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GRANT WRITING 101:
A BEGINNER’S GUIDE TO FINDING AND WINNING GRANTS

By Linda Burke

 If your department is not among the thousands nationwide which supplement shrinking budgets with grant funds, there has never been a better time to jump into grant writing.

The federal budget for public safety grants to states, counties and municipal departments has increased by more than 500 percent over the past decade and there is no indication that these programs will see significant cuts any time soon. Homeland security offers many new possibilities for government grants and the response to the 9-11 terrorist attacks has meant increased foundation support for public safety.

A successful grant writer has many of the same skills as a successful police professional: tenacity, thoroughness, attention to detail, and creative thinking. 

“It really is not as difficult as one might presume,” said Capt. Robert Nash of the Metropolitan Nashville Police Department Strategic Development Division. 

“Writing a grant proposal isn’t brain surgery,” agreed Linda Procopio, Managing Partner of Procopio and Associates Fundraising of Shamokin, PA, whose firm is one of many which assist government agencies and nonprofit organizations in preparing grant proposals. 

But, for those who want to take a shot at it, Ms Procopio suggests, “You can download tutorials from the Internet should you feel you have the talent within your ranks to write your own competitive proposal.” One such tutorial, she said, can be found at  www.silcom.com/~paladin/promaster.html.

Many free grant writing workshops offer useful guidance for those who want to make a one-time effort to find funding for a favorite program, as well as those who see grant writing as a useful skill for their resumé.

“Departments serious about obtaining grant funding should train one or two officers in the art of grant writing or hire a civilian employee whose sole task is pursuing grants,” recommends Hines G. Smith, Chief of Police in Bellevue, Nebraska.

The Foundation Center, a nonprofit organization, maintains a grant library in each state and runs a variety of free educational programs which can help.

Plan a Winning Grant Proposal

You will begin the grant writing process in one of two ways: (1) you or your staff will have a great idea for a new program and you will try to find funding to pay for it, or (2) a grant notice will cross your desk and you will try to adapt an existing idea to fit the program.

The latter approach is generally less successful and can actually get you into trouble. Before you decide to apply for funding simply because it’s available, ask yourself a few questions: Do we really need the program which will be funded through this grant? And, most importantly, what is the likelihood that we will be obligated to continue the program after the grant has expired with already scarce funds?

Chief Smith of Bellevue takes the former approach. “Our agency pursues grants from a need basis,” he said. “We first examine what our needs are and then research for grants which fit that need.”

You must be able to document the need with statistics as well as interesting anecdotal evidence. Your proposal will be more competitive if you can show that your jurisdiction is needier than others; that the problem you’re seeking to solve is worse; or that your solution will work better.

With a good idea for a new program, the next step is to find funders which fit.

Find Grant Sources

There are three sources of funding for public safety programs.

• Federal grants through such agencies as the Office of Justice Programs;

• State grants, some of which are federal funds which flow to states; and

• Private grants, made by philanthropic foundations, corporations, or individuals.

The Internet offers a wealth of information about each of these sources. Arm yourself with knowledge of some grant making industry “code words” before you try to navigate the Internet.

Grant Making Code Words

Look for “discretionary” or “project” grants. These terms mean that the funding organization accepts proposals on a competitive basis. The opposite of a discretionary grant is a “formula grant,” which means that the agency, usually at the federal level, distributes funds to recipients – usually states – in accordance with a predetermined formula.

Check “applicant eligibility.” Some grant sources, for example, require “501(c)3” status, meaning applicants must be private nonprofit organizations (501 references the IRS tax code) and municipal and county agencies do not have this status. In that case, you may wish to identify a partner organization which is eligible to apply. 

Consider the “match” requirement, if any. The match is your agency’s share of the project costs, in the form of cash, “in-kind” services, or indirect costs, and funders will almost always give preference to projects which leverage a significant amount of other support. The funder will require evidence that the match is genuinely available. In-kind services, which can be your own staff time, and indirect costs, which can be a share of utilities to your office, must be reasonable and documented. The match must be for a component of the project which is eligible for grant funds. If the grant pays for construction only, for example, you generally cannot use design as the match.

When exploring foundation grants, watch out for phrases like “applications not accepted.” This means the foundation must invite you to apply and the process of getting yourself invited is a complex one.

Prohibition against “supplanting” existing funds is found more in public safety grant writing than in any other discipline. That means the department may not secure grant funds for a purpose for which department funds have already been appropriated and move the department funds to another program. For example, if a Missouri department appropriates funds for victims’ services contracts then applies to the State Services to Victims Fund, the grant funds must supplement, rather than replace, the local funds.

“As a general rule, grants which provide for additional personnel contain a ‘retention clause,’ ” added Chief Hines.  Departments must keep the positions funded after the grants have expired.

Where to Begin

Start by visiting your community development department or planning agency. These organizations may subscribe to one of the many funding guides and could loan you these notebooks full of grant sources. They will also have access to the demographic data which is often required in grant proposals – and staff experienced in grant writing.

All federal grants are compiled in the Catalogue of Federal Domestic Assistance, available on-line at www.cfda.gov. This site’s “Frequently Asked Questions,” sophisticated search capabilities, and grant writing guidance features are available at no charge.

While few states have a similar catalogue of state programs on their Web sites, most state sites are easily found – at www.state.XX.us, where XX is replaced by the two letter abbreviation for your state – and easily navigated. At the Massachusetts site, for example, click on “Cities and Towns,” then “Obtain a Grant or Funding,” and eight broad categories, including Public Safety, come up as options to pursue.

When searching the Internet for grants, be as specific as possible. The phrase “Ohio state grant public safety” on a popular search engine turned up nearly 200,000 entries, including such irrelevant Web sites as the text of Andrew Jackson’s 1832 State of the Nation address and the minutes of numerous Denver City Council meetings from 1996. A search on the same engine for “Ohio ‘state grant’ ‘public safety’ match police” resulted in 127 sites, including a comprehensive report by the Office of Criminal Justice Services which administers criminal justice grant programs in Ohio.

Searching for foundation grants is often a greater challenge, but can be more rewarding. “Innovative new projects which could serve as ‘pilot programs’ or would be widely replicable in other cities are very strong candidates for foundation grant funding,” said Linda Procopio of Procopio and Associates.

Start with your regional foundation library where you can access information and talk with other grant seekers. The Foundation Center, a nonprofit organization, offers unlimited public access to foundation grant seeking tools through Cooperating Collections in each state – for example, at Michigan State University, which offers free workshops on grant writing and grant seeking. Find your state’s Cooperating Collections at www.fdncenter.org.

The Foundation Center also offers an on-line database on a subscription basis or visit the Philanthropy News Digest site for free announcements of Requests for Proposals (RFPs) by topic.

Think in broad service categories – for example, public safety grants are available from the Federal departments of Health and Human Services and Housing and Urban Development, as well as the Department of Justice.

Write and Package the Proposal

So, you’ve got a great idea and a potential funder... now what?

The cardinal rule of grant writing is to read the RFP, reread it, and reread it again. Understand every detail. The most common error made by grant writing neophytes is belief that the page limit, deadline, number of copies, and list of required attachments are flexible. They are not.  These requirements assure that proposals can be evaluated and compared fairly – however unfair they may seem if your photocopy machine dies or you’re stuck in traffic while the deadline ticks past.

“In my opinion, the most important step in writing a successful grant proposal is to carefully follow the directions of the grant solicitation and fulfilling the requirements outlined in it,” said Capt. Nash of Metropolitan Nashville. “Most grants clearly state what they require.”

If the funder offers a workshop, attend it, and make sure the sponsors know you are in attendance by asking questions. Contact grant program managers by phone or E-mail whenever you have a question. Ask to look at successful proposals. Many programs impose a “code of silence” within a certain period before the grant deadline, when staff may not discuss your proposal with you, and that some staff are less willing than others to assist applicants. Others, however, will appreciate your efforts to get it right.

The RFP will detail the order of items to be included in the proposal. Do not stray from this outline; many a great proposal has been denied because the funder could not find necessary information where it was supposed to be. 

If the format and page limit allow, include a cover letter which summarizes the proposal and describes its presentation. Typically, that cover letter is signed by the chief elected official of the organization for which you are developing the grant proposal. Make sure the chain of command knows about the proposal and is not surprised if you need a signature at the last minute. 

You will unearth some seemingly minor details which may be important. If the funder specifies that the proposal be submitted in a three-ring binder, do not use another binding type. If glossy photos are mentioned, do not submit slides. Ensure that you understand the delivery method – some funders require delivery to an off-site mailroom; others do not accept USPS deliveries due to the threat of anthrax.

Creative writing is permitted, if you are good at it. Try combining statistical information with anecdotes about the need for the project or the expected results, to make your proposal memorable and interesting. 

While you may fancy yourself to be Joseph Wambaugh, bear in mind that the most important writing may be done by others: Letters of support often make the difference between funding and not. Some keys to getting and using effective letters:

• Solicit your letters early. Provide potential letter writers with a brief description of your proposal and the point you would like them to make. Include contact information for the person to whom the letter will be addressed – although the original will be delivered to you in time for inclusion in your proposal. Make that clear and follow up with the letter writers to make sure their letters will be done in time;

• If the letter writers want you to draft their letters, make sure to include information about each letter writer’s organization;

• Solicit a letter from the highest ranking local overseer of the funding agency you can find – for example, ask your congressman or senator for a letter if you are applying for federal funds; and

• Solicit letters from “grassroots” groups representing individuals who will benefit from your program. For example, if a neighborhood is targeted, get a letter from a residents’ or merchants’ group; if the program involves students in your schools, contact the PTA, principal, student groups, and others.

Letters of support should not be confused with letters of commitment which must state definitively that an in-kind service or cash contribution will be made.

Neatness Counts!

Spelling, neatness, and grammar all count. If your writing skills are deficient, get help from a colleague.

Fancy formatting can detract from your proposal unless it is done in a manner which makes the proposal easier to review. Here again, get help if you need it. Generally, unusual typefaces, excessive use of bold or italics type, or “WordArt” look foolish unless you’re a graphics pro.

Each page should include a header and footer which show the funder and grant program, your agency’s name, the date, and the page number.  Many RFPs specify the type and margin size.

Charts and photographs can support your grant case just like any other case. As in court, make sure that these graphic elements help prove your point, not refute it.

If you have the capability and the RFP allows, an attractive cover can showcase some of this graphic material. The cover should include your agency’s name, the funder, the program to which you are applying, the name of your project, and the date of submittal.

Finally, ask an honest friend or colleague to review the document. Leave ample time for this review, for getting any superiors’ signatures you may need, and for putting the copies together and getting the proposal delivered.

What Next?

Grant writing demands thick skin. In putting the proposal together, you have gotten quite a few people personally involved, you’ve gotten your commanding officers or elected officials expecting success, you may have been interviewed by the local media – and you put in some extra hours getting it done. And yet, on average, no more than ten percent of grant proposals are funded.

If you happen to be in that lucky ten percent, don’t feel bad if you’re among the last to know – notification will go to whomever signed the proposal or the cover letter. When you do get the good news, here are some steps to take to simplify grant administration:

• Make sure all the government and agency financial staff know that the grant has been received and has special requirements. Get copies of all grant documentation, including the original proposal, to whomever is responsible for your agency’s audits;

• Provide your elected officials with sufficient information about the program so they can make a public announcement. If you plan a media event, invite everyone who provided a letter of support;

• If you are responsible for overseeing the project, put together a system for tracking adherence to budget and schedule; and

• Understand when reports and products are due and who will complete them.

Remember that your successful completion of this grant funded program may be the best assurance that you will receive additional grant funding in the future. If you use the grant money to do what you planned; finish on time; submit all the required reports; and, generally, your project reflects your original proposal, build on your success! Funders are like anyone else – they like a winner.

About the Author:  Linda Burke has ten years experience writing and managing grants for government agencies and has secured nearly $10 million for clients in the past five years.

Useful Web Sites

  1.    www.cfda.gov

The Catalogue of Federal Domestic Assistance is acknowledged as “the bible” of Federal funding sources. Public safety and protection grants are grouped together under the category of “law, justice and legal services.” In hundreds of entries, this database outlines literally billions of dollars worth of grant funds available to municipal departments, community programs, and others. 

2.    www.cfda.gov/public/cat-writing.htm

In addition, the CFDA offers an excellent description of the process used to develop a winning proposal.

3.    www.epa.gov/seahome/grants.html

The Federal Environmental Protection Agency, in conjunction with Purdue University, developed a grant writing tutorial which offers useful suggestions and real-life examples for all types of grants. 

4.    www.ojp.usdoj.gov/resguide/

The Office of Justice Programs offers a valuable on-line resource guide which explains all available funding and describes the agency’s attitude towards municipal and county departments: “A central idea governing OJP programs is that, simply put, local communities are best able to solve local problems. OJP focuses its resources on supporting local innovation, sharing information and replicating promising programs, and conducting research and evaluation to help gain a clearer picture about what works in strengthening communities.”

5.    www.samhsa.gov/grants/grants.html

The Substance Abuse and Mental Health Services Administration, an agency of the US Department of Health and Human Services, is the Federal agency charged with improving the quality and availability of prevention, treatment, and rehabilitative services in order to reduce illness, death, disability, and cost to society resulting from substance abuse and mental illnesses.

6. www.liscnet.org/whatwedo/programs/csi/MetLifeAwards.shtml

The MetLife Foundation and the Local Initiatives Support Corporation (LISC) have partnered to recognize, sustain and share the work of innovative partnerships between community groups and police to promote neighborhood safety and revitalization. Through this awards program, MetLife Foundation and LISC will identify and honor partnerships which can exhibit tangible accomplishments in their efforts to advance the process, outcome, and/or evaluation of potent police-community collaborations.

Search the Internet for the phrase “public safety grants” and the name of your state, all without punctuation. You’re likely to turn up several dozen sites worth looking at – from local foundations and union organizations to programs specific to your state.

TEA-21, the Federal transportation bond, includes nine programs for highway safety. The Governors Highway Safety Association offers a handy outline of the programs at http://www.ghsa.org/html/state_info/info_by_state/infoindex.html