Nonprofit or government-sponsored organizations and private entities usually apply for grants to fund their projects. Governments and other generous donors contribute millions to assist organizations in funding humanitarian initiatives, scientific research, social welfare programs, academics, and professional development. These projects usually address a specific need in the community where they are being implemented.
Since grant funding is critical to the success of an organization, drafting an effective grant proposal is essential. It aids prospective grantors in understanding the significance of a project and what it aims to accomplish.
A grant is a financial award issued by an entity, commonly a government, or philanthropic foundation, to an individual or nonprofit organization to help them achieve a goal by undertaking a project. Under most conditions, they are primarily donations the grantee must not repay.
A grant proposal is a document or set of documents presented to an entity to obtain funding for a particular project. A well-written document can open multiple possibilities for an organization by allowing it to undertake its mission objectives.
This article discusses grant proposals, the significance of making a template, and a guide to making one. Free downloadable templates have also been provided to ease the writing process.
Grant Proposal Template
You can download the following template for free:
Why Making a Grant Proposal Template Matters
A template provides an excellent starting point if you are new to a grant application or applying for more than one grant. Finding it that aligns with your project is important to draft a winning proposal. This will enable you to understand the grantor and personalize your document accordingly. A robust outline will provide the structural components you need for a winning proposal while ensuring you remember all essential details.
It typically includes sections for a cover letter, statement of need, budget, project description, objectives, and execution. Modern ones also incorporate space for a detailed timeline for deliverables. It provides a simple outline you can effortlessly modify to accommodate a variety of proposals.
Writing it is tiresome, especially if the project you seek to fund has numerous elements. Therefore, we have provided a wide range of free, downloadable templates to help you structure your presentation, making it look professional. They also save you time and money since you cannot create them from scratch. You can effortlessly customize them to the needs of your project and organization.
From Planning to Execution: The Necessary Components of Grant Proposal Template
Undoubtedly, every grant proposal is unique based on the project’s requirements. It should define a feasible project you can complete based on your qualifications and experience. If you want to make a template for it, you can include the following components while assembling it:
Cover letter
Unless you have met a representative from the funding organization in person, a cover letter should be the first element of your grant proposal.
The cover letter includes the following details:
- Introduction of your organization
- Overview of your request
- The requested amount and a preview of how the funds will be utilized
- The positive outcome of the project, if funded
- How your plans align with the interests of the grantor
The cover letter is brief, usually one page, and is written in a semi-formal tone. You should sign it to validate its authenticity and the entire proposal. Even though it is the first element of a grant proposal, you can write it after drafting it to capture all aspects of the grant request accurately.
Below is an example of how you might present your cover letter in the template:
[Your Organization’s Name]
Physical Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Designation]
[Organization]
[Physical Address]
[Phone Number]
Dear [Recipient],
Your [Organization’s Name] deals with [What You Do] in [Region]. We respectfully request $[Amount] for a [Short Project Description]. This initiative aims to [Project Objective] throughout [Period]. To achieve this, we will [Methods], with [Key Project Indicator] being realized in [Period].
With your funding, we can [Outline How the Funding Will Help You Achieve Your Objectives]. The project will also [Outline How the Funding Will Benefit the Grantor].
Your assistance will go a long way in achieving [Your Organization’s Mission Statement]. Thank you for reviewing this proposal. Please contact me at [Your Phone Number] with further questions.
Sincerely,
[Your Name]
[Designation]
[Handwritten Signature]
Executive summary
This gives the reader an overview of your project, including how it meets the funding criteria. It should be persuasive but not too long. The executive summary should provide enough information about your organization, what you do, and why you need funding. This is especially important if the reader has limited time to read your grant proposal.
The executive summary gives a brief outline of the following points:
- The purpose of your project
- The specific need the project will address
- A brief background of your organization
- Measurable objectives and how you shall attain them
- The proposed budget and other funding sources
- The expected outcome and overall positive impact
The executive summary should range from one to a few pages in length.
The executive summary can be presented as shown below:
[Organization Name] is a 501(c)(3) organization that [What You Do]. Reports show that [Problem Statement]. This impacts [Population Group], and as a result, they cannot [Negative Impact Caused by Problem]. We combat this by
–Strategy 1
–Strategy 2
[Proposed Project] will aim to address the needs of the community in [Region] by
–Objective 1
–Objective 2
By our projections, the overall cost of implementing [Project Name] is $[Amount]. Your investment will make a significant impact in helping us achieve our objectives.
Statement of need
The statement of need is your chance to explain to the grantor why your project is essential. Allow the reader to comprehend the importance of your grant proposal and why your organization is the best fit to enact it. Outline the issue at hand and provide background information and relevant research or proof to support your document. Present a compelling argument on why it should take precedence over other documents. Conclude this section by citing innovative strategies you intend to employ to make your proposal unique.
You may write this section of the template as shown below:
For decades, the [Region] community has been ravaged by [Problem]. This has caused the population to [Negative Impact]. Furthermore, the community has also experienced the following:
–Negative Impact 1
–Negative Impact 2
According to research by [Institution Name], this issue is on the rise in communities like this one:
–Statistics with accurate citations from trusted sources
[Your Organization Name] has combated this issue for decades. A calculated approach like this proposal is needed to eradicate it.
Goals and objectives
In this section of the template, concentrate on what your project seeks to accomplish (i.e., your attainable goals) and how you intend to accomplish them (i.e., your objectives). While goals are broader and idealistic, objectives are more precise and quantifiable. This section is noteworthy because your grantor will want empirical evidence that their funding will have a significant social return.
Ideally, three to five goals should suffice. Your goals should be associated with your proposed grant period to make reporting straightforward when the grant period ends. Ensure your goals are SMART, i.e., specific, measurable, actionable, relevant, and time-bound.
You may present your objectives as shown below:
The overall goal of [Project Name] is to [Broad, General Idea]. To implement this goal, we plan to
–Objective 1
–Objective 2
Your goals should be ambitious enough to appeal to the grantor while remaining feasible and attainable for your organization.
Methods and strategies
Present your approach to achieving your project goals and objectives. Outline a concise, logical model for bringing resources and plans together into something tangible.
Consider the following when drafting your methods and strategies:
- Plan to meet your goals within the specified timeframe
- Qualities that make you uniquely positioned to attain your goals
- Team members and their roles
Include specific details about how you intend to go about the initiatives in this section. Use visual aids such as flow charts to simplify the presentation or subsections outlining the strategies for each objective.
The methods and strategies may be presented in the grant proposal as shown below:
[Your Organization Name] will hire [Number of Individuals] youth from [Region] to attain key project deliverables:
–Deliverable 1: [Description], [Expected Delivery Date], [Estimated Cost]
–Deliverable 2: [Description], [Expected Delivery Date], [Estimated Cost]
An online portal will be used to upload daily reports the staff will review. Weekly meetings will also be held to discuss progress and field concerns.
Plan of evaluation
Outline a strategy for gathering data to assess your project. The grantor will want their funding to make a difference in society. To assure them of this, you can specify evaluation measures that will aid in realizing the project’s objectives. Define the kind of information you will collect and the metrics you will use to evaluate the effectiveness or impact of your project. Presenting an evaluation plan also demonstrates accountability as a sign of respect to the grantor and increases your chances of securing the grant.
You may include your evaluation plan in the template as shown below:
To measure the success of [Project Name], the following metrics will be used:
–By our projections, we intend to engage with [Number of Individuals]. This number is expected to rise to [Number of Individuals] in the first quarter, a [Percentage]% increase.
[Graph of Projected Engagement Increase]
–The [Problem as Described in Problem Statement] is expected to decrease by [Percentage]% by the end of the project period.
[Linear Graph of Projected Decrease]
–At least [Percentage]% of the population will report that they are pleased with the project during the first quarterly survey.
Budget information
Mention the amount of funding required to achieve your objectives. Even if it is an approximate projection, itemize each expense required to accomplish your goals and how they shall be allocated. Ideally, you should provide a comprehensive justification for all costs associated with the project in the grant proposal. If it only covers a portion of the funding you need, mention other funding sources to assert the feasibility of your project.
The format for presenting the budget can vary. Still, it is best to present it in a simple manner that is easy to understand, as shown below:
| Budget | Amount | Subtotal |
| Personnel | ||
| Salaries | $ | |
| Benefits | $ | |
| Total | ||
| Direct Project Expenses | ||
| Rent | $ | |
| Utilities | $ | |
| Stationery | $ | |
| Supplies | $ | |
| Equipment | $ | |
| Marketing | $ | |
| Total | ||
| Miscellaneous Expenses | ||
| TOTAL PROJECTED BUDGET | $ | |
Organizational background
You must write any additional details about your organization and what qualifies you to implement the project outlined. You may include a brief history of your organization and its founding in the grant proposal. Previous projects and statistics may also be included.
Include bios for key staff involved with the project. If it is for a new region, include details about it and why it is crucial to your organization. Finally, if your organization is undergoing significant changes, highlight them in this section.
The organizational background may be presented as follows:
[Organization Name] was founded by [Founder Name] in [Year Started] as a 501(c)(3) organization to [Organization Mission]. Since the founder was born in [Region], they have been inspired by [Organization Vision] to improve the community.
[Organization Name] continues to address these issues by
–Initiative 1
–Initiative 2
[Present pictures of past successful initiatives]
Putting It All Together
Grant requirements or a pre-formatted application may determine the structure of your proposal. Even if that is the case, ensure it is properly organized and has concise headings. The information you present should be easily accessible and relevant to the grantor. If you are applying for multiple grants, creating a reusable template that can be customized for various applications can prove beneficial.
Before submitting your finalized proposal, proofread it to ensure it adheres to the required criteria and grant application requirements. The grantor will then conduct their evaluation and decide which proposals to finance. You and your grantor sign an agreement outlining the grant terms when funding is awarded.