ywca metropolitan chicago

Grant Writing Fundamentals

Presented by:

Carolyn NoparSusan GellerMichelle Finkler

Objectives

1. Understand the grant process and cycle

2. What key components will be needed for a grant application

3. What you can do to influence the decision - Stewardship

The Grant ProcessThe Cycle

Targeting the right foundation Defining funding requirements Establishing a relationship with the funder Crafting the proposal Cultivating the funder while application is

pending Following up after the decision is made Timeframe - from initial submission to

decision can be several months or longer

Targeting the right Foundation

Use philanthropy resources to seek out possible funding sources (includes databases, Donors Forum, philanthropy news articles)

Be open to creative ways of viewing the YWCA beyond keywords of Women and Racism

Consider foundation assets, past grants, and size of average gift (can be found on 990 tax return – Guide star)

• Look at funders of similar organizations

Defining Funding Requirements

Call Development to ensure that we are not already working with them – this is vital!

Giving Guidelines (program & geographical area)

As an initial step, always check the foundation’s website for more information. Read it thoroughly- there are often many layers within each program area, and exclusions are often spelled out throughout the content.

Letter of Intent (LOI) or full proposal?

Establish a Relationship with the Funder

Get to know your funder: Pre-call submission -single most important

step!

Open a dialogue seek guidance on direction – offer several options if possible

These “influencer” individuals are the first point of contact between you and the funding process

Try to schedule a visit; include the right people

Crafting the Proposal

Overview of the proposal package

I. Cover letter

II. Executive Summary

III. Statement of Need

IV. Project Description

V. Budget

VI. Organizational Information

VII. Conclusion

VIII. Attachments

Crafting the ProposalI. Cover Letter

Reference to conservation/past contact Request – tailor the message Components of proposal package (narrative,

attachments) Empower funder by indicating material not

enclosed that may be requested Offer to answer questions/meet Signature by leadership

Crafting the ProposalII. Executive Summary

Need

Project description

Funding requirements

Organization and its expertise

Crafting the ProposalIII. Statement of Need

Include: Statistics to support case Examples (anecdotes, quotes)

Appeal to: Senses – what we can touch, see, feel Things anyone can relate to

Give the reader hope – narrative or story can be powerful

Crafting the ProposalIV. Project Description

Expected outcomes – how our we changing people’s lives

How to achieve outcomes – numbers served

Who will carry out the project

How to evaluate the project

How to sustain the project ( beyond the grant being applied for)

Crafting the ProposalV. Budget

Expense Information Personnel Non-personnel Overhead (M & G Costs- know Foundation limits)

Income Information Earned Incomes Grants and gifts

Budget narrative may also be required

Crafting the ProposalVI. Organizational Information

Date of founding and mission

Organizational structure, expertise, and programs

Information on staff and board

Audience served

Crafting the ProposalVII. Conclusion

Final appeal

Reiterate what you want and why it is important

Ok to use some emotion!

Crafting the ProposalAttachments

Board list Biographies of key staff IRS 501 (c)3 letter of determination Financial information

– Operating budget– Audited financial statements– IRS form 990– List of last FY funders and gift level

All can be found on Intranet under development

Cultivating the Funder

Also called Stewardship….

Refers to the ongoing attention to and maintaining of relationships with donors and funders. Good stewardship is a key part of the whole grant process.

Cultivating the Funder

Continue the momentum once a proposal is submitted:

– Telephone calls» Verify materials received» Find out status of application

– Written communication» Send more information- organization/program,

enhance stewardship (updates, program reports, newsletters, brochures etc.)

– Appointment or site visit to personalize relationship and entertain questions in advance of Board review; again, bring key people if possible

Cultivating the Funder

Stewardship activities can include: Submitting proposals and end-of-year reports in

requested format and ahead of deadline Sending handwritten thank you notes within 2 days

of receiving a check Keeping in contact by letter or phone Sending copies of the latest article, annual report,

newsletter or other items of interest to that funder Provide opportunities for informative and convenient

site visits.

Follow-up after a decision has been made

If the grant is funded:• Send a thank you letter, most likely several• Find out details – when to renew grant, reporting• Be consistent and timely

If the grant is rejected• Send a thank you letter• Call to find out what to do next• Don’t take it personally• Be persistent

Reporting and Stewardship

• Understand and obey the reporting requirements AND continue stewardship:

– Many foundations have high expectations and detailed reporting requirements

– Continue to cultivate the relationship through thoughtful stewardship and interactions

– Know timelines – request and opportunity to resubmit if guidelines permit

Celebrate Success and Learn from Rejection

• Celebrate a winning proposal, frequently a team effort:

– Rejection is common, despite excellent alignment with mission, so success feels good

– Never undervalue existing donors – they are a far better source of potential funds

– Use rejection to improve on future proposals, even if only with the same funder

Believe in the Mission

The most powerful tool is sincerity

Mission over Margin

Stay connected to the human element and continue to fuel your inspiration

Carolyn Nopar Associate Director of Development312-762-2735

Susan GellerSr. Institutional Relations Officer312-762-2741

Michelle FinklerInstitutional Relations Officer312-762-2738

Need to Raise Cash Fast?

Community Nights at Wendy’s (other fast food restaurants)

Shop & Share (Jewel) Contact local Starbucks and other local food

establishments for sponsorships Home Depot & Wal-Mart give locally Carson Pirie Scott Community Days Tags Days Third Party Events