top of page

Breaking Down the Grant Application

Writer's picture: Kevin KacvinskyKevin Kacvinsky

Updated: Feb 3

Grant writing and research for grant funders is a time-consuming endeavor. Let us help you navigate the path to grants for your deserving organization.


Typically, a grant application will include a section asking for the nonprofit's general information, an executive summary, a statement of needs, a description of the project, and then the budget for the project. Here is an explanation of each section of a grant application, along with some tips and tricks to make your project more fundable.


General Information:

Most grant applications will ask for some general information. It will likely include your official name, contact for your organization, board members and leadership team members, your EIN, IRS letter, mission statement, and a narrative about what you do. If there is no section asking for this information, you can make your own with the information above.

This section is vital because unless someone hands this application to a reviewer with a personal explanation, the person reading your application will have no idea what you do. Keep it clear and focused and show the value you provide. Here are some Pro Tips:

  • If you have been around for more than 4 or 5 years, make sure you include when you were founded to show you have some history.

  • In a narrative about what you do, be sure to highlight the general concept of what your application is trying to accomplish. For example: if this is for a college graduation program, be sure you highlight some of your primary activities and services related to college graduation and how many graduates you can track through college graduation so far.

  • Describe those who benefit from your organization and the outcomes you have produced so far. This clarifies that you are effective and that the money the funder gives you will have a positive impact.

 

Executive Summary:

The executive summary is the first thing the potential funder will read, so please spend the most time mastering this piece. Many nonprofits have great projects but do not get funding because their executive summary is boring and uninspired. Do not use canned content for this; wait until you have a clear understanding of your project, work out the budget and everything you need, and make sure you know how your project fits into the funder's goal and giving initiatives before beginning to write.


I love to start with an attention-grabbing line or two that speaks to the problem you are addressing and invites the funder to take the credit for that work.

Only 15% of low-income, first-generation high school students will graduate from college. But it doesn't have to be that way! This [insert initiative as foundation lists it – ex: "access to education"] grant application explains how a partnership between [Foundation Name] and [Organization Name] will result in a 300% increase in the likelihood that the same population will graduate from college. We are well on our way, but we need your help on a program to strengthen our college prep summer program.


Follow the attention-grabbing intro with a summary of the other sections of the grant application. You should not do this until the application is complete so as to miss something important. I like to end the executive summary with a brief description of the organization in a way that lends credibility to your organization. I also recommend that you list any other funds or funders already secured. Funders typically love to know that they are not the only ones funding a project.


The requirements will tell you how long it should be, but typically executive summaries are around one page long. They are most typical on grants that are several pages in length, and some shorter grants do not require an executive summary.


Statement of Needs:

The Statement of Needs explains how the proposed project addresses a real problem. I encourage organizations to use facts and figures in this section and focus on those who are the actual beneficiaries of the project.


Do not fall for the amateur move of explaining your origination's needs. This section is about the need for the project, not your nonprofit's need for funds. All nonprofits need funds for projects; that's already assumed – ahem, it's a grant application!


This is your opportunity to show a deeply personal impact by introducing a member of your community or sharing a real-life story. You can show the local impact but explain how many people you have already served, and I encourage you to show your cause's global impact. Answer this question: If your project is successful, what are the ripple effects of the result?

As we have shown in the facts and figures presented, college graduation is a leading indicator (though not the only indicator) of a person's ability to generate a higher income and thus provide for their family as a productive member of society. Therefore, an investment in helping low-income, first-generation graduates from college is ultimately ending generational poverty for each of these families.


A remarkable statement of needs will create a compelling case for action, help the reader understand the consequences if this is not funded, and therefore light a fire of urgency to address the need.


Project Description:

Usually, the project description is the most significant part of the grant application. This is where you describe your project, how it will work to achieve the goal, and what the goals and outcomes will be. Starting with your goals is a natural transition from the statement of need. You explained the need, so you can jump right into the overall goals in most cases.


Example: An average of 85% of this program students will graduate from college by 2025.

Take the time to break your goals down with about three objectives for each goal. I try to think of the difference between a goal and an objective this way… If these three+ objectives are accomplished, the goal will be achieved.


If you have ever heard of SMART goals, this is an excellent place to use them.


An example of an objective would be: To have 100% of high school students apply to and be accepted into a four-year college or university.


The next step is to explain each objective in terms of what tactics, strategies, and activities you will undertake to achieve each objective.


Example: Essential to college acceptance is taking the SAT and ACT. The funds in this proposal will be used to purchase SAT prep books and hire a third-party instructor to teach a three-part prep course during the summer. The staff will increase high school students' engagement by advertising the dates for this program far in advance and reminding students, parents, and families at least five times before the project launch. Our staff is prepared to facilitate one-on-one sessions if necessary to ensure that 100% of junior students in the Graduate Support Program will follow through on the preparation course and will be scheduled to take the SAT in time.


Once you have this written out, you can put the content into a management plan. I encourage organizations to make a real management plan, including a calendar of activities, a Gannt chart of activities, etc. Most funders will ask how you will evaluate the success of your efforts in this section. I recommend that organizations think through their plan to assess each objective and include it in this section regardless of whether they are asked.


Budget:

The final section is the budget! The budget shows the overall cost of your program and how it relates to the amount you are seeking. Do not skimp out on this section. If you are only asking for 20 Chromebooks at $500 each, do NOT simply put that one line in there – you would be missing an opportunity to show broader support and/or ask for more money.

If your program produces revenue, such as registration costs or tuition, you will include that in your budget. I like to start with revenue, it seems happier to me, but there isn't a right or wrong way when the potential funder gives no formula.


You have an opportunity to show how the other areas of your organization, which are already funded, play a role in the program's success. You can also show the indirect costs related to your project to give confidence of broader support. Think volunteer hours, items that will be given in-kind gifts, and things your organization provides (additional teacher time, space and utilities, etc.). Explaining the whole picture helps you prove that you have broader support, a more profound commitment to this project, and ultimately these lead to the ability to secure more funds.


In a previous post, the Pro Tip I motioned was to break down your organization's budget and include items you are considering "overhead" into the grant budget as specific line items. Most funders don't cover "operating expenses," but when they are necessary for your program, they are not "overhead" but rather "program costs." I encourage you to include the overhead items you can (percentage of time, percentage of utilities, rent to your organization from the program for the space, etc.). Even if you are not asking for the money to cover these items, you can always say that these areas are already funded, and all you are missing is XYZ. We have secured the $42,934 to operate the program, but we are missing the Chromebooks for the students who cannot afford their own computers.


If you are asked for a budget narrative, the funder is asking you to give more than just the numbers. Do not simply regurgitate what they can see in the line items. You will want to walk through some key areas to give more budget details than are on the page, and this is your opportunity to "sell" them on the items. Make sure you explain all of the largest line items and all sections or items that are vague or do not have a detailed description. You should try to justify the need for the funds and explain how that line item or group of line items is essential to the project's success.


In budget narratives, there is a grey line that you need to walk carefully. You want to give details and explain the need, but you do not want to explain something you already talked about or get off track and distracted. Remember that the people reading the budget section are often looking for precise use of funds and that the items included are in line with and necessary to the project.


Conclusion:

Keep your conclusion brief – one or two paragraphs at the most. Choose your main points, and remember to show that you see the funder as a partner in accomplishing this critical and urgent work.


Final Thought:

If you aren't ready to go it alone or do not feel you can express your needs to funders, take a look at our grant writing services and research options.

18 views0 comments

Recent Posts

See All

Yorumlar


Yorumlara kapatıldı.
bottom of page