Steps to Writing Successful Grants

You have a sensational project that you think is sure to win a grant; however, after carefully writing what you believe to be an impressive proposal, your request for funding has been denied. Most likely, it was not your project that was rejected but your writing style. The people who read grant proposals spend many long hours wading through even longer papers. If yours doesn't stand out and catch their attention, it will more likely just get lost in the shuffle.

Dr. Michael Gershowitz, a grant writing consultant, has been successfully writing grants for over 20 years. He shares the following five secrets to writing successful grants:

1. Tell a Story

Everyone likes to read a good story. When writing your grant, don't just share statistics; tell a story, using actual incidents and names (though the names may be made-up to protect the person's identity). Humanizing your project will catch the reader's interest and provoke him/her to feel compassion toward those actual people who may benefit from receiving the grant money.

2. Interesting Statistics

The inclusion of statistics in your proposal is usually a required element, but remember to keep them as simple as possible. If the reader has to go through several numbers, it is inevitable that you will lose his/her attention. Make your statistics brief and interesting. Include only the most-dramatic or unexpected figures. “Wow!” the reader, but don't make him stumble through awkward numbers.

3. Write Concisely

If a reader has to struggle to understand what you are trying to say, you have definitely lost his/her attention (and maybe the grant, as well). Keep words, sentences, and paragraphs short. Try not to sound false by using official-sounding language in an attempt to impress the reader. Simplify as much as possible. When the reader can easily understand the needs for your project (because you haven't hidden your plea in fancy language), he/she will be impressed.

4. Slow Down

You need to slow down the reader — not by infusing your proposal with big words but by making him/her think with phrases such as: "Think about this:", "Keep this in mind:", "Did you know … ?"

If you have the space, you may also want to use bullets to point out important facts. Be sure to keep the bullet point simple; avoid a lengthy statement.

5. Active, Conversational Voice

Write your proposal in a conversational style, using the first-person, active voice. This will bring your project to life as well as get the reader involved in your needs. It will make the proposal easier to read and establish a connection between your project and the reader. Some federal agencies, such as the National Science Foundation, discourage this style, but for nearly 90 percent of proposals it's okay to use the conversational tone.

When writing a proposal, you need to make your project as reader-friendly and engaging as possible. And remember that how you write is just as important as what you write.

Deborah Ward, a grant writing consultant, has these excellent suggestions:

• Some requests for proposals will ask for a dissemination plan up front. Reviewers are looking for projects that can be replicated. Funders want to know that they are making a difference for students by supporting a project that produces results.
• Some of the best proposals I've reviewed clearly show how the project fits into the strategic plan of the district and how it will impact the future direction of the district. If you cannot make this connection in a proposal, you run the risk of appearing that you are “running after” the money. As with securing a business loan, obtaining a grant requires two things: (1) a solid plan and (2) ability to demonstrate that you can be trusted with the money.
• Every proposal should include a budget narrative. You'll know (and so will the funder) that your budget is based on actual numbers, not just someone's best guess. In compiling a budget section, you must translate your activities section into dollars. Ask someone to review your budget narrative before you submit it.
• Read proposal directions carefully! Many great ideas are never funded because the directions for submission were not followed to the letter.

"The 10 most Common grant seeking mistakes" by Deborah Ward

1. The writing in the proposal isn't succint or intelligible, resulting in a proposal that doesn't make sense.
2. The costs for technology are inaccurate or, in the worst case scenario, are inflated. Never guess at the cost of an item.
3. No one proofreads the proposal before it is submitted, and the proposal contains typographical or grammatical errors.
4. The budget doesn't match the narrative, and the reviewer sees costs on the budget pages that are not mentioned or explained in the narrative.
5. The objectives cannot be measured, because they are too vague and open to individual interpretation in terms of success or failure.
6. A reasonable amount of time is not allotted to develop a project idea and to write the proposal, resulting in a sloppy, incomplete document.
7. An assumption is made that the reviewers are experts in the subject area and that they understand jargon and acronyms without explanation.
8. The proposal is full of "buzzwords" and offers little or no substance.
9. The writer ignores the instruction in the request for proposals and violates the rules and directions it specifies.
10. Funders are selected because they have money, not because there is a close fit between the project idea and the funders' interest.