1. Grant Writing 101

2. Agenda
 The Givens
 Locating Grants
 Assessing Eligibility
 Planning a Grant
 Writing the Grant
 Proposal Review and Follow-up
 Grant Management
 Hiring and Selecting Grant Writers

3. The Givens
 Grant Writing is part of your fundraising plan
 Grant Writing is a necessity
 Grant Writing should be ongoing
 Grant Writing should be performed by someone who knows how to write
 Grant Writing should yield results
 Grant Writing is NEVER last minute
 Funders will always tell you what they want
 Grant proposals in the pipeline should be 200% of actual need -- double

4. Categories of Support
 Operating – running program to meet
community needs
 Special Project – new project or project with
limited timeframe
 Capital/Equipment – specified amount for
construction, renovation, expansion, purchase
land or equipment
 Endowments - planned gifts, will or trust

5. Basic Grant Sources
 Government - Federal, Provincial, Local
 Foundations
 Corporation
 Family

6. Assessing Funding Eligibility
 Eligibility
 Type of organization
 Geographic restrictions
 Population served
 Size of Award
 Sufficient amount to complete program activities
 Number of grants
 Award size and duration
 Project Focus
 Project complements funder’s goals and priorities

7. Assessing Funding Eligibility
Cont.
 Type of Activity
 Specified use of funds
 Restrictions
 Matching funds
 Expenditure limitations
 Evaluation requirements

8. Searching For and
Locating Grants
Finding the right grant opportunity is most of the time
consuming work in grantsmanship. Plan to spend at
least half your time in:
 finding the agency
 investigating previous projects that the agency
has funded
 learning about the grant proposal requirements
5. Become familiar with your chosen grant funders
6. Search locally first

9. Grant Information Sources
 Annual Reports
 Funder Guidelines
 Donor Website
 Contact the Funding Agency by phone or email

10. Grant Information Sources Cont.
Paid Subscription Databases
Ajah Fundtracker http://ajah.ca/
Donate2Charities http://donate2charities.ca
BIG Online http://www.bigdatabase.ca/
Foundation Search Canada http://www.foundationsearch.ca/
Imagine Canada http://www.imaginecanada.ca/en/node/22
Charity Can - Aggregates all of Canada Revenue Agency T3010 data and allows you
to search, rank, and compare all of Canada’s 85,000 plus charities, including
charitable foundations. Also includes Noza Database-Canada, which has 2.1
million Canadian donation records. See also Canadian Donor’s Guide.
https://www.charitycan.ca/default.aspx

11. Grant Information Sources Cont.
Free Databases
Canadian Environmental Grantmakers Network - Grants database:
http://www.cegn.org/English/grantmaking/dbsearch_public.cfm
The Green Source: A Quick Reference to Funding Sources for Environmental Projects
by Non-Profit Organizations is available on the websites of Environment Canada's
regional offices. For links to each of the regional offices, check the national website:
www.ec.gc.ca/ecoaction
Environmental Grantmaking Foundations is an American directory that provides
information on environmental grantmakers, and includes U.S. foundations that grant in
Canada, and some Canadian foundations: www.environmentalgrants.com
Funding Sources for British Columbia Communities:
http://www.communityfutures.com/cms/Funding_Sources.2.0.html
Charity Village - contains links to online databases and directories of funding agencies and
foundations, plus online tools and resources:
http://www.charityvillage.com/cv/ires/fund.asp

12. Grant Information Sources Cont.
Service Clubs:
http://www.charityvillage.com/cv/nonpr/nonpr29.html
Canada Revenue Agency – Charities Listings:
http://www.cra-arc.gc.ca/chrts-gvng/lstngs/menu-eng.html
Charity Focus - run by Imagine Canada and funded by CRA, this
site makes CRA charities listings more accessible:
http://www.charityfocus.ca
Open Charity takes information from the CRA website and puts it in
a more accessible format: http://www.opencharity.ca

13. Grant Information Sources Cont.
Fundsnet Services.com (US)
Canadian Funders:
 http://www.fundsnetservices.com/searchresult/29/Canada-Foundatio
International Funders:
 http://www.fundsnetservices.com/searchresult/30/International-Gran

14. 5 Top Ways to Get Funded
t Read the RFP
t Read the RFP
a READ THE RFP
a READ THE RFP!
a READ THE RFP!!!

15. Letters of Inquiry
 Alternative to a call or visit
 Do homework before the letter for previous
 funding history, types of projects, amounts
 Provide information about your organization
 Provide information about your proposed project

16. Letters of Inquiry
 1-2 pages!
 Who are you? Mission, organization, you are seeking
funds
 Why this agency? You understand their priorities
 What is the need? Clear and brief
 What's the plan? Bullet goals/objectives
 Why fund you? Uniqueness, qualifications
 How much? Broad categories
 Closing – thank you, contact information, whether you
will follow up with a phone call

17. Letters of Intent
 Introduction
 Why you are writing
 Mission and population served
 Needs
 Demographic and statistical evidence
 Project Description
 Link funder’s priorities and project goals
 Solution
 How it addresses need
 Best practices

18. Letters of Intent
 Project Plan
 Activities, timetables, methodology
 Organizational Capacity
 Ability and commitment
 Previous work and staff qualifications
 Budget
 Funding request, organizational support and
other resources
 Sustainability
 Project continuation

19. Planning the Grant
 Start with an innovative idea that addresses
a specific challenge and/or need (purpose)
 Start documenting need. Social/economic
costs, beneficiaries, nature of the problem,
impending implications?
 Scan and identify grant opportunities

20. Planning the Grant
 Target a grant
 Make sure your focus aligns to the grant
criteria
 Make contact with grantor agency!
 Review successful and recent awards
 Identify partners, define roles and build
partnerships as well as community support

21. Proposal Components
 Organization/Partner Organization Descriptions
 Proposal Summary/Abstract
 Statement of Need – Problem and Background
 Project Description: Goals and Objectives
 Methodology (Design and Timeframe)
 Evaluation - Outside Evaluators, Quantitative and
Qualitative Measures Aligned to Goals
 Budget and Sustainability
 Attachments – Commitment letters, Resumes of all
Partners, Information Charts, References

22. Using Statistics
 Statistics Tell
 How much?
 How many?
 How often?
 How severe?
 How costly? …but don’t overwhelm!
Short!

23. Project Description
 What?
 Goals and Objectives
 Why?
 Best Practices/Effectiveness
 How?
 Tasks/Activities
 Who?
 Program Personnel
 When?
 Time Line

24. Effective Goals/Objectives
 Goals - Broad statements reflecting ultimate
results of accomplishment
 Objectives – Measurement of what the
organization will do to accomplish goal
 Activities - Specific Tasks or Strategies
 Outcomes – Measure change as a result of
project

25. Project Personnel
 Who will manage the project?
 Who will be involved in the project?
 What are their qualifications?
 What are their responsibilities?
 What is the management/organizational structure
for the project?
 Are you using existing personnel or hiring
someone after the award? If hiring, add a job
description

26. Management Plan
 How organization is structured and the
resources available
 Key personnel
 Organizational structure
 Finance
 HR
 Unique features, i.e. volunteers, student
workers, leveraging other workers

27. Evaluation Benefits
 Strengthens proposals in eye of reviewers
 What works best
 Learn what is going well and what is not
 Program improvement during the project
 Ensures project is operating effectively
 Recipients of public trust
 Create a replicable model for others to use

28. Planning Evaluation
 What questions will evaluation answer?
 What are the specific evaluation plans and time frames?
 What data will be collected?
 Who will be evaluated/what will be measured?
 When will data be collected?
 What strategies/ tools/instruments will be used?
 Who will conduct the evaluation?
 Who will write and receive the report?
 How will the information be used to improve the project?

29. Assessment Measures
 Quantitative
 Number driven
 Bottom line
 Products
 Qualitative
 Quality
 Perceptions and
experiences of
participants
 Adjust programs and
procedures

30. Budget
Budget justifies expenses and
aligns with proposal narrative

31. Budgeting Steps
 Establish budget period
 Estimate expenses
 Decide whether and how to include overhead or
indirect costs. Remember that overhead costs are
real!
 Estimate donated goods and services based on
real costs and valid sources
 Estimate project revenues

32. Direct Expenses
 Consider: Implementation, continuation, and
phase-down costs
 Salaries and increases
 Utilities, insurance, rental space, and
equipment
 Food, transportation, and telephone
 Evaluation systems, audits, accounting
systems, and dissemination activities
 Materials and supplies

33. Indirect or Overhead Costs
 Shared by all of the program and entity but difficult to
assign specific amounts to any one program, i.e.:
 Liability Insurance
 Copier Lease
 Financial Management
 Recovery of indirect costs
 Funders guidelines
 Organization guidelines

34. In-Kind Matching Funds
 Read funder’s definition carefully
 Can the match be an in-kind contribution (i.e.,
goods, facilities or services)?
 Personnel • Contractual
 Fringe benefits • Construction
 Travel • Miscellaneous
 Equipment • Indirect Charges
 Supplies

35. Cash Match
 Cash match (hard cash)
 Work with business manager to explore:
 General operating funds
 Specialized allocations
 Other state or federal grants (allowable)
 Private sector grants
 Set up a fund internally for matching

36. Budget Principles
s 0 mistakes! (at least 3 proofers)
o Consistent format – numbers, dollar signs, decimals, commas
a Ask for enough, but just enough
e Clearly justify your figures with real estimates, real travel
locations, real mileage, real salaries (no estimates)
m Tell your story. If someone cannot understand your project
from reading your budget, start over.
r Include ALL project costs, ALL internal contributions, ALL
partner contributions, and plans for sustaining the project
t When you do not have a person hired for a position, include a
clear job description

37. Budget Presentation
You should present your budget in four different ways:
 Narrative format (a short summary that refers to
percentages and precedes the standard format)
 Visual format, such as a pie chart that reflects the
percentages mentioned in the narrative
 Standard numerical format
 Budget justification (details about each numerical item and
follows the standard format)

38. Narrative
The overall annual budget for the Center for
Women and Children is projected to
be$465,000. Of this amount 53% is for salaries
and benefits, 37% is for programs and services
to women and children, and 10% is for
administration and fundraising expenses.

39. Visual Format

40. Standard Form
Item Annual Expense
A. Personnel (Salaries, Wages)
 Executive Director $ 65,000
 Administrative Assistant, .5 FTE $22,000
 Program Director $38,000
 Program Assistant $32,000
 Development Director $38,000
 Membership Coordinator $32,000
 Office Assistant $26,500
Total Personnel $183,500
B. Benefits Medical/dental coverage $22,000
C. Contractual
 1. Web design and maintenance $11,500
 2. Accounting (monthly) $ 500

41. Budget Justification
 Thoughtful narrative per each item
 Summary overview
 Discuss any significant increases or
decreases compared with last year's or next
year's budget
 Important figures (such as a high per unit
cost).
For example, if your $250,000 organization
has$75,000 increase in rent, explain why

42. Sample Budget Justification
Executive Director, Dr. Joan Smith
The budget request is for .5 FTE director @
$95,000 annual salary plus fringe at 28%.
Administrative Assistant, Ms. Mary Smith
The budget request is for .5 FTE administrative
assistant @ $37,500 annual salary plus fringe at
22%. She will be .5 FTE for the Oklahoma GEAR
UP Program at the same time. Office space is
being contributed to the project by the Oklahoma
GEAR UP program.

43. Abstract or Summary
 Proposal initiative
 Project name, funding competition
 Statement of need
 Goals
 Measurable objectives
 Key activities
 Impact on problem
 What will improve and how many will project impact over
project duration

44. Double Check
 Create checklist of required items and supplements
 Proposal elements
 Criteria
 Technical requirements (proof font, tabs, margins, style)
 Submittal requirements (hard copy, e-copy)
 Budget
 Outside readers evaluate
 New pair of eyes to evaluate work. Get three persons to
review: one close, one semi-close, and one cold. Try a teen-
ager or a grandmother.
 Track submission with follow-up note, call, or electronic
verification

45. Proposal Review Process
 Guidelines vary by entity
 Selection criteria and scoring
 Published in solicitation and federal
register
 Available from Program Director
 Peer review

46. Life After the Grant
 Grant is Accepted
 YEAH!!!
 Negotiated. This is VERY OK!!!
 Grant is Rejected
 Have 8 hours of depression and regroup
 Obtain reviewer comments
 Make personal visit
 All might not be lost...
 Write Thank You
In either case, keep writing. BE PERSISTENT!

47. Remember…..
REJECTION IS GOOD!
plans
development
learning curve
contact

48. Hiring and Selecting Grant Writers
Using an outside grant writer may seem like a good
idea but maybe not… Ask:
 Does our organization have the skills required for
this project? (no = hire)
 Is this a short term project or require long term
commitment? (long term = in house)
 Does this project require outside objectivity?
(yes = hire)

49. Hiring and Selecting Grant Writers
PROs CONs
 On time  External values
 On budget  Have to gain knowledge
 Honest  Lack of passion
 Attention & time given  Lack of relationships
to project
 Expensive with no
 Experience guarantee

50. Principles of Working
With a Grant writer
 Prepare a one-page Scope of Work
 Get referrals
 Cost, Confidentiality Statement, Code of Ethics
 Pay a fee, not a % - same amount whether grant is funded or not
 Interview 3
 Select based on chemistry, calendar, cost
 Turn loose! Let the professional work
 Final report - hours spent on meetings, research, writing - costs of
materials, postage, copying

51. Thank You!
Cindy Pandini
cpandini@bcsvp.org
604-568-9420