules set the eligibility requirements 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 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 complicated and can take several weeks to finish. Before you start writing your proposal, make sure your organization and project are a good match:

• 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 perform 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.

There is no single proposal that fits all cases. Requirements and steps differ depending on the funder. Federal grants have more detailed rules. You can prepare using the following basic parts of a proposal.

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

Short one-page summary of the planned 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

Describe why your project is important.

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

Program Narrative

Explain clearly how you will use 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 financial resources required to complete 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

Actions your organization will take to keep the project going after funding ends.

• 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 add extra documents.

• 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 called a Letter of Intent, is a short summary of your organization and funding request. It is usually the first step in applying for a grant. The funder uses your LOI to determine whether your project aligns with its goals. If it does, they will ask you to send a full grant proposal.

Before sending a LOI, read the grant rules and guidelines. Only apply if your project matches. A good LOI shows that you have carefully planned the entire project.

LOI Tips

• Keep it to two or three pages. If the funder sets a page limit, do not exceed it.
• Only include information you can back up with facts.
• Give a clear, short, and convincing summary of your project.
• Avoid jargon and acronyms.
• If the funder does not give an email or phone number for questions, do not reach out to them.
• Submit the LOI as required by the funder. Send the LOI as the funder requests, such as by mail, email, or an online system.

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 want to fix, why it matters, why your project is the best way to fix it, and who will benefit.
• Project Overview - Goals, objectives, timeline, key partners, and innovative aspects of your project.
• Impact - Expected results of the project and how you will measure them.
• Organizational Credibility - Why your organization is the best choice to carry out the work.
• Budget Estimate - Brief list of items that need funding and the total amount of the request.
• Conclusion - Your contact details for follow-up, and a thank-you for their time.

The executive summary is usually the first thing a funder sees about your project. It tells a story about how the community will change. Funders invest in causes they care about. Help them care about your organization’s work. Show your organization’s skills, the project’s effects, and how it connects to the funder’s goals. You can elaborate on this in other sections of the grant proposal. A strong executive summary will make the funder want to read the rest of your proposal. Keep it short, convincing, and answer the following questions in one page or less.

Introduction to Your Organization

• Mission statement
• Programs and services
• Geographic service area

Problem to Address

• Name of the 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 fit 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 is the base of your grant proposal. It shows an urgent community problem that your organization will work on. The problem should connect to your organization’s mission and the funder’s priorities. Focus on your key points and provide a clear, fact-based rationale for your support.

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 explain what your organization plans to do if you receive the grant. The funder may also refer to this as a Program Plan or a Statement of Work. Provide a detailed description of goals, objectives, program activities, and results.

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 – Use research results to show that your approach is trustworthy.

Goals and Objectives

• Goal - A broad statement of what the program aims to do. Matches any goals or priorities listed in the Request for Proposal (RFP). If you reach your goal, will it solve the community need you described? Connect your goal to your organization’s mission.
• Objective - Measurable and shows how you will reach the program goal. The number of objectives you need depends on the size of the goal and your budget. Most large community needs cannot be solved with a one-year grant. Good objectives are SMART:
  • Specific - clearly states what you will do.
  • Measurable - shows how you will know you succeeded using numbers or descriptions.
  • Achievable - can be done realistically with the resources you have.
  • Relevant - matches your organization's mission and the needs of the community.
  • Time-bound - can be finished 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)

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 amount of detail must match the length of the grant period. This shows you are realistic about the planned work and expected results. If the funder allows, 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 participant experience from start to end. (Examples: Recruit participants, develop materials, hold workshops, provide client surveys, etc.)
• Outputs - Measurable results of your activities. (Examples: Number of units, participants served, new partners, etc.)
• Outcomes - Short or long-term changes in knowledge, behavior, skill, etc. (Example: Participants 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 (FRIENDS National Center for Community Based Child Abuse Prevention)
• 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 problems or obstacles and how you will handle them.

Potential Replicability

Funders want to see how their money will make a difference even after the grant ends. If it fits, explain how your program could be an example for other communities.

Including an evaluation in your grant proposal is important, whether you are seeking private or public funding. A funder picks your organization as the best choice to address an urgent community need. Your evaluation plan explains your program and shows how you will check its success. An evaluation plan does not have to be complicated. Focus on what matters. Only gather data that helps you decide how well your program works. Be realistic about what you can measure accurately.

Considerations in Evaluation Planning

• Have you identified useful quantitative and qualitative data to collect?
• What easy and reliable data collection 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 share your findings?

Evaluation Data Collection Tools

When choosing data collection tools, consider:

• What will be most likely to provide the information you need?
• What will be least disruptive to your daily programming?
• Which will best fit your timeframe?
• What will fit within any budget constraints?

A good evaluation plan will include collecting both types of data:

• Quantitative Data - measured by things you can count.
  • Counts - attendance records, number of trainings, number of units of service provided, etc.
  • Document Review - data from existing records including monthly budgets, participant records, etc.
  • Surveys - questionnaires, checklists, pre and post tests.
• Qualitative Data - measured in feelings, stories, and themes.
  • Focus Groups - small group discussions led by a facilitator.
  • Interviews - over the phone or in-person discussion between a participant and an interviewer.
  • Observation - evaluator watches participants engage in a program activity in real-time.
  • Surveys - can also collect qualitative data when they include open-ended questions.

Evaluation may show that your program is not moving forward as planned. Be honest with the funder. Point out the challenges. Use the data you collected to guide your next steps in improving your program.

Resources

• Community Tool Box: Developing an Evaluation Plan
• The Healthy Tomorrows Partnership for Children Program
  • Evaluation Guide 1
  • Evaluation Guide 2

Your budget is more than just a one-page list of expenses at the end of the proposal. It shows the funder that you understand what is needed to complete the program’s work. Include the total cost of your program, a detailed budget with reasonable costs, and a budget explanation.

Budget Tips

• Develop your budget with help from program and finance staff.    
• Do not estimate your budget numbers. Be exact and ask clearly for what you need.
• Watch out for any costs the funder will not pay for, also called non-allowable costs.
• Reference every budget item in the program narrative. Do not leave anything out.
• Include items even if they are being donated, also called in-kind resources.
• For a multi-year budget, calculate each year separately, accounting for price increases. Explain this 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 kinds of fundraising that directly support the program you are proposing. This includes any other grants that pay for part of your program’s costs.
• 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 income should equal your expenses. Show that the amount you request from the funder is the specific amount you need.

Direct Costs

Items or activities fully related to the program. Staff may be your highest cost. Note if an employee’s time is only partly paid by the grant.

• Program staff salaries and fringe benefits
• Donated 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 donated 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 related to running the organization, with costs shared across all programs. You can include a portion of these costs in your program budget.

• Administrative staff salaries (Examples: 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. Not all funders require a budget explanation, but it can be helpful when writing the proposal.

• Arrange your narrative in the same order as your line-item budget.
• Show fringe benefits as a percentage of staff salaries.
• Connect all expenses to your goals and objectives. 
• For contractors, explain expenses with qualifications and current market rates.
• For staff, provide the job title, program duties, and the percentage of their time spent.
• Provide figures from competitive bids for any large expenses, like equipment.
• Show the math behind any indirect costs.

Resources

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

Your program is valuable and supported by the community, but the grant funding it receives will not last forever. Funders want to support programs that can keep going after their help ends. A simple answer to sustainability is to seek more grants. However, funders expect a more careful answer.

Remember that your program does not have to stay the same in the future as it is now. Your budget might include costs that happen only once. Some activities you plan may not need to continue after the grant ends.

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

• Award Winning Proposals (Grant Station)
• Healthy Tomorrows Sustainability Tips (American Academy of Pediatrics)
• The Path to Program Sustainability (Nonprofit Impact)

Many funders require Letters of Support before awarding grants. A Letter of Support demonstrates your organization's trustworthiness by highlighting its ties to the community.

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 at least a week before your proposal is due. Add these letters to the appendix or supporting documents section of your grant proposal.

Instructions for Your Supporters

Help your supporters write a Letter of Support for your organization by giving them these 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

Working with community partners helps build your organization’s trustworthiness. A Memorandum of Understanding (MOU) is an agreement between groups to carry out a program funded by a grant. This agreement explains how the lead and partner organizations will work together. MOUs are not legally binding and typically do not address financial matters. The details of MOUs can vary depending on the funder, the number of partners, and the size of your grant 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)

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, clinics, and nonprofits.

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 action steps.
• Develop Community Strategies: Adapt initiatives to meet specific community needs 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 

• Identify and Engage Partners, Community Members, and Decision-Makers (RHIhub)
• Texas Faith-Based and Community Initiative (One Star Foundation)
• Supporting Resilience in Rural Areas through Cross-Sector Partnerships (ASTHO)
• The Guide to Cross-Sector Collaboration (Resonance)
• Questions for Potential Partners (Sustained Collaboration Network)

Working well together is key to winning grants, from writing proposals to carrying out projects. Building a partnership with a university could help with your next grant project. Think about these points to see if a university is the right partner for you.

Involve Students

Universities have students who want meaningful experiences and chances to learn. Including students adds more people to help make the project succeed. They also bring fresh ideas for planning and improving. While students are eager to help, they need more guidance. Students like professional mentoring, so make sure you can offer this to your partners. Supporting future workers and involving them in your work also helps your organization.

Leverage Expertise and Cutting-Edge Research

Professors often lead the latest work in their fields. This can help your organization with new ideas and better ways of doing things. Ask about teachers at your local school who are doing research related to your work. Check the school’s website for possible matches.

Identify Existing Efforts and Connections

Universities often take part in their communities. Their current connections can help expand and strengthen your grant project. You can use this chance to strengthen your ties in your local community.

Be Realistic About Your Time

Building and keeping partnerships takes time. Universities usually have their own approval processes. Make sure you have enough time to manage this partnership along with your other duties. Also, check that this partnership fits your project schedule.

Resources

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