THE ATTACHMENTS OF A PROPOSALThe Completed Grant Proposal
To me, art in order to be truly great must, like the beauty of Nature, be universal in its appeal. It must be simple in its presentation and direct in its expression, like the language of Nature.
—MOHANDIS GHANDI
With the work of the last chapter, hopefully you feel well versed in grantseeking and grantwriting. Now that you understand the more generic and standard grant application used with fiscal agents and art organizations, you will be able to think of countless projects for possible funding.
If you think of the grant application as a gift, by going through this process, you have chosen and prepared the ideal present. Now all you need is the giftwrapping and proper packaging. This chapter helps you put the final touches on the proposal and will review all the bits and pieces for a great presentation. I will provide a standard list of needed attachments and a “grand over the top” list. These will all be defined and explained with helpful hints on how to obtain some of them.
The packaging of your application is very important, so we will also focus on the final look and aesthetics of the grant application. We will engage in a discussion about the ways to present the nonpre-scriptive and generic proposal, and inside tips that will guide you along the way. I will explain how to obtain an “early read” by the funder and how the use of white space will help the grantseeker prepare the final product. You will know the best ways to “wrap” these projects up and send them out the door. Let’s get started on making these pretty packages.
THE ATTACHMENTS OF A PROPOSAL
In the beginning of my grantwriting career, I often read a periodical called the Chronicles of Philanthropy. I mentioned it earlier, and it was and still is a good read about the inner and outer workings of philanthropy. It is written like a newspaper, complete with great cartoons that poke a bit of fun at what is sometimes a subject taken too seriously. One of my favorites was a cartoon of a boardroom scene, with suited men and coiffed women sitting around a long conference table. In front of each person was a stack of proposals. At the head of the table was a bespectacled board trustee, with the extended cartoon word bubble coming from his mouth, “All right, how about we cut it short and fund every proposal that uses three or less attachments.”
With grant review, anything is possible, and the cartoon takes a shot at one of the trends seen in grantwriting, which is to attach nearly everything, including the kitchen sink for the funder to consider. The following list will help you send the appropriate attachments; it will describe what they are and even where to find some of them since they may seem elusive. Below is a list of standard attachments:
* The Letter of Tax-Exempt Status: Every organization has in its possession a letter from the IRS that states it is, indeed, an organization that is tax-exempted.
* List of Board of Directors: This is a list of the names and offices held by your board members. Some funders ask for the members’ business association.
* The Budgets and Financial Statements: We talked about these earlier, unless the project budget is only a half-page or so, then it will fit nicely into the narrative. The other budgets are a combination of financial statements and budgets—that is, a three-year (the past year, the present year, and the next year) trend budget and narrative will be attached along with the year-to-date actual accounting of the financial position for the organization. As mentioned in our narrative about budgets, some funders require the IRS 990 form that your organization files, which shows your actuals and grants received.
* The Audit: An official audited statement by an accountant who is outside your organization is oftentimes requested. Audits provide good financial information but are not required in the United States if the nonprofit organization has an operating budget less than $25,000.
* Biographical Sketches: Attach a page of short biographical information about the people who will operate the program.
* Charity Review Letter: In some states, you must register with the State Attorney General’s Office or a Charities Review Office. This registration is another verification that you are indeed a nonprofit and acting accordingly. This involves a nominal fee paid annually; a letter from the state office will arrive and this is your legal registration.
* A Statement of Agreement: This is a statement that is signed by the chief officers of the board and may include the following statements:
* A statement endorsing the proposal and agreeing that the organization will assume the full responsibilities involved in the proper fiscal management of and accounting for any grant received, and will make certain that any reports required by the Foundation are submitted on time.
* A statement to submit regularly and on time such progress evaluations and financial reports as are requested by the Foundation. The Foundation requests semiannual evaluation and financial reports, and may request additional reports if appropriate.
* A statement that no part of the grant from the Foundation will be used to support propaganda for or in opposition to legislation, either enacted or proposed, or used for campaigning for or against any candidate for public office, or to employ or compensate for such activities. The agency will not use this grant for the purpose of funding what is perceived to be grassroots lobbying under the revised Internal Revenue Code of 1988. A statement that this proposal has been reviewed by the board of directors of the applicant organization or will be reviewed at a board meeting (provide the date of the board meeting).
* A statement regarding the existence of a governing board that meets regularly. State the size of the board, frequency of meetings, and average numbers attending each meeting.
* Fiscal Agency or Sponsorship Letter: If this is a project using a fiscal sponsorship or a fiscal agent, a letter is submitted stating that the fiscal agent will take care of all the managerial and financial responsibilities. The fiduciary responsibility for a project lies with the fiscal agent, and this letter is basically stating that he will provide the proper oversight and accounting for the grant. In the same way, all grants made for projects using a fiscal agent will be made directly to the sponsoring agency, and payments are then made to the artists involved. The National Endowment for the Arts’ Web site has a sample of a fiscal agent’s letter, which can help you in drafting one of these for authority signatures.
* Project Support List: A list of other funders who are supporting the project. If there is no other funding obtained for the project to date, at least provide a list of those funders you are in contact with and those pending requests. Some foundations request a list of all pending funders, approved, and those who have declined. I wouldn’t automatically provide this unless it is requested, but I would always present information about the funders who are already supportive.
* Work Samples: As in the grant request for individuals, sometimes funders will request work samples for grants made to organizations. I mention it here because it would be included as part of the standard set of attachments showcasing the organization. I would submit these only if the funder requests them.
The Over-the-Top List of Attachments
The above list of attachments is pretty standard. Of course, there are instances where you may want and need to send more information. As a general rule, you can always elaborate and give more information about the staff and who will carry out the project. So if you aren’t limited for space, and the project warrants it, send the full curriculum vitae.
The following are other embellishments that you can send, but double-check first to see that the funder is open to these:
* Job Descriptions: This is an embellishment, but if the project is brand new, some funders may request these. I wouldn’t normally send a job description, but in standard proposals and Common Grant Form types I do include a section that covers the “key responsibilities” and who will implement them.
* Consumer Satisfaction/Critique/Feedback: In some cases, depending on the project, I will send some evidence of consumer feedback. For example, if this is a performance or exhibit and you have obtained feedback from the audience, you could compile quotes and statements in a one-page abstract. Make sure you give the proper heading so that the funder will know what it is looking at. For example: “Audience Feedback,” or “What People Say about Our Great Program” or even something as plain as “Participant Comments about the Program.”
* Evaluation Forms and Templates: In some proposals, I have included the actual survey or evaluation methodology as an attachment, which is definitely over the top. This is really only appropriate when a funder needs a lot of information about your evaluation methods.
* Copies of Past Program Reports: When I was a grantmaker, I saw quite a few of these, and even though it was superfluous I didn’t really mind, as I liked looking at results and outcomes. This is a personal and subjective thing, and not every funder out there has a quirk for reports, although it is safe to say, funders generally pay attention to outcomes.
* Annual Reports and Program Brochures: These are oftentimes pretty standard attachments, but I put it here since most funders do not list these in their checklist for attachments.
* Press and Media Clips: I worked with a great nonprofit organization in Washington, D.C., called the Freedom Youth Academy, which was and is a community-driven educational program with volunteer tutors. Even though it was grassroots in nature, it had the most amazing publicity, with coverage by every national magazine and periodical. So, of course, we included a small “P.R. kit” with abstracts, clips, and even a newsletter. It was a phenomenal program, and most small nonprofits will not have the luxury of the “positive buzz” generated from media P.R. But any press or media piece could be included here.
* Newsletters: Yes, these can also be included, especially if they are generated by your consumer base and show relevancy to the program. For instance, writing organizations that have literary journals and periodicals created by a cadre of community writers would be something special to showcase.
Don’t Get Carried Away
We have listed most of the types of attachments that can be sent with grant applications. Remember our cartoon about too many attachments. Call ahead and ask the foundation staff if they allow many attachments beyond the standard list of what they request. Attachments won’t help you make your case, nor do they ever help win the grant. Think twice about sending videos of programs and organizations, especially when these are not on the funder’s list of standard attachments.
THE PARTICULARS OF PRESENTATION
The way in which you present your information has become more standardized as time goes on. Believe me, when you need to make ten or more copies of a proposal for a board meeting or some kind of review, everything gets concise. Here are a few standard rules, but make sure you follow the funder’s request, in case it wants something unique. As you gain more grantwriting savvy, you will see these items described in many foundation guidelines under “dos and don’ts.”
Do use white paper that is generally 8.5” X 11” in size.
Don’t use colored paper. Don’t submit “cut and paste” original documents.
Don’t submit two-sided copies unless this is requested. When photocopying material, copy on one side only.
Don’t use any odd-shaped or colored papers in your attachments, as they will not copy well.
Do use standard margins on the page with your paragraphs aligning left. Use at least one inch on the top, bottom, and sides of all pages.
Do type all application material. Use black type and at least a twelve-point font.
Don’t reduce or condense type or line size; leave space between paragraphs in narrative material.
Don’t go over the funder’s page limit by attaching additional pages with more information.
Don’t bind the presentation with plastic strips or staple them together. Typically, use only paper clips and rubber bands to fasten your material. Most funders will have instructions in their guidelines about the use of binders and staples printed in boldface. This no binding or stapling rule applies to the attachments also, because some of these will need to be photocopied.
Replicating Forms on the Computer
Application forms that can be filled out on a computer are typically downloadable and available on the funder’s Web site. Many funders who use application forms will allow you to replicate these on your computer, but they must be identical replicas of the actual forms. Again, do not add pages. Failure to prepare and format an application correctly may lead to disqualification.
THE ORDER OF THE PRESENTATION
The standard order for presenting a proposal is as follows:
* Cover letter: One page that stands alone on your letterhead that informs the funder of the contents, i.e. a proposal for X dollars for a special project
* Executive summary: One page that stands alone to summarize the entire proposal
* Narrative: Five to ten pages, with the typical length to be seven pages
* Program and organizational budgets
* Financial statements, audits, or 990 form
* Attachments: Attach a cover sheet referencing these if you have submitted many
THE AESTHETICS OF A PRESENTATION
When you are writing the narrative of your proposal, imagine yourself as the person reading hundreds of these. Even if you follow my directions, you may still miss providing enough “white space” on the page. This is space in between headings and paragraphs. It is breaking up long paragraphs with the use of bullets and numbers to help give the reader’s eye a rest. Even though I mention margins, left alignment and such, I can’t tell you how many proposals funders receive that have pages filled chock-a-block with words, and few—if any—breaks.
GOOD HABITS FOR FINISHING PROPOSALS
Finishing proposals and having them complete with all the proper attachments is a matter of developing good grantwriting habits. Be proactive about this part of the process, because when you are still doing a spell check or trying to edit a proposal that is too long, you will be happy that you prepared a few things ahead.
Have a hard copy of all the attachments you could possibly use and ensure that everyone who “helps” with grantwriting knows to make additional copies when there is only one left in the file drawer.
Board Members at the Ready
Make sure you have checked in with your board members to see who is available to sign off on a proposal. You may sign off on a cover letter, or even an agreement form, if you are a representative, but typically some forms and documents require the signature of a board president or chairperson.
Budgets at the Ready
I make a special note on these, because of all the attached items, budgets, and financial statements, and so on, these are the items with which people have the greatest difficulty. Spend more time on these than you think you need, and ensure that the accountant has the most up-to-date information for financial statements.
Postmarks and Deadlines at the Ready
Look carefully at the requirement for each funder, since most have hard-and-fast deadlines. Check these twice because some deadlines are “postmarked by” deadlines, and others are “received by” deadlines. This is an important difference, and you will miss a deadline if you mix them up, as the “received by” deadlines need to be in the mail a few days ahead of the date noted.
Typically, those who use “postmarked by” deadlines do not allow metered stamps so you will need to have proper postage. Since the package containing your grant could be quite weighty, have plenty of stamps on hand. Remember, some funders will require more than one copy of a proposal, so be prepared to mail a lot of paper.
Overnight, Federal Express, and Hand Delivery
Typically, funders want to receive your proposal in a timely fashion. Using overnight and express mail signals to funders that you may have rushed the application, and some funders think it is a waste to spend the extra costs in overnight mailing. Deadlines are deadlines, and so many of us nearly “die” getting ourselves and the proposal to the office of the funder by hand-delivering it because we “run down the clock.” For whatever reason, many of us procrastinate, thus showing poorly at “the finish line.”
Be the First One In
Developing sound habits for grantwriting and its presentation are underscored when you think about how competitive the process can be. It would be prudent and downright smart to try to get your proposal in the door before others.
It is called an “early read,” and if you can get your proposal to the funder a week to three weeks ahead of the deadline, you may improve your chances of having someone read it early and with less pressure as the mountain stack of proposals has not yet piled up. Of course, not all funders have a system that processes applications as they come in, but many do, so try this tip and see if it doesn’t help you out in the long run.
At the very least, by getting your proposal in early you avoid making mistakes that are caused by hurrying and undue stress when approaching deadlines.
Postcards and Follow-up
Some funders require that you send a self-addressed postcard, which they mail to you once your application has been received and it is in process. This will be part of the package you send, so keep your eye out for these special instructions.
THE GRANTS ZONE
Presentation skills are an important aspect of grantwriting, so avoid being sloppy.
Take great care in preparing the final version of your application, and avoid making unnecessary mistakes by doing an eleventh-hour application.
BOARD PET PEEVES
Applicants who don’t follow directions.
Rather than meeting the stated deadline, applicants who plead for an extension.
Stapled proposals.
Applicants who waste their money by sending proposals via FedEx overnight service.