Most nonprofit organizations wish to integrate foundation and government grants into their funding mix. It is a prudent course of action but not always simple. Grant research and writing require time and honed research and writing abilities. If your organization has a long-standing grants program, you may be fortunate enough to have a grant writer on staff with extensive experience. However, this is not the case for most nonprofit organizations, and it may be prudent to employ a grant writing specialist or consultant.
Whether you just started your nonprofit organization, or it needs additional capital, there are two ways to manage cash. The first is to expand the number of donors, and the second is to submit grant applications. Federal awards are often the longest and most complex but have the most funding attached. Some state awards are also sponsored by the federal government and are sophisticated, highly detailed, and need substantial grant writing experience. If you want to expand the reach of your program and are looking for a grant, hiring an external grant writing company or experience grant writing consultant is inevitable.
Six Parts to a Grant
The following sections are often present in grant proposals:
- An abstract that provides a summary of the grant
- A description of community needs and the nonprofit organization’s capabilities to deliver the services
- The actual services to be offered with a detailed description of the effectiveness of this service.
- The proposed staff, qualifications, and training
- The qualifications and experience of your agency, including the infrastrcture, existing resources and community networks
- The budget.
In general, the more you have already written, for previous grants or other reports, the less you will need a professional grant writer. If you’re just starting out, it may be a worthwhile investment to begin building a grant portfolio that encompasses a description of the community needs and the organization infrastructure.
Begin with the Budget
The last section of the grant proposal is the budget. It is the first section to write. The budget will determine the services you can provide and the proposed salaries of your staff. Working together with your fiscal officer, your program personnel and a grant writer, create a broad outline of what services will cost.
Be realistics about the number of clients your organization will serve and be equally realistic about the caseload for each staff members. Provide funds for hiring and training; ensure each staff member is adequately supervised. Include costs for direct program services and office expenses.
A skilled, external grant writer can help you define your objectives, can point to research-based practices, and can estimate costs. When choosing an external grant writer, ensure expertise in the industry.
Community Needs: Define the Problem
To write an effective community needs section for a grant proposal, start by gathering comprehensive and reliable data to clearly identify the pressing challenges faced by the community. This can include insights from surveys, focus groups, and interviews with local stakeholders, ensuring that the community’s voice is front and center. Additionally, leverage public data about critical areas such as healthcare access, employment trends, transportation, and food security.
Where possible, use data visualization techniques like charts or infographics to make your findings more compelling and accessible to reviewers. Creating a document that thoroughly catalogs the community’s existing resources, unmet needs, and service gaps is invaluable—not just for your proposal but for shaping ongoing initiatives.
Investing in this effort or employing a professional grant writer can save time and ensure precision, providing a strong foundation to illustrate why your proposed project is not just necessary but vital to addressing community challenges effectively.
Program Services
This section will describe what your organization will do with the funding. These are the services you will provide. Most grant-funding organizations want evidence that services will be effective. It is helpful to building on established, research-based models as the framework for services.
A well-thought-out logic model is beneficial to this procedure. A logic model outlines the resources of the agency (inputs), the services to be provided (outputs), and the outcomes (impact). For example, a logic model will illustrate the inputs of 6 highly-qualified social workers, the outputs will be individualized family development plans, and the outcome will be improved family well-being.
Your task in this section is to identify each service and how it will benefit your clientele. In this section, you will demonstrate how your actions are supported by research into best practices. Once again, a seasoned grant writer will be familiar with industry standards and best practices for nonprofit organizations that provide social services. Furthermore, a professional grant writer can quickly and effectively investigate relevant best practices to strengthen your proposal.
Outcomes
External Evaluator
An independent evaluator conducts an objective review of the grant operations, including fiscal procedures as well as purchases, even if this is not part of the requirements. Most funders perform program audits; an external evaluator assists with this. You are kept on track, and your outcomes and outputs are measured.
Staffing
A well-crafted grant proposal must include a detailed section on the proposed staffing structure, demonstrating how the team will bring the project to life. Clearly outline the key responsibilities of each role, along with the required qualifications, education, and relevant experience to emphasize the team’s ability to execute the proposed work effectively. Provide specifics about how staff members will be hired, trained, compensated, and supervised, ensuring transparency in hiring practices and pay structures. Highlight your organization’s commitment to employee well-being by discussing its success in hiring and retaining staff, paying a living wage, offering generous benefits, and fostering a supportive workplace culture focused on professional development. By showcasing a thoughtful and equitable staffing plan, you can illustrate your organization’s dedication to both the project’s success and its workforce, building a compelling case for funding.Lorem ipsum dolor sit amet, consectetur adipiscing elit. Ut elit tellus, luctus nec ullamcorper mattis, pulvinar dapibus leo.
Organizational Capacity
When writing the organizational infrastructure section of a grant proposal, it’s crucial to provide a clear, well-structured overview of your organization’s operations and capabilities. Start by including an organizational chart that outlines your structure and demonstrates clear roles and responsibilities. Highlight your organization’s effectiveness in serving the community by detailing the length of time you’ve been active, the volume of services provided, and the positive impact on the community, supported by data or case studies. It’s equally important to emphasize your financial responsibility by showcasing your ability to generate revenue and efficiently manage it without waste or redundant services.
Additionally, describe the capacity of your senior management team, including their cumulative experience, qualifications, and expertise in the field. Don’t forget to include details about your direct service staff’s education and experience, as they play a vital role in delivering quality outcomes. Finally, mention the oversight provided by your board of directors to ensure accountability and strategic alignment. This section should instill confidence in funding organizations, demonstrating that your infrastructure is solid and capable of sustaining meaningful and impactful work.
Choosing a Grant Writer
If you’re looking to hire a grant writer, it’s important that you choose someone whose personal and professional goals match those of your company. If you are employing a grant writer from the outside, you will evaluate their proposal and prior clients. Are prior clients satisfied with their business? Grant writers who focus on environmental concerns and those who focus on helping children and families have different skill sets.
When employing a grant writer from the outside, obtain a proposal outlining the grant. This will guide your decision; a comprehensive, proposal-aligned framework is necessary. If you are going to hire a grant writer from outside your company, you might find it beneficial to work with the same grant writer on many proposals. The more familiar they become with your non profit organization and also the services it offers, the more successful you will be also.