Keep in mind that some volunteers will give time instead of money, which they might not be able to part with at present. Don’t alienate hard workers by making them feel guilty if they don’t hand over a check. They may well be future donors when their financial circumstances improve.

Choosing Prospects

How do you develop a list of prospects? Your first list of prospects will be the people who you already know are committed to your cause, your board of directors if you have one, committee members, and all of your current contributors. One way to quickly develop a prospect list is to have people you already know, specifically your board, fundraising committee, or others working on a grassroots fundraiser, write down the names of three to five people they know . These people can be from all areas of their life: family; business or work; civic, religious, or recreational activities; neighborhood, and so on.

Build your list, expanding from a narrow list o f people to a wider, broader cross section of the community. You might segment your list as follows:

- People involved in the group or organization, such as board members, general members, and everyone working for your fundraiser.
- Contacts, including families, friends, neighbors, work associates, and others.
- People who benefit from or have an inherent interest in the work of your group. For example, someone who has a hearing-impaired child will be more likely to give to an organization raising money to help the hearing impaired.
- Community supporters, including business owners and political figures. While some people may not be as knowledgeable about your cause, they may understand the value of giving as part of a larger community effort.
- The community at large. This can range from school district to your city, depending on your budget, resources, time frame, and volunteer base. Reach out as far as you can without jeopardizing your fundraising plan.
- Previous donors. Never forget your database. Go back to those who have given before, thank them, and ask them if they will donate again.

The reality is that anyone can end up on your list and in your database. It is in your best interest, however, to start close to home and branch out.

Age, income, education, and employment status are all factors in who gives money versus time, according to a national study released by Thrivent financial for Lutherans in 2008. The majority prefers to give money, but young adults often say it’s easier to give time, while pre-retirees and retirees prefer to give money.

Your objective is how you are going to achieve your goal. How will you increase the number of retail businesses? Include all the activities or action steps you can take to realize the goal. For example, you can increase consumer interest in the district by designing an Internet from in which 20,000 employees working for neighboring corporations within a ten-mile radius can go online and view menus from dozens of restaurants.

Writing a grant proposal is like writing a business plan. Outline your goals in a manner that will attract someone to fund your venture. The inclination is to jump right into your need for funding up front and make an impassioned plea. Don’t do this. You need to first state a compelling problem, not unlike the way a narrative sets up the intriguing story line of a novel. You must reach a point where the reader will wonder how to resolve the significant dilemma you present. The meat and potatoes of the proposal will then explain how you will set goals to tackle this problem. This section will also detail how your organization is capable of doing the work necessary to complete this mission. Finally, you will detail the manner in which a grant award will resolve the issues. This is a very broad overview, but it explains the basics of what a grant proposal should do.

Grant proposals need to identify expected outcomes. These outcomes are also known as measurable objectives, which need to be clearly defined in your proposal and must be achievable.

The topics covered in your proposal should usually include:
- A project summary
- Information about your organization
- A problem statement
- Your goals, objectives, and desired outcomes
- Your plan of action or methodology
- How you will analyze or evaluate your results
- The budget

Sometimes a wrap-up page or two will follow and, in many instances, you will have additional page of data, which we’ll discuss in the final section of the proposal.

The Project Summary
A project summary should appear at the beginning of your proposal. It should consist of two to five paragraphs outlining the fundraising project in very basic terms. Even though it appears in the beginning, the summary is often written after the rest of the proposal has been prepared to ensure you include what is actually in the proposal. This also lets you be sure you haven’t locked yourself into trying to write a proposal to fit the summary.

Make sure the summary into is worded carefully and encompasses your key ideas in brief. The summary must include the overview of the project, the key issues that will be detailed in the rest of the proposal, and how the funding will impact the community in question.

Keep the interests and ideals of the foundation in mind when you write the summary. Do not include any extraneous information about areas that are not covered within the proposal. It will likely serve you best to write the summary last because you may wind up with changes to other parts of the proposal that need to be reflected in the summary.

About YOUR Organization
Whether you are a longstanding nonprofit fit organization, a fledgling newcomer, or a university or high school, you will need to introduce or present your organization to the foundation. Include a brief organization history, perhaps short biographies of the board members (or key staffers), and your goals, philosophy, and success stories. In addition, mention programs you currently provide.

Sometimes, biographical and other aspects of this organizational data can be moved to the end of the proposal. The idea here is to present the credibility of the organization. Keep in mind, this section should be the condensed Reader’s Digest version of how marvelous your organization is, not a full there-act play.

Grant givers will find merit in your organization’s accomplishments, so be sure to highlight them. If your organization has won awards or if you’ve received mention in the press, you should point out such honors. You may attach clippings at the end of the proposal. If you are filling out an electronic application, include a link to the media coverage; if the application allows attachments, include a PDF file.

The Problem Statement
Also called the needs assessment, this section requires a well crafted statement of the problem that needs to be addressed. Explain what the problem is, who is at risk, and how your organization became aware of this need. Mention how this problem is currently being handled and how addressing these issues in greater depth can rectify the problem.

Be factual in your statements, cite sources wherever possible, and include information about how the issue is affecting economics, social wellbeing, the environment, or other key areas. Match the needs and interests of the foundation whenever possible without stretching your own limits.

By the end of this section, you should have drawn the reader into the problem at hand. If you are appealing to a foundation that is interested in your cause (which you would know from your research),a well crafted problem statement should have the decision-makers’ undivided attention.

Goals and Objectives
This section follows the introduction of the problem. It takes the reader from wondering what will happen to potential solutions to the problem.
It is important to note the objectives and goals of your program and the related activities in the proposal. The desired outcome is the result
you hope to see from your organization’s hard work. This section is not defining your actual plan of action but presenting a broader view of the program, including measurable result, which the foundation or organization funding the program will want to see.

This section is often the hardest part of the proposal to write because you do not want to state objectives or goals that cannot be clearly met. Be sure to maintain a level of objectivity and not let your dreams of overwhelming success get the better of you.

Your Plan of Action
In this section, explain your methodology and show in detain how you will achieve your goal. Describe the specific tasks that will take place, how they relate to each other, and who will handle each of them.

If you use supporting data, do not overdo it. Too often, grant writers believe that if they load up the proposal with tons of graphs, charts, bios, and other documents, it will help get the grant request accepted. It won’t. Include only a few page of the most pertinent information.

While you may have all the details in place, the trick is to present a sound plan while keeping the reader intrigued. Try to make the section flow smoothly as you take the reader on a tour of your plan. Remember to illustrate the logic and reasoning behind your ideas, so it is clear why your plan will allow you to meet your goals. Highlight all of the aspects of your program, including how you will promote your activities or even, any technology necessary, and any new personnel you may need to hire.

Use supporting data to substantiate what you are claiming will take place. If you feel supporting material will interfere with the flow of the narrative, then place such materials at the back of the proposal in an appendix. If you are applying electronically, see the format allows you to attach supporting materials. If the answer is not obvious, read through the frequently asked questions or contact the foundation and ask.
You may also differentiate why your program will as opposed to other programs or methods that have been used to address this particular problem in the past. Most issues are not brand new and other attempts may have been made to solve the problem. Your proposal should not belittle other efforts, but should state how this plan is unique or how it compares to other successful plans that have worked in the past.

Evaluating the Program
In this section, explain how the success of the program will be measured. First, describe how the evaluations will be conducted and who will handle the process. Also, include the method of measurement. Besides evaluating the results of the project itself, you will want to evaluate the process by which you achieved the results. Grant givers will ask how the project will follow the plan of action. Explain how you will determine the answer to this question.

Federal agencies and foundations will want to see the kind of evaluation you plan to use and at what junctures during the project you will conduct your evaluations or analysis.

You want to show you are prepared to determine whether the project served the anticipated number of people. You also need to evaluate whether the fundraising project stayed within the initial budget and how it impacted the community, neighborhood, or other affected group(s).

Your Budget
You are asking for a foundation’s money as an investment in your project. The program officer needs to know the money will be spent. Along with a strong narrative, you need to include a budget.

A carefully prepared budget should justify all of your expenses and be consistent with the activities listed within the proposal. There should be no surprise items entered on the budget that aren’t mentioned in your plan of action. Some common budget areas include rental of building(s), equipment and resources, transportation, publicity, insurance, and food/refreshments. Personnel costs are also included and subtitled.
Remember to include only the costs that relate to this particular program and not ongoing administration costs that are not part of this grant proposal (unless you are applying for a general operating grant). In fact, you might even explain what will become of equipment after the project terminates. Will it be donated or put to good use for future project?

Often, pro bono and in-kind services will be accepted as a source of a funding match. If your proposal states you’ll match a grant with money or donations from other sources, you may be able to use volunteered services as part of your other donations. The value of volunteered services may need to be substantiated in the proposal by using average wages or a figure agreed upon in writing.

As is always the situation when dealing with the government, the process can be time consuming, especially if this is the first time you are applying for a federal grant. The website www.grant.gov enables applicants to search for grants by keyword or by agency and download pages of grant opportunities. You can also find out about new grant opportunities by signing up for e-mail alerts. You might try to strike up a conversation with support staff on the phone to help you sort through what many find to be a complex, confusing process. If your budget allows, work with a proposal-writing consultant who is experienced in applying for federal grants. The more people who can provide suggestions and feedback for your ideas the better able you will be to structure the grant to conform to the agency’s requirements.

Most grant applications are scored using a point system. Ask for a written evaluation so you can learn where you need to improve. Talk with or write to the program officer to learn was missing if your grant was not accepted.

If you hire a professional grant writer, make sure he is knowledgeable about your organization and your mission. Spend time explain your organization’s goals. Too often, professionals come in and use all the buzz words but do not include the right substance because they are unfamiliar with the organization.
There’s nothing wrong with calling a foundation if you are unclear about its guidelines or need to request information. It helps to be prepared, sound professional, and ask specific questions, but do not call often or become a pest. Also, when you call, be prepared to provide details in the event someone asks you about organization or project. If you need to follow up with additional information to properly answer a question, do so in timely manner.
Corporate Grants
Large corporations may have foundations set up to allocate funding through grants to organizations such as yours. This may come from an endowment or through the earnings of the company.
The corporation is very likely providing for the sake of good public relations, a positive image within the overall community, as well as the opportunity to give back and make the community stronger. Since they need to justify to stockholders why they are giving away money, they may request they be clearly recognized for their efforts. You can do this in an announcement at you event or with their name on your literature.
A Clear distinction must be made between the for-profit corporation and the nonprofit organization. Does the face that the corporation’s name is associated with your organization change the image or alter the work being done by your organization in any manner? Does it alter the public perception of the organization?

If an organization that helps and supports families and children receives a grant from a company that manufactures alcoholic beverages, could that be seen as a conflict or an improper sponsorship? Consider your sources carefully.

Consider which companies do and do not serve as a good match for your organization. If the public perception will be more focused on the corporate sponsor than on your cause, or if the company is asking to have a say in how you proceed with your fundraising agenda, then they may not be right for you. Money with string attached can end up costing you more in the long run. Most companies won’t ask to be involved, just apprised of the progress made by your organization. The public relations goal of the company usually means simply acknowledging it is some manner that puts its name in front of the public but does not interfere with you mission.
Keep in mind that corporations may change their grant formula. Those that have historically supported the arts may opt intend to award grants to organizations that foster leadership to the underprivileged. Stay current with your research, and try not to become reliant on any one corporate foundation.

- Use a popular and easy-to-read font, no smaller than 12-point.
- Use the headings from the grant application.
- Don’t crowd your pages or try to cram nine pages of material into five.
- Use words and phrases that say what you mean.
- Use a cover page and keep it simple.
- Include all necessary documents and signatures.
- Include tables, charts, and graphics that are clearly labeled and explained.
- Include all contact information.
- Don’t use clip art, cutesy pictures, or plastic covers.
- Recheck your work several times.
- Ask several people who are known to produce meticulous work to proofread the application to help ensure the text is cohesive and there are no typos.
- Use FedEx, UPS, or another shipping provider that allows you to track the proposal so you can be sure it was received before the proposal deadline.
While presentation is not the deciding factor, it will often help keep your proposal in the “To be read” pile. Neatness counts. Edit, spell-check, and proofread.

Take pride in the details of your presentation. Never deliver a handwritten application or one presented on notebook or loose-leaf paper or that includes cross-outs. Make sure to address the application to the correct person (check the spelling of the person’s name!) at the correct department. Never submit a proposal late.

Increasingly, foundations now include online grant applications. The process requires some transition, as grant seekers must adapt to telling their stories in a paperless format and often within a limited amount of space.
It can also have its share of glitches, such as server going down, preventing an applicant from accessing the site and meeting the foundation’s deadline. Yet because online applications allow foundations to streamline processes, experts predict the paperless format will become progressively more prevalent.

When writing a grant proposal, don’t make the common mistake of focusing more heavily on the wording than the credibility. Putting the right substance into a concise and attention-grabbing package is the key.

The Specifics
Include the specifics regarding your mission first. Then include some facts about your organization, followed by the specifics of your program, such as how long it will run and other pertinent information. Be realistic in what you feel can be accomplished within a set time frame.
Make sure you have both backup information and clearance from whoever needs to approve such activities before you put anything in writhing. Don’t assume your organization or school board will go along with whatever you ask for. You should also explain the various takes that will be carried out in the project and the experience of the people who are slated to handle these takes.
The Guidelines
While working on the proposal, have the funding requirements and guidelines open at your side and follow them closely. If the foundation provides research grants, don’t claim that a building grant will be a research grant just because the building may be used for research. Likewise, don’t decide your project is so important you can take ten pages to explain it when the requirement is five. Remember, if the foundation is doing to provide five grants this year and they have 200 proposals sitting in front of them, you can be sure that one manner of narrowing down the huge pile is to eliminate the proposals that do not adhere to the guidelines—without even reading them.
Also keep in mind that the application may request a copy of the IRS letter regarding your organization’s 501d(c)(3) tax-exempt status. This is not optional. You must provide a copy.

If your grant proposal is requesting seed money for the startup of a project, the foundation will be interested in how the program will be funded in the years after the funding it has provided has been spent. Be as detailed as possible; demonstrate that you’ve thought it through completely.

- What are your key areas of interest for this year’s funding?
- What are your geographic preferences, if any?
- What kinds of restrictions do you have?
- How many grant awards do you plan to make this year?
- What are your application deadlines?
- When will the awards be announced?
- Can you explain the overall evaluation process and criteria?

Ask to receive a copy of the foundations guidelines, which may also provide answers to many of the questions listed above. Read them several times to understand how the foundation wants the grant application to be submitted. Follow their instructions to the letter. Otherwise, your application will likely be discarded, no matter how aligned your mission is with the foundation and how worthy your cause.
Can foundations provide grants to organizations that have not applied for 501(c) (3) nonprofit public charity status with the IRS? Yes. According to federal law, public schools, libraries, other government and nongovernment organizations, as well as individuals, can receive grants provided the foundation follows specific rules detailing their expenditure responsibilities. The foundation will be required to file reports to certify the funds were spent only for the charitable purposes outlined in the grant.

Renewal Grants
You might also look for foundations that provide renewal grants, which means they will offer the same grant for the same project(s) next year. If you think you will be running the same project on an ongoing basis, keep the renewal grant in mind. However, just because a foundation offers ongoing grants doesn’t mean that by receiving a grant you automatically qualify for renewal. The renewal is based on the performance of the organization and how the initial grant money has been spent. Also, keep in mind that most foundations do not want you to be solely dependent on their grant for funding. They will usually want to see that you are seeking funding from other sources. In addition, some foundations may only renew a grant for a set period of years, and then want to spread the wealth to other worthy organizations, no matter how well prepared your application or how worthy your cause.
You can save time and money applying for a grant by co-applying with a like-minded entity. Granting agencies like to see collaborative project, believing two partnering entities can be more efficient and may serve a broader audience. Partner only with agencies that share your objectives and goals; you want to make the case that together you can better help your cause

Some foundations offer support on a general basis by providing operating grants for the day-to-day operations of the nonprofit, believing these grants make a bigger impact on an organization overall. Yet many other foundations prefer to fund particular project or activities. This makes it easier for them to monitor the results of a grant and to know the money is being used as intended.

How to go about it
A good search engine is the grant writer’s best friend. Key words that will help you find government grants include the following:

-The purpose of your program or project (for example, “lead hazards,” “school violence,” “prosthetics”)
-The name of the department (be sure to specify “U.S.” or name of state first to avoid getting a long list)
-The name of a similar program you know that has received funding (When you search this way, you are likely to find out the name of the grant program they used and which department issued it.)

If your Wed-surfing skills are weaker than you’d like, you might start out with some of the Wed sites up especially for grant writers. In addition to listing private, corporate, public, and community foundations, they often include federal agencies that have issued RFPs. Usually, you can search these sites by categories or topics.
There’s no guarantee that a site will have links to all possible grant sources, but until you get a feel for what you can find on the Wed, they may be a good place to start your search. At the very least, you won’t be wasting time filtering through a lengthy list of grant topics pulled up by a search engine, only to discover that half the sites only contain news releases while the other half list grants with deadlines that have already expired.
Bookmark Your Results
It can take a while to locate different departments and agencies that issue RFPs, so be sure to bookmarks sites that your know you’ll want to return to. Also bookmark sites where you downloaded an RFP, so you can refer back to it throughout the writing process. Why do you want to do this? Sometimes deadlines are extended or modifications are made to the RFP, and the only way you will have of finding this out is to watch the Web site for updates.
Another Valuable Source
Your local representative’s office can help keep you informed about upcoming RFPs. Members of Congress often have a local office as well as a Washington, D.C., office, and your hometown staff is there to assist constituents. They will be willing to put you on a mailing list or a computer listserv so that you can receive important announcements

- Program number(CFDA number)
- Enabling Legislation
- Purpose of the grant program
- Outline for your narration
- Evaluation criteria judges will use to select the programs that are funded
- Forms and assurances(that the organization practices equal opportunity or has an environmental policy, for instance)
- Listing of State Single Points of Contact, when contact with them is required
- Instructions for forms
- Instructions for appendices
- Mailing instructions and addresses

Sometimes the booklet also includes frequently asked questions and responses and /or government contact information so that you may ask questions by e-mail or telephone.
More often, you can download RFPs from the department’ Web site. However, the package is not complete as a single downloadable file. You must download the RFP (usually listed by program title) and the forms (usually called “application package”) separately. You also may choose whether or not you want to download additional pieces of information, such as frequently asked question or other background information.
Over the past few years, the federal government has developed Grant. gov, which in some ways makes access easier and in some ways makes it more difficult. It is easier now to get notices of funding and to search all departments through search engine at Grants.gov. However, now grant seeking organizations must reapply for the complete RFP package, a process that sometimes takes several weeks. Also, different departments are limiting applications for some programs to online submission only.

Register your nonprofit organization with Grants. gov even if you don’t think you’ll be applying for a grant in the coming year. When you do find a grant opportunity, this will be one time-consuming hurdle out of the way.

The time will certainly come, likely in the next few years, when paper submissions for federal funding will be obsolete. The online submission process requires you to open, close, complete, and submit a dozen or more different documents and can be confusing and time consuming. Be sure to plan at least a day for uploading, and, to be safe, try to plan this activity for the day before the deadline in case the system goes down.