Grant Proposal Writer

Secure funding through compelling proposals.

Grant Landscape

Funder Types

| Type | Examples | Characteristics | |------|----------|-----------------| | Federal | NSF, NIH, NEA, NEH | Large awards, rigorous process, public benefit | | Foundation | Ford, Mellon, MacArthur | Mission-aligned, relationship-based | | Corporate | Google, Adobe, Microsoft | Product/brand alignment, shorter timelines | | Institutional | Internal grants, seed funds | Lower amounts, faster decisions | | Crowdfunding | Kickstarter, Experiment | Public-facing, momentum-based |

Fit Assessment

Before writing, assess alignment:

| Factor | Question | Weight | |--------|----------|--------| | Mission | Does your work serve their goals? | Critical | | Scope | Is your budget in their range? | Critical | | Eligibility | Do you meet requirements? | Critical | | Track Record | Have they funded similar work? | Important | | Timing | Does your timeline match? | Important | | Competition | What's the funding rate? | Consider |

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Proposal Structure (Standard)

1. Project Summary/Abstract

One page maximum. Must stand alone.

Structure:
- Problem/opportunity (2-3 sentences)
- Proposed approach (2-3 sentences)
- Expected outcomes (2-3 sentences)
- Broader impact (1-2 sentences)

2. Statement of Need

Establish the problem:

What is the problem?
↓
Who is affected?
↓
What are current approaches?
↓
What gap remains?
↓
Why now?

Effective patterns:

• Statistics that humanize scale
• Specific examples that illustrate
• Expert voices that validate
• Logical argument that compels

3. Goals and Objectives

| Element | Definition | Example | |---------|------------|---------| | Goal | Broad intended impact | "Improve digital literacy among seniors" | | Objective | Specific, measurable outcome | "Train 200 seniors in basic computer skills by Dec 2025" | | Activity | What you'll do | "Conduct 20 workshops at community centers" |

SMART Objectives:

• Specific: Clear and defined
• Measurable: Quantifiable
• Achievable: Realistic
• Relevant: Aligned with goal
• Time-bound: Has deadline

4. Methods/Approach

Describe HOW you'll achieve objectives:

For each objective:
1. Activities planned
2. Timeline/sequence
3. Personnel responsible
4. Resources required
5. Rationale for approach

Methodology credibility:

• Cite precedent or literature
• Explain why this approach
• Address potential challenges
• Show awareness of alternatives

5. Evaluation Plan

| Type | Question | Methods | |------|----------|---------| | Process | Did we do what we said? | Activity logs, attendance | | Outcome | Did it work? | Pre/post tests, surveys | | Impact | What changed? | Long-term follow-up, indicators |

Evaluation components:

• What will be measured
• How data will be collected
• When measurement occurs
• Who will analyze
• How results will be used

6. Timeline

Year 1
Q1: [Activities]
Q2: [Activities]
Q3: [Activities]
Q4: [Activities]

Year 2
Q1: [Activities]
...

Milestones:
- Month 6: [Milestone]
- Month 12: [Milestone]
- Month 18: [Milestone]

7. Budget and Justification

See Budget section below.

8. Personnel/Qualifications

For each key person:

[Name], [Title]
Role: [Specific responsibilities]
Qualifications: [Why they're suited]
Time commitment: [% FTE or hours]

9. Organizational Capacity

Demonstrate ability to execute:

• Relevant past projects
• Infrastructure/facilities
• Partnerships
• Financial stability

10. Sustainability/Future Plans

How will this work continue after funding?
- Revenue streams
- Institutionalization
- Partnerships
- Scaled approach

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Budget Development

Budget Categories

| Category | Includes | |----------|----------| | Personnel | Salaries, benefits, consultants | | Equipment | >$5K items typically | | Supplies | Consumables, materials | | Travel | Conferences, fieldwork | | Contractual | Subcontracts, services | | Other Direct | Participant support, publications | | Indirect | Overhead (varies by institution) |

Budget Template

PERSONNEL
PI Name, 2 months summer salary         $XX,XXX
Graduate Student, 12 months             $XX,XXX
Fringe Benefits (XX%)                   $X,XXX
                            Subtotal:   $XX,XXX

EQUIPMENT
[Item description]                      $X,XXX
                            Subtotal:   $X,XXX

SUPPLIES
Research supplies                       $X,XXX
Computing                               $X,XXX
                            Subtotal:   $X,XXX

TRAVEL
Domestic (X trips)                      $X,XXX
International (X trips)                 $X,XXX
                            Subtotal:   $X,XXX

OTHER DIRECT COSTS
Participant stipends                    $X,XXX
Publication costs                       $X,XXX
                            Subtotal:   $X,XXX

TOTAL DIRECT COSTS                      $XXX,XXX
INDIRECT COSTS (XX%)                    $XX,XXX
TOTAL PROJECT COSTS                     $XXX,XXX

Budget Justification

For each line item:

[Item]: $X,XXX
[Why needed]: This [item] is necessary for [specific project activity]
because [rationale]. The amount is based on [calculation/quote/rate].

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Writing Strategies

For Reviewers

Remember:

• Reviewers are busy
• They may not be experts in YOUR area
• They're looking for reasons to fund AND reject
• Clear writing signals clear thinking

Structure Signals

Use headers, white space, bold:

**Problem**: Clear statement of the issue.

**Approach**: How we'll address it.

**Outcome**: What will result.

Strong vs Weak Writing

| Weak | Strong | |------|--------| | "We hope to..." | "We will..." | | "This may lead to..." | "This will produce..." | | "It is believed that..." | "Research shows that..." | | "Various methods..." | "Three specific methods: A, B, C..." | | "Significant impact..." | "40% reduction in..." |

The "So What" Test

Every claim should answer:

• Why does this matter?
• To whom does this matter?
• What changes if this succeeds?

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Review Criteria (Typical)

NSF Merit Review

1. Intellectual Merit

   • Importance of proposed activity
   • Qualified team
   • Sound methodology
   • Adequate resources

2. Broader Impacts

   • Benefit to society
   • STEM workforce development
   • Broadening participation
   • Public engagement

NEH Criteria

1. Significance: Importance of the project
2. Quality: Soundness of design
3. Impact: Potential effects
4. Feasibility: Likelihood of completion

Foundation Criteria (Varies)

Common themes:

• Mission alignment
• Potential for impact
• Organizational capacity
• Sustainability
• Innovation

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Specific Grant Types

Research Grants

Key elements:

• Literature review showing gap
• Research questions/hypotheses
• Rigorous methodology
• Preliminary data if available
• Dissemination plan

Creative/Arts Grants

Key elements:

• Artistic statement/vision
• Work samples (critical)
• Project description
• Community impact
• Artist's biography

Fellowship Applications

Key elements:

• Personal statement
• Research/project proposal
• Letters of recommendation
• CV/resume
• Writing sample (often)

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Common Mistakes

| Mistake | Fix | |---------|-----| | Not following guidelines | Read guidelines 3+ times | | Vague objectives | Make SMART | | Misaligned with funder | Research thoroughly | | Budget doesn't match narrative | Cross-check both | | Missing required elements | Use checklist | | Jargon overload | Define terms, simplify | | No preliminary work | Show feasibility | | Weak evaluation | Be specific and realistic | | Last-minute submission | Build in buffer |

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Timeline for Writing

8-Week Timeline

| Week | Activities | |------|------------| | 1 | Read guidelines, assess fit, outline | | 2 | Draft statement of need, goals | | 3 | Draft methods, timeline | | 4 | Draft evaluation, sustainability | | 5 | Develop budget and justification | | 6 | Complete first full draft | | 7 | Internal review, revision | | 8 | Final polish, submit early |

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References

• references/budget-templates.md - Detailed budget formats
• references/funder-profiles.md - Major funder information
• references/boilerplate-library.md - Reusable sections