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Tips for Developing Proposals that Get Funded

The key to any grant-winning effort is to develop a superior proposal based on a great idea that fits the funding agencies aims. Understanding the type of people who will be reviewing your proposal and making their job as easy as possible makes the difference between a good proposal and one that gets funded. Here are some suggestions for improving your chances of winning an award.

  1. Identify your need or your project first and then identify the funding source.
  2. Follow the instructions carefully. Provide all the information asked for in the application instructions in the order requested. Make a list of everything you are going to need and the questions you need to answer. Identify the data you need, the supporting documents, resumes, and required forms, etc.
  3. Communicate clearly and concisely. State clearly and accurately what you will do, how you will do it and why it is important. Do not leave your reviewers guessing what you mean. Justify everything, including budget items, according to their importance to the project. Avoid jargon; no reviewer wants to take the time to use a dictionary to figure out what you are trying to say. Saying the same thing several different ways is also irritating to the reviewer, so avoid unnecessary repetition.
  4. Be familiar with the funding source and program officer. You have an increased chance of getting funded if you make contact with them before and during the proposal writing process. Find out which general trends and ideas are being funded during this process.
  5. What makes your project unique? Make certain your proposed project does not duplicate services existing elsewhere in your geographic area. Consider partnerships. Innovative projects that address unmet needs are highly regarded.
  6. Be organized. A detailed table of contents, informative abstract, and logically presented narrative that uses headings and strong topic sentences mean less work (less hunting) for reviewers.
  7. Format for readability and attractiveness. Do not right-justify; that makes it harder for a weary reviewer to read. Use headings, tables, charts and graphs, etc., to break up the narrative and to succinctly present information. Use headings and underlining to call attention to important headings or words. Leave a reasonable amount of white space on the pages. Pay close attention to any formatting requirements contained in the application. Do not single-space if it tells you to double-space.
  8. Early Preparation and Time Management. Get the program announcement early, and analyze it. Obtain copies of previous applications since many change minimally from one year to the next. Start work using the old application as a guide until the new version is available. Keep in mind that anything mailed from Washington (e.g. the new application) will take at least a week to get to Arizona, so the more you can do ahead of time, the better. Talk to program officers about expected changes between the old and the new applications and about questions you have. Obtain copies of highly rated, funded proposals. Develop a timetable for proposal development, review, and finalization to help you in managing the process and your time. Keep in mind that many funding agencies currently have or are developing electronic submission. Please allow extra time to submit these applications since the Internet can get bogged down and kick you off.
  9. Get feedback on your drafts from others. Preparation will be easier if you work with a team. The team may include colleagues, campus grants writers, Grants Manager, Grants Review Committee, Deans /or Department Chairs, Institutional Researchers, Accountant and support staff. Get feedback and suggestions from colleagues in your own or other institutions. Program Officers are frequently willing to read a short concept paper several months prior to the start of an application process and can provide valuable advice and feedback. Also, some programs have the option for preliminary proposals or letters. Take advantage of this, they can be very helpful.
  10. Cover all the bases. Make sure you provide everything the application has asked for and that you have anticipated and addressed any concerns that the reviewers may have. Remember that both your proposal and the reviewer are on the line.
  11. Proposal deadlines are absolute. If your proposal is late, it is dead! Read deadline and mailing or electronic submission information carefully. Does it say that it must be in the agencies mailroom by 5:00 Friday the 13th or does it say postmarked by that date? If it has to be at the agency by that time, do not count on 24-hour delivery getting it there on time. Allow a couple extra days for the mistakes that can and do happen. Get proposals postmarked at the Post Office, not your college mailroom. Do not give the mailroom responsibility for taking it to the Post Office, or giving it to Federal Express. It may not get there when it needs to. Do it yourself so you know it is safely on its way. And get proof of the date and time mailed. If possible, hand deliver to the awarding agency. Otherwise, it’s best to mail your package through a means that can be tracked.
  12. Learn from your experience and do not be afraid to reapply. If your proposal fails to be funded, request the reviewer comments, read them carefully, talk to the Program Officer and use this information to improve and resubmit your proposal. Many proposals are funded on the second or even third try. Many wonderful proposals may have been turned down for various reasons not related to the quality of the proposal, college or personnel. According to Dr. Robert Watson, Director of Undergraduate Science, Engineering, and Mathematics Education at the National Science Foundation, "Statistically, those who apply a second time do better." (Source: AACJC Times, Jan. 2, 1990)
  13. General rules of grants: Ask for only what you need, don’t rush the proposal writing process, get to the point of the proposal in the beginning ...not the end.