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Grants for Non-profits
A Guide to Getting Grants For Nonprofit Organizations
Table of Contents
| Resources about Grant Makers |
The Stark County District Library has a large collection of books that will help nonprofit organizations seeking grants. The library is a member of the Foundation Center national network of grant resource centers. Library staff with special training will provide assistance in using the grants materials. Classes about how to obtain grants are offered several times a year.
Getting a grant can be divided into four parts: Preparation, finding a funder, writing the grant request, and follow up actions. The best way to start is to develop a well thought-out program to be funded. A good plan for the use of the grant is the most important factor in getting a grant.
Grant makers can be found through specialized books at the library. Experts suggest also calling a potential funder after doing research to ask questions you have, to gather additional information, and to briefly introduce your grant program. You may not be able to find a phone number for smaller foundations, so you may have to write. A funding source could have a grant request form, guidelines (rules) about its grant making process, or an annual report. Funding organizations, like individuals, have different ways of doing things.
The library has a number of valuable resources which will assist you. There are books which: outline the grants process, indicate where to seek grants for various purposes, describe grant sources, and tell you how to write a grant request. Many of these books are listed on the last two pages of this online guide. Some books have examples of grant requests. In this guide are work sheets to help you identify an appropriate funder and write a successful grant request. A grant is money that does not have to be paid back.
There is a database, called Foundation Directory Online, from the Foundation Center which allows computer searching for sources of grants. Directories of Internet sites about grants are also available. Only the larger foundations have websites.
Your request for a grant, called a proposal, can follow the standard eight section format shown in this guide. Your grant proposal should then be tailored to the specific funding source and its unique interests and procedures. Government grants often require the use of special forms.
To flood the mail with your proposal is not a good idea. Grant makers do not like this "shotgun method." Ask one grant source at a time. If you need more than one grant because the project is very expensive, or if you must contact several funders simultaneously, be sure to let each potential funder know what others you are also approaching.
You ought to follow up about two weeks after mailing the proposal, not expecting a decision, but to see if there are any questions about your proposal and to request an appointment to discuss it. The grant might not be received for several months.
Reading a book about grants will greatly improve your chances of success. This short website guide is intended to cover only the basics. Take the time in your grant work to do things well. On the next page is a checklist of what to do from start to finish.
GRANT CHECKLIST
Preparation
_____ Develop a well thought-out program to be funded.
_____ Get agreement to the program from relevant staff and administrators.
_____ Determine who will work on the grant and assign responsibilities.
_____ Study the fundamentals of how to get a grant.
Finding a Funder
_____ Visit the library to become familiar with the grants collection. Ask a librarian to help you find what you need.
_____ Examine the research resources which show funders. Start with geographic and subject indexes, looking under several of the subject index terms.
_____ Focus first on local funding sources.
_____ Complete the funder identification work sheet to evaluate the potential funders by subject interests, geographic focus, size of grants, and types of support.
_____ Decide whether to seek foundation, corporate, or government funding.
_____ Choose a few likely funding sources based on the pattern of their past giving, and identify the best possibility.
_____ Contact the funder after your basic research to learn more about the funder.
_____ Know what specific information the funder wants you to send.
_____ Be aware of any proposal submission deadlines and final decision dates.
Writing the Grant Proposal
_____ Review and follow all the instructions of the funder.
_____ Think about how long your proposal should be and the format for it.
_____ Use the grant proposal work sheet to write a first draft, then elaborate in detail.
_____ Double-check the math in your budget.
_____ Edit the proposal and have someone inside and outside your organization do proofreading.
_____ Secure the signature of your C.E.O. or the president of your board on the letter proposal, or on the cover letter for the document proposal, and send the proposal.
Follow Up Actions
_____ Follow up with the funding source about two weeks after mailing the proposal to see if they have any questions and to request an appointment.
_____ Find out why, if your grant proposal is rejected by a funder. Select the next funding source to approach.
_____ Make sure when you get a grant that you understand what the funder expects from you.
_____ Put on your calendar anything you must do to follow up.
_____ Establish financial and other record keeping systems.
_____ Send a thank you letter to the funder.
_____ Report to the funder on what the grant achieved.
STEP BY STEP APPROACH TO FINDING A FUNDING SOURCE
Almost all grants are made by three types of funders: Foundations, corporations, and government. You should consider all three in looking for a grant.
Foundations exist to make grants to nonprofit organizations. Foundations vary greatly in size and in what they want to fund. Currently there are over 70,000 foundations. They award a total of over $30 billion in grants per year. Normally foundations do not make grants to individuals.
Corporations are a source of funding, though not all businesses have giving programs. Contact companies that are local, that your nonprofit does business with, that are in a business related to what your organization does, or that are in corporate grants reference books. Ask who is in charge of charitable giving, whether they would consider your proposal, and how their giving program works.
Government grants are made by federal, state, and local governments. With the government, your grant request must fit into one of their existing programs. Since the government is involved in many areas, there may be a grant program relevant to your organization. In looking for a federal grant, examine the Catalog of Federal Domestic Assistance which lists federal programs. Each program entry in the Catalog shows what the program is about, who is eligible, and an information contact who is knowledgeable and has application materials. For state and local government funding, there is no resource that has a complete list of grants. Instead, call or write appropriate government departments or your elected representatives to inquire about what is available. Government grants may be long-term and large in amount; however, the grant process can be bureaucratic and competitive. Always follow the grant instructions completely.
In choosing a funder, look for the pattern of their giving. Ask these four key questions. Has this funder made any grants in the past for my subject area, any in my geographic locality, any in the amount I need, and any for the type of support I want? Some examples of types of support are capital expenses, operating funds, or start-up money. If the answers to the four questions above are all yes, then it is worthwhile to contact that funder about your project. The past giving pattern indicates whom they might give to in the future.
Research in the resources listed on the last page of this guide will tell you the answers to the above questions. In doing research you can learn about the funder's interests and procedures, including deadlines. (Some funders may not be able to provide a grant as soon as you need it.) Make a list of a few possible funding sources as you study the grant books so that you won't have to repeat the process if the first source does not provide a grant. Save the list for future use in seeking other related grants. Research materials may show that certain funders only give to pre-selected organizations, or do not accept applications. Those funders will not consider your grant proposal.
The books about funders have indexes which list funders by location and by subjects funded. Think about the large foundations in your county, evaluating them as potential grant sources. Your nonprofit is much more likely to obtain a grant from a local funder because they are more interested in your community. The subject indexes, which indicate who makes grants for projects like yours, can also be used to find a suitable funding source.
Most grants are for new or expanded programs. Grant makers do not want to fund the same organization or program year after year, though some government grants may continue indefinitely.
Individual donors provide substantial contributions to nonprofit groups. If you would like to explore that option, the library has books on direct mail fund raising, annual campaigns, planned giving, fund-raising events, and other methods to bring in personal donations.
FUNDER IDENTIFICATION WORK SHEET
(Make as many copies as necessary, using one per funder.
Be sure to record the dates and contents of contacts with funders.)
Funder name:
Address:
Phone number:
Contact person and title:
Sources and dates of this information:
Annual giving total and average grant size:
Does this grant source have subject interests that match ours?
Do they give in our geographic area?
Do they give in the amount we need?
Do they give for the type of support we need?
What are the limitations on their giving?
Does the funder have any deadlines?
Does the funder publish an annual report, giving guidelines, or an application form?
Which type of initial approach and grant proposal does the funder prefer?
What information does the funder request in a proposal?
Are there any special considerations about this funder of which we should be aware?
What contact have we had in the past with this funder?
On a one to ten scale (with ten as the best) how does this funder rate as a grant prospect?
What questions do we have for the funder?
| FOUNDATION NAME: | CITY: | GRANTS YEARLY: |
| Timken Foundation | Canton | $ 7,112,566 |
| Stark Community Foundation | Canton | 5,682,172 |
| Sisters of Charity Foundation | Canton | 2,818,185 |
| Hoover Foundation | North Canton | 2,809,950 |
| Paul and Carol David Foundation | North Canton | 1,535,633 |
| George H. Deuble Foundation | North Canton | 1,321,357 |
| Herbert W. Hoover Foundation | Canton | 916,307 |
| Olive Branch Foundation | Canton | 730,489 |
| Aultman Health Foundation | Canton | 663,355 |
| Frank Mangano Foundation | Alliance | 619,200 |
| Austin-Bailey Health and Wellness Foundation | Canton | 344,480 |
| W. Henry Hoover Trust Fund | Canton | 280,000 |
| Edward and Ruth Wilkof Foundation | Canton | 190,900 |
| Abner Yoder Charitable Foundation | Canton | 182,025 |
| Community Health Foundation | Massillon | 168,900 |
| Ada and Helen Rank Charitable Trust | Canton | 163,247 |
| Ervin and Marie Wilkof Foundation | Canton | 160,850 |
| Christ Foundation | Hartville | 154,295 |
| Timken Company Charitable Trust | Canton | 143,000 |
| Albert and Edith Flowers Foundation | Canton | 123,900 |
| Windows of Heaven Foundation | Canton | 109,650 |
(There are many smaller local foundations.)
HOW TO WRITE A GRANT PROPOSAL
There are eight sections in a grant request, as shown below. You could write the proposal as a two or three page standard business letter. When a letter is requested by the funder, use the first seven sections. Also, check to see what appendix material is required. The alternative to a letter is a longer document of eight sections with a cover letter and title page. Use the document format when the style is not specified by the funder, or when a "proposal" is requested. If single-spaced, the proposal document ought to be about three to ten pages, not counting the appendix. Write as much as necessary to present your ideas completely. Large grant amounts require the longest proposals. For general financial support, rather than money for a specific project, use the eight steps to describe your overall organization and its needs, goals, plans, etc. Some funding sources will provide directions for writing the proposal.
SUMMARY: This section should briefly explain your request for the grant, highlight the most significant aspects of your proposal, and give the reasons why it should be funded. The summary is the most important part of the proposal. If the summary is not well liked, nothing else may be read.
OUR ORGANIZATION: Here you describe your organization. You might tell about your mission, services, the group you help, your accomplishments, and staff qualifications. In this section build the reader's confidence in your organization by emphasizing your strengths and abilities.
NEED: Explain the need or problem to be addressed by the grant. What people have this need, and how does the need affect them? Show that a significant need does exist.
GOALS AND BENEFITS: State what goals you will achieve using the grant. Be specific and limited to results you can actually accomplish. The goals usually ought to be measurable, with numerical outcomes given. How many persons will the grant benefit? Identify the locations involved. Also, in this part focus on the ultimate benefits desired. The benefits are the consequences for the people you assist from reaching the goals. The benefits are why the proposal should be funded.
PLAN: Indicate in detail how you will attain the goals and benefits. This key part is the plan of action to deal with the need. A time frame should be given. Tell why this plan will work.
EVALUATION: The evaluation process to measure success in achieving the stated goals and benefits is described here. Gather data to define the starting point. Then you can make measurements to determine the progress. Tests, questionnaires, charts, or studies could be used.
COST: Include a few paragraphs of explanation for the expenses. Especially explain those expenses which might be questioned. Add a line item budget also, as shown on the next page. Show how the costs were calculated. Use precise figures, not guesses. That will help you in planning and impress the potential grant maker. Don't include "miscellaneous" or other vague categories. Indicate any expected sources of income for the project, including other grants and your contributions (if there are some). Also, in this section tell how you will continue the grant program after this grant is spent. Funders will definitely want to know that.
APPENDIX: You normally include in an appendix: verification of your 501(c)(3) tax-exempt status, the names of your board of trustees, your audited financial statements, and a summary of your organization's current yearly budget. Find out what a specific funder wants, because funders differ a little in what they want to see. To strengthen the request you could add documents, resumes of relevant staff, materials about your organization, or letters of support from community leaders. Add information you think will improve your case for a grant. Include a list of the appendix contents in front of the appendix.
As you proceed, try to anticipate the questions and objections a funder might have, and write your answers into the proposal. Have someone inside and outside your nonprofit proofread the document. Double-check your math. All proposals should be signed by your organization's chief executive officer or the president of your board of trustees.
You may be asked to have an interview about your grant, or to sign an agreement about the use of the funds. When you get a grant, make a list of what you need to do to follow up with the funder. If your grant request is turned down, find out why. Perhaps there are changes which will make it successful with other funding sources.
The books by Frost, Guyer, and Kalish, shown on the next to last page of this guide, have examples of completed grant proposals. Seeing proposal examples can assist you.
GRANT BUDGET EXAMPLE
| Expenses: | Requested: | Our Contribution or Other Sources: | ||
| Salaries and wages: | Project director (20 hours per week), 1 yr. | $19,760 | ||
| Benefits and taxes: | Health insurance, retirement, Soc. Sec., etc., 1 yr. | $ 3,720 | ||
| Consultants and outside services: | Dr. Karen Jones, consultant | $ 931 | ||
| Office expenses: | Floor space, 7% of our building, 144 sq. ft., 1 yr. | $1,296 | ||
| Utilities, 7% of yearly total | $ 312 | |||
| Insurance, 7% of yearly total | $ 78 | |||
| Maintenance, 7% of yearly total | $ 416 | |||
|
Desk, three chairs, two file cabinets (from our existing supply, current value shown) |
$ 650 | |||
| Telephone at $20 x 12 mts. | $ 240 | |||
| Equipment: | Computer and printer purchase | $1,857 | ||
| Supplies: | Office supplies per yr. (project share) | $ 120 | ||
| Photocopying per yr. (project share) | $ 190 | |||
| Travel: | Staff auto at .30 per mile x 800 miles x 12 mts. | $ 2,880 | ||
| Other costs: | Conference: professional association meeting | $ 475 | ||
| Postage per yr. | $ 360 | |||
| Total | $29,983 | $ 3,302 |
GRANT PROPOSAL WORK SHEET
To begin writing a grant proposal, answer the questions below. These are questions a funder would ask. The answers become the first draft of your request for a grant. Add any other information that is significant. Even in a short proposal, you ought to write two or three paragraphs for each of the first seven sections. Then, edit the proposal to make it read smoothly and clearly.
SUMMARY: What is your organization requesting a grant to do?
What is the need?
Who will benefit from this grant and how?
How much is the grant request?
OUR ORGANIZATION: What are the mission and activities of your organization?
How would you describe your organization?
What should the funder know which will build confidence about your nonprofit?
What are some organizational accomplishments?
What are the qualifications of the staff who will manage the grant program?
NEED: What is the need the grant will address?
Who has the need?
How bad is the situation?
What are the consequences of the unmet need?
What evidence proves this need exists?
GOALS AND BENEFITS: Would you state grant goals that are measurable and numerical?
What ultimate benefits will occur because the goals were reached?
How many people will the grant benefit?
Where are the locations which will be affected by the grant?
PLAN: How exactly will you achieve the goals and benefits?
What is the time frame, who will do what and when?
What staffing and major purchases are necessary to reach the goals and benefits?
Why will the plan be effective?
Why will the plan be efficient?
How will you provide recognition of the grant maker?
EVALUATION: How will you determine the degree of success in attaining the goals and benefits?
Who is going to measure what; how and when will that be measured?
In what ways can your results be measured numerically?
COST: What expenditures are necessary to carry out the plan?
Have you written an explanation of the expenses, and also added a budget like the budget example?
What is your organization contributing to pay for the plan?
What are the projected sources of income, including other grants, for the grant project?
How will you continue the benefits the grant achieves after the grant funds run out?
APPENDIX: Have you included the appropriate items from the description of the appendix?
BIBLIOGRAPHY OF GRANT INFORMATION
These books are all located in the grants section of the main library:
Foundation Center. Guide to U.S. Foundations (001.44 GUI)
Foundation Center. National Guide to Funding in Religion (361.7632 NAT)
Geever, Jane C and Patricia McNeil. The Foundation Center's Guide to Proposal Writing (658.1522 GEE)
Grasty, William K. and Kenneth G. Shienkopf. Successful Fundraising: A Handbook of Proven Strategies and Techniques (361.73 GRA)
Guyer, Mark. A Concise Guide to Getting Grants for Nonprofit Organizations (658.1522 GUY)
Hummel, Joan M. Starting and Running a Nonprofit Organization (658.048 HUM)
Foundation Center. Foundation Fundamentals (361.7632 FOU)
Kalish, Susan Ezell, et. al. The Proposal Writer's Swipe File (001.44 PRO)
Kiritz, Norton J. Program Planning and Proposal Writing (001.44 KIR)
Kiritz, Norton J. Proposal Checklist and Evaluation Form (in pamphlet file)
Klein, Kim. Fundraising for Social Change (361.70681 KLE)
Lefferts, Robert. The Basic Handbook of Grants Management (001.44 LEF)
New, Cheryl Carter and Quick, James Aaron Quick. Grant Seeker's Toolkit (658.1522 NEW)
Ohio Association of Nonprofit Organizations. Guide to Ohio Grantmakers (361.7097 GUI)
Seltzer, Michael. Securing Your Organization's Future (658.1522 SEL)
Sheldon, K. Scott. Successful Corporate Fund Raising (658.1522 SHE)
Taft Group. Foundation Reporter (361.7632 FOU)
Taft Group. Fund Raiser's Guide to Religious Philanthropy (361.75 FUN)
RESOURCES ABOUT GRANT MAKERS
Use the indexes in the books listed here to find grant makers. Start by looking for local grant makers. Also look in the subject indexes under relevant subjects. The more subject terms you check, the more information you will find. The materials below are in the grants section of the main library. In addition, bigger foundations may have web sites which describe their grant making.
FOUNDATION DIRECTORY Larger foundations and their giving patterns are profiled enabling you to find a foundation compatible with your grant need. This and the next book cover 95% of all foundation giving, so begin with these. (061 FOU)
FOUNDATION DIRECTORY PART 2 Medium size foundations are described using the same format as the book above. (061 FOU)
990-PF A foundation's federal tax return, called a 990-PF, shows contact information, basic guidelines, all grants made, to whom, and grant amounts. These tax returns are available online at www.guidestar.org and some local foundation returns are in the library's grants pamphlet file.
CHARITABLE FOUNDATIONS DIRECTORY OF OHIO Prepared in 2001 by the Ohio Attorney General's office, this resource is a complete list of Ohio foundations. The data supplied is brief. There is a useful list of sites by county. (360 CHA)
NATIONAL DIRECTORY OF CORPORATE GIVING Over 2,000 major corporations and their giving policies are discussed in this reference directory. (361.765 NAT)
CATALOG OF FEDERAL DOMESTIC ASSISTANCE The Catalog is a listing of federal government assistance programs, including grant opportunities. (338.973 CAT) The Catalog is updated regularly by the Federal Register. See www.cfda.gov and www.gpoaccess.gov/fr for online information.
- While in the grants section of the library, examine the Grantsmanship Center Magazine. You may want to order this instructive free magazine.
- The library has books about many fund-raising methods. Every nonprofit should consider using the following productive ways of raising money from individual donors:
| Planned Giving | Annual Campaigns |
| Major Gifts | Capital Campaigns |
| Special Events | Friends Groups |
| Direct Mail | Telephone Fund-Raising |
| Internet Sites | Sales of Products or Services |