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Navigating the grant writing process can be a challenge, whether you’re an experienced consultant with years of experience under your belt or a dedicated volunteer tackling a grant application for the first time. To help you put your best foot forward in our open and upcoming grant programs, we’ve gathered a set of tips from NEFA staff and colleagues in the grantmaking industry. We hope these tools and insights will add to your toolkit of grant writing skills and help you score more support for your organization or project!
1. Read the Guidelines Carefully
Ensure the funding program you’re applying to aligns with your organization’s goals and objectives. Carefully review the requirements around eligibility criteria, supporting materials, and formats for each program. Ensure your application materials meet the specifications for length and format of narratives, supporting materials, and work samples. Also, confirm that your project will occur within a program’s grant period. If it does not, then your application may be rendered ineligible.
2. Leverage Funder Resources
Understand all the resources available for the grant program, such as guidelines, FAQs, information sessions, office hours, and any past grant recipient directories. Don’t be afraid to contact funders with any questions or for clarifications. If offered the opportunity of office hours, connecting with your funder can be a great opportunity to ask questions, build a personal relationship, and gain valuable insights.
3. Set your Application Timeline
Create an application timeline that allows ample time to understand the guidelines, draft and revise your application, and gather supporting materials, ensuring you can submit your application by the deadline. Be sure to note the deadline time, including the time zone, as well as the date. Additionally, mark any dates or periods in your timeline when funders offer information sessions and office hours for additional guidance. Plan to submit your application early (if possible) and during business hours to ensure staff are available for last-minute questions or technical issues, as most funders do not accept late applications.
4. Answer the Questions Fully and Carefully
Review panelists are looking for answers to the specific questions asked in the application. If you're writing a narrative and have enough space, repeat the prompt within your answer to ensure you provide precisely the information the funder is seeking. Focus on how your work meets the program goals, which are often outlined in the guidelines. Limit the use of abbreviations and acronyms whenever possible. If you must use acronyms, define them at first use and throughout the application as needed. Always save your narrative in a separate document, in case of technical issues.
5. Prepare Your Work Samples
Many programs request specific work samples from applying artists or arts organizations, which are often a key aspect of your application that reviewers will discuss. Tailor your work samples to highlight the most relevant and impactful examples for each specific grant program. Utilize representations of your work that best complement your application and follow the specified lengths and formats outlined in the program guidelines. Remember, fewer, well-chosen samples can be more effective than submitting the maximum number of work samples allowed.
6. Consider Post-Award Expectations
Before applying, familiarize yourself with post-award obligations, such as final reports and crediting requirements. Grant applications take time and it’s important to consider whether the grant is worth your effort, and that includes any requirements that may come after a grant is awarded. Most funders require at least a final report and often crediting on program materials for the project or grant performance period. Grantee programs may also include mandatory or optional participation in post-grant activities like learning cohorts or focus groups. Ensure that your organization can meet these obligations to avoid jeopardizing your grant. Additionally, confirm the procedures for handling any project changes or major changes within your organization, as these could impact your grant's status or requirements. On the other hand, if your application is not funded, consider asking for feedback from the funder if available. This can provide valuable insights for future applications and help you improve your proposals.
7. Remember to Check Your Work
Carefully proofread your application or ask someone else to review it. Typos, misspellings, and grammatical errors can hinder reviewers from understanding your application. Double-check any math or numerical fields in your application to ensure accuracy. Be aware of potential errors that might arise from copying and pasting content from other documents, such as duplicated or cut-off text. Make sure to adhere to page or character limits and verify that all links and uploaded files are functional. Finally, confirm that your application has been successfully submitted.
We hope these tips prove valuable as you navigate the grant application process. For additional resources and further guidance, we recommend checking out Mass Cultural Council’s article on the Fundamentals of Applying for Grants. Happy grant writing! We look forward to seeing an application from you soon.