Writing grants can be a useful way to raise money, especially for larger projects. However, don’t rely solely on grant writing for all of your funding, especially because grant makers like to support projects that other people are also supporting. It is a good idea to seek money and goods from friends, business connections, and other individuals who are connected to your work.
Writing grants requires talking with funders. The more direct contact you make and the better your relationship with a funder, the better your chances are for getting money. Just as in asking for gifts or donations of goods or labor, personal connections and relationships help. Don’t worry if you don’t have relationships with funders now: you will develop many after you begin the grant-writing process.
Grant writing is time consuming and not an easy or fast way to get money. You must invest time in building relationships with funders and gaining experience in writing proposals. Be prepared to put in your hours. And be prepared to write and rewrite your proposal several times. After you’ve completed one grant application, the others are easier.
Not every grant is funded. You will almost certainly have proposals rejected. Don’t take it personally, and don’t let it slow you down. If your proposal is not funded, ask your foundation contacts why and inquire if they have other suggestions of where else you might apply.
Following is an outline of the grant-writing process, some tips, and a copy of a grant application, complete with suggestions to guide you through filling it out.
Describing Your Project And Educating Funders About Your Project
One of the most important parts of grant writing is talking to funders and describing your project concisely and easily. This is just as important as writing a good proposal.
Before you begin, you should compose a clear and concise description of your project and the amount of money you are seeking. You will need this when you are talking to and writing to funders.
Develop, and practice saying, a 60-second statement that describes your project. In addition, write a 100- to 150-word written description. You only want to hit the highlights, not tell the whole story. It shouldn’t be a memorized speech, or even the same each time, but should flow easily and quickly. When you phone a funder or send an e-mail, you won’t have a lot of time to get your idea across. Most foundations are understaffed, and many are family run. They get lots of calls, e-mails, and letters requesting funding. It is important to make your points in a brief and friendly way. You have to make a quick impression.
Because funders receive many grant applications, your project will stand out if they have heard of it or talked to you before they read the proposal. Each call, letter, or e-mail helps to develop a relationship between you and the funder. Most funders know each other, so, if they cannot fund a project, they may send you to someone else. Remember that funders will be more likely to fund projects that are familiar to them or relate to their personal or professional lives.
Identifying Funders
Writing grants is time consuming, so limit your applications to funders who might actually give you money. Don’t waste your time writing a grant proposal if there is only a slim chance you will get it. It is well worth your efforts to identify funders that are likely to be receptive to your proposal.
Make a list of connections you or your project might already share with prospective funders. Consider location, broad content areas addressed by your work, affiliations, friends, gender, age, and so on. It always helps if you can find some sort of connection.
Identify potential funders through recommendations from friends, arts commissions, or foundation directories such as the Pacific Northwest Grant Makers, Forum Directory or the Foundation Center Directory. Cross-reference the information as many ways as possible. For example, reference the listings by region, subject matter, age, gender, arts, environment, education, health, etc.
Make a list of any and all funders that seem likely to fund your project. The list should be long and varied. If possible, do this on a computer so you can add notes as you go. If you don’t have a computer, use index (recipe) cards. The goal of this process is to start with many possible funders and narrow it down to a few.
Look up the funders’ profiles in foundation directories. Each foundation and corporation has its own mission statement and funding guidelines; make sure your proposal fits these guidelines. The profiles will list any limitations, such as geographic location, content area, economic limits, size of project, etc. If your project doesn’t meet the criteria, cross the foundation off your list. (You can keep it in mind for another project or pass it on to a friend.) Now you have a shorter list.
Call or e-mail those on this list to ask for funding guidelines and an annual report. When you call or e-mail, use the short and clear description of your project. State your name, address, and phone number clearly. If you don’t hear from them within a week, call back. You are beginning to educate funders about your project and establish a relationship.
Once you have received the guidelines and reports, read them carefully. The annual report will list projects previously funded. These will give you a sense of how and if your project fits their mission. If you know anybody they have funded, call and discuss your project. Ask if they think you have a chance. If you have questions, call the funders. Take the opportunity to give a short statement about your project. Then ask your questions. Write down what the funders say. Listen to their advice about funding. Don’t ask things that are already explained in the guidelines or reports. You want to develop a relationship but not waste their time. If your project doesn’t match the guidelines for any reason (cost, time, content, medium, etc.), simply cross it off the list. Don’t try to talk funders into funding you—just move on. Sometimes they will say that all of their money for this year is gone but will suggest that you reapply next year. Be sure to make a note of this for next year! At this point you should have a list of eight to 10 foundations that may be a match for your project.
Now, reread the guidelines. Call each foundation on your list and ask to speak to a grants specialist. Give your name and (again) briefly tell them about your project. Ask if you can discuss it to make sure it meets their guidelines. Tell them you have read the guidelines and the annual report. Be brief. Some grants specialists are more open than others; you might even have a chance to describe different aspects of your project. This conversation will help you determine if it is worth your while to write the proposal or suggest ways to slant your proposal to make it fit the funder’s interests. For example, you might find that a funder doesn’t pay for exhibits, but may fund a research portion of your project. If it doesn’t seem like a match, ask the grants specialist for recommendations of where to go next. Funders usually know and talk to each other.
Based on these conversations, choose three to five funders that will be your prime targets. You will by now know quite a bit about each funder and will likely have established a relationship with them. You should be reasonably sure that your proposal will be in the running for funding. When you begin writing, you will be better able to tweak the proposal to meet each funder’s guidelines and mission.
Filling Out The Grant Application Form
- Each grant application is different, but they all have the same basic elements. Follow the directions for each grant.
- Before you begin, make a clean copy of the application form so you have one to write on and one for the final copy.
- Read the application carefully. Make notes about any questions or requirements that are unclear. Call the grants specialist at the foundation and ask for clarification. Again, when you talk to them introduce yourself and give a very brief description of your project.
- Follow the directions carefully. If the directions say they want only four pages, don’t write six. If they ask for slides, don’t send prints. If something seems silly, unclear, or unreasonable, call and ask about it. Don’t skip things or change the order without asking.
- Many proposals are thrown out because the applicants didn’t follow the directions. You want to make it as easy as possible for the funders to read your proposal, and following the foundation’s format helps
Judy de Barros
This series features selected articles from Shooting From The Heart: Photography That Makes A Difference, our highly regarded handbook for photographers developing documentary projects. If you can’t wait for the full series to be published, feel free to download a free PDF version of Shooting From The Heart and have a copy to keep as your own!
