Grant Writing for your Youth Development Program

Susan A. Searey

Final Project

Tech Mission

August 25, 2010

What is a grant?

A grant is a contract where the grantor provides funds and the grantee agrees to provide a needed service to the community. While foundation grants are a good source of income for any non-profit organization, only 12% of an organizations annual budget should be made up of this funding source. Other sources of income include:

  • 76% individual contribution
  • 8% bequests
  • Corporate philanthropy: 4 % (Weinstein, 2009, p.213. & 214).

Rosso (2003) also recommends that an organization should consider foundation grants as only “one part of a fully diversified development plan” (p.195).

Grant Writing Myths

Contrary to popular belief, grant writing is not rocket science. Weinstein (2009) suggests that grant writing simply requires that you know how to write clear and simple sentences and follow directions (p.213). Another myth about grant writing is that it is a “numbers game”. Grant writing is not a numbers game. It is about relationships. “Foundation fundraising is similar to all fundraising in that the most successful partnerships are built on trusted relationships established over time” (Rosso, 2003, p.195). Hint: When writing an introductory letter, address the letter to a person not “To whom it may concern” (

The Cause

Grantors are interested in funding your cause. It is important that the grant writer know what the cause of the organization is. As urban youth development volunteers, we are especially invested in the academic success of the children we serve.

Stages of a Grant Proposal

Community Coalition of South Los Angeles lists several stages of preparation in a successful grant proposal and the percentage of time that should be spent on each:

  • Pre-planning 10%
  • Research & Writing 60%
  • Editing 20%
  • Preparing Attachments 10% (Coco).

In the pre-planning phase, the writer will research the foundation, review grant guidelines, and develop a work plan. Researching the foundation involves visiting the foundation’s web site and exploring the foundation’s mission, history, funding priorities, and other grantee’s amounts.It is advised that the writer print the application and all relevant information. In reviewing the grant guidelines, the writer should make sure that the program for which funds are being requested fit the initiatives of the grantor. Weinstein (2009) emphasizes that you “focus on grantors whose interest match the organization’s mission and programs” (p.217). Mission Increase Foundation also stresses that organizations do what God has called them to do, not what the grant is asking them to do.

The writer should not write the grant to fit the foundation’s funding priorities. The grant writer should seek grants that fit the mission and vision of the organization. Identifying which attachments will be needed and the grant deadlines as well as acceptable method of delivery (ie. Mail, email, fed-ex) will also be helpful in the pre-planning stage.

The researching and writing stage is where the writer spends most of his time. The data that is used for the proposal should support the writing and should be less than 5 years old. The writing should be clear and concise. Jargon should be avoided. Headings, bullets, and graphics are helpful. Reading friendly fonts should be used. (Arial, Times New Roman)

Grant Proposal Components

The grant application will likely include the following components:

  • Summary
  • Introduction of Organization
  • Problem Statement
  • Program Outcomes
  • Methods
  • Evaluation
  • Sustainability
  • Budget
  • Editing
  • Attachments (Coco)

Summary: A brief, one paragraph, overview of the proposal, including the budget makes up the summary.

The introduction of the organization of the organization tells of the organization’s credibility and competence, how the organization is qualified to address the problem, and their capacity to achieve the proposed outcomes. A history of the organization is included, as well as the mission statement and services and programs.

The problem, or case statement, convinces the funder that the organization understands the need and can solve the problem. An example of a problem statement might be:

The youth in our area are negatively impacted by the challenges of poverty, homelessness, gang violence, and crime. Some struggle with disabilities and are academically challenged. Many are being raised in single-parent, relative, or foster homes. These factors are added obstacles for urban youth and hinder their chances of reaching their fullest potential and succeeding in society.

or

According to research documented by LAUSD’s Dropout & Recovery Program, “One in three high school students will fail to graduate with their class…Drop outs are much more likely to be living in poverty, receiving public assistance, in prison, on death row, unhealthy, divorced and single parents with children” (myfuturemydecision.org). Our objective is to provide a tangible hope to our youth and the necessary tools to enable them to succeed academically and socially in spite of their challenging environment.

The program outcomes are the goals and objectives of what the organization is proposing to do. “Government, foundation, and corporate grantors tend to favor innovative programs that are responsive to pressing societal needs” (Weinstein, 2009, P.221). Objectives should be clear and achievable.

The benefits should be in measurable terms. The goals should convey the intent of the project. The objectives should include who will do what, when they will do it, and how it will be measured. It is suggested to only have one to two goals with two to three objectives for each goal. The goals should be realistic.

Methods are the “How”. Grantors are interested in “specific, detailed description of activities.” List “ how, when, how long, who, and where…”

Sustainability: Grantors want to know if your program will be able to continue after the grant monies end. There should be other sources of funding. “No one funder should represent more than 20% of your entire budget.”

Evaluation: Grantors want to know how your project will be evaluated as it progresses and when it is finished. How will you measure the project’s effectiveness? Include data gathering methods and whether surveys, questionnaires, or other assessment tools are used.

The budget is an “accurate and detailed balance sheet for operating your program…” (Coco). The budget part of the grant proposal should include the Budget Form (including numbers) and a budget narrative. When preparing the numbers for your grant proposal, consider all of the resources that are required to run your program: salaries, fringe benefits, travel, materials & supplies, equipment, material & supplies, equipment, and any other costs.

Editing is a very important step. Included in the editing process is to re-read the guidelines to make sure all questions are answered, verify that the budget is accurate and adds up. It is a good idea to ask someone who was not involved in the grant writing process to edit your work.

Attachments: The documents most often required are: copy of the 501©3 status, Organization budget (in addition to the program budget), board of directors, IRS form 990, audited financial statement, letters of support. It is advisable to keep these most often requested forms in a designated folder on a PC and or hard copies.

After the grant has been submitted, there are two possible responses to your grant request:

NO: If the proposal is rejected; do a follow-up and ask for feedback.

YES! Send a thank-you letter.“Once notification has been received that the grant application has been received, send a thank your letter. The staff who have had personal contact with a rep from the foundation should also place a phone call to acknowledge thanks” (Weinstein, 2009, p.228).

Acknowledge with a phone call and a thank-you card. Prepare for a site visit. Do all of the necessary paperwork and follow-up necessary to get the grant funded. Follow the guidelines for the grant. Do what you said you would do in the grant proposal. Weinstein (2009) stresses that you must,“manage programs in a manner consistent with the grant application. Maintain reliable records dealing with all measurable objectives [and]monitor all reporting deadlines and requirements” (p.229).

Continue to build the relationship with the foundation who granted you funds. Remember: It’s about relationship. Chances are, once your program has been funded by a foundation, they will fund you again. They are invested in your work and believe in your cause and they want to have a part in it. Keep them in the loop and communicate with them often.

Some sites to begin your research include:

But the most successful way to succeed in grant writing is to write to someone that the organization already has a relationship with. Board members, your executive director, and other key leaders in your organization are good resources for these contacts.

One Final Tip

Serving on a grant review panel will enlighten a grant writer. After serving, Weinstein (2009) states, “he or she will be far less likely to submit a vague, nonresponsive proposal” (p.228).

References

Community Coalition South L.A. (Coco) (2009) workshops attended. 8101 S. Vermont Avenue, Los Angeles, CA90044

workshops attended. Main office:5665 SW Meadows Rd, Suite 160Lake Oswego, OR97035.

Rosso, H. (2003). Achieving excellence in fund raising, 2nd ed., San Francisco: Jossey-Bass.

Weinstein, S. (2009). The complete guide to fundraising management, 3rd ed. , Hoboken: John Wiley & Sons Inc.