8 Things They Never Tell You About Proposal Writing

Over the years, many people have asked us what it takes to be a grant writer and what secrets successful grant writers seem to know and not-so-successful ones . . . don’t know. Maybe this information isn’t passed along because it seems so obvious — once you get it.

The people who develop and write proposals have to be much more than good writers who can follow directions and answer questions in the allotted space. After talking to a lot of people who both give grants and get grants, we’ve come up with eight hints that might help you out.

1. Beware of Internal Politics

Politics — internal and otherwise — seem to play a part in most jobs, including the position of “grant writer.” The last thing a grant writer needs is to be undermined by confusion, hostility, competition or anything else that has nothing to do with the actual grant proposal.

Successful grant writers cheerfully make sure that everyone — the organization’s leadership, the budget people and certainly the managers and staff who will have to implement the program — are 100% on board and willing to do all that is necessary to get their proposals out on time and in the best possible shape.

2. Be Prepared to Wear Many Hats

In many, if not most organizations, grant writers wear many hats: You may handle the website, the Facebook page, the Twitter account, the newsletter, appeal letters and the annual report. Even if your only job is writing proposals, you will have to submit proposals online, conduct comprehensive internet searches for funding sources and research materials for your proposals, and create charts and graphs for your proposals (when they are permitted).

Since your job may be very (and surprisingly) diverse and tech oriented, proud Luddites should probably stay away from proposal writing positions!

3. Always Focus on the Big Picture

Grant writers know that there’s a world of grants they could be seeking (and even more that program staff urge you to apply for), but it’s not only constraints on your time that should limit which ones you pursue.

Other than the executive director, you may be the only person on staff who has to  consider the entire organization. You should look hard at each grant opportunity to see if it meshes with the organization’s mission and long-term needs. Successful grant writers don’t just chase money; they think constantly about the organization as a whole.

4. Be Honest

Savvy proposal writers know that even if the grant application doesn’t warn you not to fib, embellish or lay out unrealistic plans or outcomes, the people deciding whether to fund the proposals can recognize dishonesty, or fudging, a mile away.

5. Don’t Be Greedy. Be Fair

Asking for excessive, inappropriate amounts of money in a proposal is the fastest way NOT to get funded. Applications don’t tell you not to be greedy; that’s something grant writers need to figure out on their own.

At the same time, grantmakers know if you’re lowballing salaries to make the project seem less expensive. They want you to know and show what’s fair to pay each staff member engaged in the project. Use good judgment when formulating a budget.

6. Show You’re Diversifying Funding

Some grantmakers are specific about wanting to know what your other sources of funding are and how you will sustain the program after the grant runs out; many others won’t ask. But funders increasingly express serious concerns when they discuss the need to pursue funding sources other than their grants.

Tell them about other grants you’re seeking or have received for the program. Tell them about board contributions and other fundraising initiatives. And if you are engaged in less traditional, more entrepreneurial initiatives to raise money for the program or for the organization as a whole, by all means tell them about that.

7. Watch Your Language

No grant application tells you to watch your language. But it is very important to be aware of the way you describe your target population, partners, and everyone and everything else. Sometimes you may think that avoiding certain terms is just too “politically correct.” But take it from us, you can never be too careful about the words you choose.

8. Keep Up With the News! 

Every person we interviewed about grants and grantmaking insisted that the best grant writers are smart and savvy. One likely strategy that will help you to be one of those smart grant writers is to make sure you know what’s going on politically and economically in your community, your town and state, and in the country. You are not writing proposals in a vacuum.

Even if it’s subtle — a phrase here, a sentence there — winning proposals reflect the climate in which they are developed and written. You also need to be up-to-date on research related to your organization’s mission and aware of trends and current thinking about relevant issues. Just think — you’ll not only increase your chances of winning grants (and having your boss call you smart), you’ll also be a terrific conversationalist at parties!