Grant Proposal Writing Checklist
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Table of Contents
Introduction
Our Grant Proposal Writing Checklist is designed to guide you through each phase of the proposal process, ensuring you don’t miss any crucial elements. From finding grants to drafting and editing your proposal, this template helps you stay organized and focused on securing funding. Click Save to customize your checklist and utilize our Checklist App for seamless collaboration with team members. Sync across devices for easy access and keep your project on track while maximizing your chances of success.
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Toggle Find a grant status
Find a grant
Toggle Research your options status
Research your options
Books are published every year with lists of grants. Go to the reference section at your library, or check a reliable website.
Toggle Contact the organization status
Contact the organization
Before you put all the time and work into a proposal, contact the grant giver to confirm the deadline and to find out whether the grant is still available.
Toggle Check the guidelines status
Check the guidelines
Every grant will have a list of rules that your project has to fall inside if it's going to be eligible.
Toggle It's all in the details status
It's all in the details
Before applying for a grant, you need to know your project inside and out. If you can't quote figures and explain it in plain language, you need to do more research.
Toggle Set a monetary goal status
Set a monetary goal
It's important that you do the math and figure out exactly how much money you need to complete your project. If a grant is too big, you'll need to explain what you'll do with the rest of the money; if it's too small, you should explain where you plan on getting the rest of the cash you need.
Toggle Establish a timeline status
Establish a timeline
Make sure you can offer a prediction as to how soon your project can be completed once you have the grant money.
Toggle Research the project status
Research the project
Toggle Determine what you are trying to fund status
Determine what you are trying to fund
It doesn't matter if you're looking to finance your college education, get money to write a novel or to expand your business, but you need to have a clear goal in mind.
Toggle Do market research status
Do market research
Collect data about your project. Get the facts about similar endeavors and their chances for success.
Toggle Create or update your resume. status
Create or update your resume.
Toggle Draft a proposal status
Draft a proposal
It needs to include your mission statement, your goals, how many resources you need and the research to show you can get started.
Toggle Write the grant status
Write the grant
Toggle Draft an outline status
Draft an outline
Every proposal begins with an introduction, moves to several paragraphs of body and ends with a closing. Assign the order and main topic of the paragraphs before you even think about opening your word processor.
Toggle Avoid jargon status
Avoid jargon
No matter how technical your project, spell it out in plain, easy-to-understand language. If you absolutely must use technical terms, be sure they're defined.
Toggle Check grammar and spelling status
Check grammar and spelling
There is no faster way to shoot yourself in the foot than to ignore your spell check on a grant proposal. Check the basics and make sure there aren't flaws that will get you denied.
Toggle Follow the rules status
Follow the rules
Read and re-read the guidelines. No matter how well-written or brilliant your proposal is, if it breaks the rules, you won't be eligible for the grant.
Toggle Consider including diagrams status
Consider including diagrams
Add pictures and schematics if they bring your point home.
Toggle Edit the grant status
Edit the grant
Proofread your proposal at least twice, making sure you bring a fresh set of eyes to the document each time. Once you're sure it works, give the proposal to someone else to read it over and give you an outside perspective.
Toggle Save it properly status
Save it properly
Save your grant proposal as either a Microsoft Word document, or as a document in Rich Text Format. Other types of files may be hard to read, and if your proposal can't be read it will be rejected.
Download or Print this Grant Proposal Writing Checklist
Get a printable version of this checklist in your preferred format: PDF, Word, Excel, or print directly from your browser.
Presented by:
Neal Litherland
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Details
Want free money to go to school, start a business or do any of a hundred other things? Then what you need is a grant from the government or a non-profit organization. If you want to stand out from the competition, you need a professional and detailed grant proposal, which is easier to write than you may think. With a little planning and proper research, your proposal will win over the selection committee and have you at work on your project in no time.
Tips
- Check those figures. Before including any numbers, make sure to double-check your sources and your math.
- Watch the deadline. Work at a steady pace and have your proposal ready to be turned in before the due date so you have a cushion for fixing last-minute problems.
- Think about your environment. Write your grant proposal in a place that's free from outside distractions, where all of your research materials are on hand.
Who it's for
This Grant Proposal Writing Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same Grant Proposal Writing steps every time, regardless of who executes
- Save time - reuse a proven Grant Proposal Writing workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the Grant Proposal Writing checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this Grant Proposal Writing Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when Grant Proposal Writing comes up again, start from your saved version and run it with clear ownership.
Grant Proposal Writing Checklist Frequently Asked Questions
What are the 9 steps to write a grant proposal?
Writing a grant proposal can be streamlined into nine essential steps:
- Identify Funding Sources: Research potential funders that align with your project.
- Understand Guidelines: Carefully read the funder's requirements and guidelines.
- Define Your Project: Clearly articulate your project's objectives and impact.
- Create a Budget: Develop a detailed budget that outlines all expenses.
- Gather Supporting Documents: Collect necessary documents such as letters of support.
- Write the Proposal: Draft the proposal, ensuring clarity and conciseness.
- Review and Revise: Edit for grammar, structure, and adherence to guidelines.
- Submit the Proposal: Follow submission instructions carefully to ensure timely delivery.
- Follow Up: After submission, check in with the funder if appropriate.
These steps will help ensure your grant proposal is well-prepared and increases your chances of funding.
What things must you have before grant proposal writing?
Before diving into grant proposal writing, it’s crucial to gather several key elements:
- Project Idea: A clear and compelling project concept or need.
- Research on Funders: Information on potential funders and their priorities.
- Budget Outline: A preliminary budget that details projected costs.
- Timeline: A realistic timeline for project completion.
- Supporting Documents: Letters of support, organizational charts, or previous reports.
- Data or Evidence: Relevant statistics or research that supports your project’s need.
- Team Roles: Clear definitions of who will be involved in the project.
Having these components ready will streamline the writing process and enhance the quality of your proposal.
What is the format for a grant proposal?
The format of a grant proposal typically includes several key sections:
- Cover Letter: A brief introduction to your organization and project.
- Executive Summary: A concise overview of the proposal's main points.
- Statement of Need: Explanation of the problem your project addresses.
- Project Description:
- Objectives
- Methods/Activities
- Timeline
- Budget: Detailed breakdown of costs associated with the project.
- Organization Information: Background on your organization, including mission and history.
- Evaluation Plan: How you will measure the project's success.
- Appendices (if applicable): Additional materials like resumes or letters of support.
This structured format helps reviewers navigate your proposal easily and assess its merits effectively.
What not to include in a grant proposal?
When writing a grant proposal, it's important to avoid including certain elements that could detract from its professionalism:
- Jargon or Technical Language: Use clear, accessible language instead of complex terms that may confuse reviewers.
- Irrelevant Information: Stick to information directly related to your project; avoid extraneous details about unrelated activities.
- Negative Language: Maintain a positive tone; focus on solutions rather than problems alone.
- Unverified Claims: Avoid making unsupported assertions; back up claims with data or research.
- Excessive Length: Keep it concise; respect word limits set by funders to ensure clarity and engagement.
By avoiding these pitfalls, you can create a more compelling and effective grant proposal.
What is the basic structure of a grant proposal?
The basic structure of a grant proposal generally follows this outline:
- Cover Page: Includes title, organization name, contact information, and date.
- Table of Contents (if lengthy): Helps reviewers quickly find sections.
- Executive Summary: Summarizes key aspects of the proposal in one paragraph.
- Statement of Need: Clearly defines the problem or need your project addresses with supporting evidence.
- Project Goals and Objectives: Outlines what you intend to achieve with specific, measurable objectives.
- Methods or Approach:
- Detailed description of how you will implement the project
- Timeline for completion
- Budget Justification: Explains each budget item’s necessity for achieving project goals.
- Evaluation Plan: Describes how you will assess success and impact post-project completion.
- Appendices (if needed): Additional supporting materials like resumes or letters of commitment from partners.
This structured approach ensures all critical components are covered to facilitate funding approval.
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