Capturing the golden dollar through grant applications
When you absolutely have to get your grant application RIGHT!
Writing grant applications doesn’t need to be drudgery. In fact, they’re among
my favourite writing and
editing projects.
Grant writing tips
As someone who’s successfully helped clients across the world secure small local government grants right up to multi-million-dollar European Commission grants, I’ve found these tips are relevant for the whole range. Oh, and I’ve also been on the other side assessing grant applications, so I’ll include suggestions so you can avoid annoying the grant assessor. And, yes, a lot of my tips are common sense, but sometimes we all need a nudge to remind us.
Let’s assume you’ve already got your eye on a grant – easy enough to Google
what’s on offer. This is my favourite Australian clearinghouse, GRANTGURU. Last time I looked, they had a
database of 4,340+ grants worth $183.5B. Probono Australia lists opportunities
through its GEM portal. Yes,
the money is out there for the asking.
Plan how you’ll write the grant application
Know your deadline and work back from there, giving yourself an extra ‘space’ cushion between finalising the application at your end and submitting it. That’s the gap where the form needs editing and proofreading (see the point below).
Here are some guiding questions:
- Does your organisation really need (and does it qualify for) this grant?
- Can you access information about past grantees and their projects to guide you on which projects are likely to get the nod for the grant?
- Is it worth your time to apply for this – can I find the time to put in a proper application?
- When you read the application guidelines and criteria closely, are you left with questions? If so, who do you contact? Factor in this time – don’t assume they’ll be hanging near the phone/computer waiting for you to reach out.
- Could you get more insights about the process from a successful grantee?
- Do you have all the information at hand to apply for the grant? If not, where will you find it, do you have to quiz staff or others and how long do you estimate that will take to set up and carry out?
- How many support letters will the application need? Who will you ask to provide them – these generally take longer to source than you’d expect even if your supporters are well-intentioned.
- Who is your audience for this grant application? Can you write with the grant funder in mind?
Write in plain English
Occasionally I’ve tussled with a client or two who thinks they need to keep the language formal and, at times (in my view) impenetrable. Your writing style can be professional yet meaningful and accessible. Leave conversational to copywriting to the B2B or B2C world.
So, what do we mean by plain English?
- Use contractions – rather than ‘it is’, go for ‘it’s’
- Ditch bridging words such as ‘furthermore’, ‘nevertheless’, ‘abovementioned’, ‘hence’, ‘therefore’, and
- Use active voice, not passive voice (write ‘X will deliver the project’ not ‘The project will be delivered by X’).
Stick your nose into this Victorian Government plain English digital guide for more tips.
And, aim to use positive phrasing – that’s more appealing than a glass half empty. Avoid wordy phrases such as “not only will this project do this, but it will also do that”. Much simpler would be to say ‘this project will do this. It will also do that’. If you think your language is pretty positive, search for these words: problem, loss, damage, don’t, fail, impossible, can’t, and mistake. Positive words to include are valuable, insightful, support, success, progress, celebrate, and benefit, for example.
Spell out the outcomes you’ll deliver
Really spend time finessing this section so the grant application assessor can get a real, tangible sense about what you’re planning to deliver them for their money. Look to the funding body’s goals or the actual goals of the grant and use the same language. Can you quantify their return on investment in your project? What will the funding transform for your organisation and the communities you serve? What changes, and is that crucial?
When I was working for a non-profit disability services enterprise, I researched major organisations and businesses in our region for their publicly stated goals, aims, pledges. The annual reports detailed what they’d funded in previous years and their direction for future years. I then created a matrix to list those goals, then thought how my own organisation’s goals could align with those. For example, our commercial laundry operation used a lot of electricity so that we could use a grant for solar panels. Perhaps there was a company keen to support environmental projects in the community. They’re the kind of matches I sought.
There are a couple ways you can go with this. When they start accepting grant applications, I already had a dossier of sorts on potential funding organisations’ vision, mission, and values. It all came down to matching my enterprise’s mission with theirs. When the funded one of our projects, they were able to tick off ‘mission achieved’ on their list. Win-win. But also, we were able to strike up ‘friendship agreements’ or ‘memoranda of agreements’, which at times allowed us to bypass for grant application process for particular funding.
Stick to the word (or character) limits and guidelines
Make every word count. Delete superfluous words. Want to pack more information in (eloquently, of course), but not sure how to do it. Get in touch and let’s talk.
When I’ve assessed grant applications, I can get a real sense when they’re rushed – they’re missing chunks, and that’s annoying. It’s like the applicant has said ‘that will do’ and has just hit ‘send’. Often the guidelines will have a checklist to prompt you to include what you need to. Don’t skimp.
No cutting and pasting from old applications
As tempting as it sounds to use chunks you or someone else have written elsewhere, chances are it will stick out like a sore thumb. Each grant application has to be tailored, make sense, and flow nicely. You’re taking your reader on a mental journey.
Aim to use the emotional hook of a riveting story, a great narrative to bewitch the grant assessors. What’s the problem you’re trying to solve, why is the grant funding the ‘solution’ to dealing with it and what’s the transformation you’re seeking? Work out who is the ‘hero’ in your pitch. It’s not necessarily your organisation but the communities or specific demographics you serve. Here’s a useful article on how to use storytelling in your grant request and another one from the Grant Funding Expert.
Another ‘short cut’ is cutting and pasting from one section to another section. They’re two separate sections, with criteria/questions worded differently, so you need different answers for them. The grant assessor will notice the repetition and will probably shake their head at your missed opportunity to answer the questions more fully.
Time to edit and copy taste
This is about finessing it – matching the criteria with what you’ve written. It’s not the proofreading stage, that’s like a more gentler form of editing. We’re not there yet.
Have you spellchecked it and paced it through the Grammarly program (free or the paid version)?
Is your language consistent – think about your spelling – Australian, US or British English, for instance? Choose the most relevant one and stick with it. Same with currencies – don’t pepper your application with US dollars and Euros – select which is the best fit. Does your budget reflect what you’ve written about finances in the narrative? Double-check.
So, what’s copy tasting? (It’s not a typo, I didn’t mean copy testing). Copy tasting a term from my journalism days. It was always a senior sub-editor who reviewed all the stories and layout, snipping a story here or there, getting the emphasis right. Then they swept through the paper checking for accuracy, relevance and quality. They earned their keep by finding we’d doubled up on stories. The news editor might have selected a strong international story for page 3, while the international editor working a few desks down, also thought it was worth a run, so it appeared in the international section as well. Ouch.
Proofread, and then again, and again
You might think having written the application, you’re best placed to proofread it. Ok, give it a go. Step away from your computer, have a cup of coffee, go for a walk, then come back to it. Better still, move your computer elsewhere to do it (refresh your mind) or even up your standards by working from a hard copy. Incorporate your changes.
So, you think it’s fine to hit ‘send’? Not yet. Have another break, maybe even sleep on it and come back again. Ideally, you’ll give it to someone not involved in the grant application process for them to read with fresh eyes. You can’t fast track proper proofreading. For a super quality edge, outsource proofreading to a professional or agency, and keep in mind you’ll pay extra for your urgent request.
Decision time
If you don’t succeed, quiz the organisation to find out why and how you can improve next time. Record this information – don’t just rely on your memory when the next round of applications open.
Should you succeed with your application, please take the time to thank the funding body and ask how you can help them promote your win. They might list you in their press release to officially announce the recipients. Put your hand up to be accessible to journalists keen to flesh out more of a story. Tell the organisation you’re fine with them giving out your contact details. As a journalist, I’ve been annoyed at how many granting bodies issue a press release as a ‘tease’, and when I ask for contact details of recipients, they say they’re not allowed to pass them on. Why bother telling journalists who won? That’s a two-dimensional story.
Publicising your win is promoting a positive story about your organisation – third-party endorsement. And when you’re halfway and then finish your project, you can get another bite of the media cherry. Keep the community updated on your progress. Mainstream and social media will hopefully lap up your news. Be sure to keep screenshots and scans of any media mentions. You’ll need these for your acquittal report – that’s where you tell the granting body what you did with their money, the outcomes, challenges, and successes plus offer solid evidence.
Got the grant-writing bug?
If you find you’re really in your element writing – and securing – grants and want to make it a side gig, you’ll nurture into a full-time gig, go for it! You can find free taster courses – I’ve done ones that Arts OutWest and various state and federal governments have run. NonProfitReady.org runs a free grant writing course online. You can also try the North American GrantSpace, the Grant Training Center, or Class Central. Step it up a level by joining an association of grant writers down the track. They’ll be groups with names such as development, advancement, philanthropy, and giving.
Short of time?
Why not delegate the job to a grant writer with experience in your sector? Writers either charge an hourly or a project rate.
- According to the Payscale website, the average pay is $30.73, with experienced grant writers charging $66.50 per hour.
- Meanwhile, Salary Expert says the average rate is closer to $44 per hour.
- Anecdotally, I’ve seen job ads through agencies offering closer to the $80 p/h mark. It can vary.
You could try Upwork. Here’s the link to the best grant writers in Australia (you won’t find me in that list as I use that platform for other writing opportunities). Expect to have to pay a grant writer upfront to do all the work, not coax them along only with the offer of a cut of the grant money, if you’re successful in getting it.
When hiring a grant writer, their three top skills should be meeting deadlines, following instructions, and reading between the lines. That’s according to Nancy Burke Smith and Judy Tremore, who wrote Everything Grant Writing Book: Create the perfect proposal to raise the funds you need. It’s one of my go-to resources.
And if you don’t have a contract handy for hiring your writer, here’s one from the Media Entertainment and Arts Alliance (yes, I’m a FreelancePro member). It will guide you on setting your own to stay above board.
So, good luck with your venturing into grant writing. It’s rewarding on so many levels!
Useful links: For Australians
The Grants Hub – loads of great content and you can subscribe to their free Grant News & Free Grant Resources
Pro Bono Australia and their top 10 tips for grant writing
Grants in Australia: The secrets of success. An analysis of a national survey of Australian grant-seekers, August 2018
Smartygrants, a grants administration system, but it offers tools and resources
“As tempting as it sounds to use chunks you or someone else have written elsewhere, chances are it will stick out like a sore thumb.”