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Grant Writing Resource Guide 

Step 1: Write Your Needs/Problem Statement 

Develop the who, what, when, where, and why?

 

Context: Establish a context for your audience

  • Define the status quo - What’s happening now? (Data is very helpful here)

 

Problem: Define the problem within the context

  • Demonstrate a need to reveal an inadequacy

  • Answer the questions: “So What?” and “Why Now?”

  • Help the funder recognize how their own priority areas/concerns will be addressed (cost-benefit, consequences, etc.)

 

Solution: Propose a solution to this problem

  • WHO will be served by this program?

  • WHAT do you hope to accomplish?

  • WHEN and WHERE will you serve them?

  • WHY this intervention?

Step 2: Define Your Goals & Objectives 

 

Goals: Describe what you wish to accomplish. They are broad, general, intangible, and abstract and link back to your need statement.

  • Use words such as create, decrease, deliver, develop, establish, improve, increase, produce, and provide

 

Objectives: Concrete targets that measure your progress toward achieving a goal and should be SMART.

SPECIFIC: What specifically do you want to do?

MEASURABLE: How will you track the progress and measure the outcomes?

ATTAINABLE: Is the goal reasonable enough to be accomplished?

RELEVANT/REALISTIC: Is the goal realistic based on your capacity and skills?

TIME BASED: When do you want to accomplish it? Is the timing right?

Activities: Specific steps to be taken to achieve your goals and objectives - by whom by when and at what cost.​

  • Who is your project leadership/personnel?

  • What policies/procedures will you use for intake/eligibility, screening/assessment, services, case management, information-sharing, etc?

  • What training or technical assistance will be needed?

  • What partnerships or referrals will be used?

  • How will you receive input/feedback from youth and families

Step 3: Identify Your Outcomes & Impacts

​

Outcomes: Describe short-term changes (1-5 years) that occur as a result of the program, generally measuring effects on participants on an individual or group level. They must be well-defined, observable or measurable, and logically connected to the goals and objectives.

​

Outcome Indicators: refer to the specific measurement that will be used to quantify each targeted outcome. ​

    • Beliefs: Did the program change the values participants hold?

    • Behaviors: Did the program change the way participants act towards others or help them develop new skills?

    • Attitudes: Did the program change the way participants think or feel?

    • Knowledge: What new information did participants learn?

​

Impacts: Describe broader, long-term changes (7-10 years) that occur within the community, organization, society, or environment as a result of your program outcomes.

Outcome

Ex. 90% of mentoring pairs will report a positive mentoring experience

Indicator (as measured by...)

Weekly attendance, participant satisfaction surveys, supervision meetings

Impact

Increased positive relationship skills

Step 4: Build a Logic Model 

Step 5: Measure Success Through Evaluation

 

Can you prove that your program has impacted public safety, mental health, substance use, school engagement, and child/family well-being? Data collection and evaluation allows you to justify why your program should be sustained, expanded, replicated or discontinued.

 

Outcome evaluation: Assesses the effectiveness of the program in achieving desired results.

 

Process evaluation: Describes how the program’s activities, policies, and procedures are implemented.

Data Collection

Data collection is the process of tracking the indicators and will differ based on program goals and type of evaluation.

 

In what ways do you plan to collect data?

  • Personal interviews

  • Document or records review

  • Questionnaires

  • Observer ratings

  • Pre-tests and post-tests

Data Analysis

Data analysis is the process of interpreting data. Analysis allows the evaluator to “tell the story” of the program.

 

  • Are the outcomes a direct result of the activities of the program?

  • How do you know other factors were not major contributors to the outcomes or that the changes did not happen by chance?

  • How can the cost-benefit ratio of the program be measured?

Data Reporting

Data reporting is the process of sharing information in a clear and concise format among key stakeholders. (i.e. final report)

 

  • Who are the audiences that will be interested in receiving an evaluation report?

  • How will this evaluation be shared with youth, families and staff?

  • What is the most useful format to share information with these audiences?

  • How frequently will information be shared?

Project Improvements/Sustainability

“Data-driven decision-making” refers to using the findings from your evaluation to continuously improve the quality of services to your target population AND use as rationale for ongoing funding.

Capacity and Capability

Most funders will require an evaluation of your organization’s ability to manage the grant activities.

  • Do you have the right staff with the right qualifications to implement the program? Give examples. You may need to attach resumes.

  • Do you have outcomes related to your past work? Can you quantify the return on investment for your work?

  • Can you provide sufficient evidence (i.e. stats, demographics, community descriptions, anecdotes) to support your proposed solution?

  • Describe your history of successful fundraising – Have you received support from state, local gov’t, foundations or donors?

Step 6: Create the Budget

The budget is developed based on your proposed activities. There should be no surprises in the budget!

  • Make sure that your activities and corresponding budget line items are aligned with the grant guidelines.

  • Do NOT exceed the funding amount.

  • Follow the budget template when provided by the funder.

  • Provide a budget narrative to explain how the funds will be used.

  • List your agency’s in-kind contribution as well as other funding sources for the project.

Step 7: Submit Your Application!

  1. Give yourself enough time – don’t be late!

  2. Find out the format for submissions and know character limits.

  3. Answer each question as specifically as possible.

  4. Double check to see if it requires matching funds.

  5. Contact partners for MOUs and letters of support.

  6. Have your organizational information prepared:

  7. Include an IRS letter (990) proving that your organization is tax-exempt

  8. List of your board of directors and their affiliations

  9. Provide your audit from your last fiscal year

  10. Provide your budget for current and next fiscal years

Follow-Up Tips

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If you receive a grant, CONGRATULATIONS!

  • Develop a relationship with your program officer – don’t be afraid to ask him/her questions or seek advice.

  • Be aware of reporting requirements.

 

If you don’t receive a grant, KEEP TRYING!

  • Ask for feedback to see how your proposal could be improved.

  • Explore other funding sources.

  • Continue to strengthen sustainability.

Download a Grant ApplicationWorkplan Here
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