Free Grant Proposal Templates

Writing grants may seem to adhere to a series of linear steps, but unless you are applying for a one-time grant and will not use grant funding in the future, grant writing is a circular process that follows a funding cycle. The process begins with a goal or need that gets translated into a proposal, which is reviewed by the agency or foundation supplying the grant, and then accepted or rejected.

Whether the proposal is accepted or not, the grant writing process continues into the next funding cycle as you revise and resubmit earlier grants or apply for new ones. Nonprofit organizations, ongoing research studies, and other groups that rely on grants as a primary funding source may need to keep a calendar and dedicate a writer to planning and securing grants.

To write an effective proposal, it is helpful to not only find grant opportunities that are relevant to your project, but also understand the funding source and gear your proposal to that audience. If a funder is available to meet in person prior to your organization submitting a proposal, that can go a long way toward providing a more personal context to your project and developing an ongoing relationship. Above all, the proposal should describe a project that can realistically be carried out by the applicant based on experience, qualifications, and financial resources.

As stated earlier, grant proposals vary widely and the content is largely dictated by the application requirements of a particular funder. However, there are commonalities among grant proposals. Here is a look at some of the information typically included:

• Cover Letter: Unless you have already had a face-to-face meeting or other contact with a funder, the cover letter is the first impression of your organization and project. Provide a brief summary that emphasizes your vision and objective.
• Proposal Summary: Although included at the beginning of a proposal, an abstract or executive summary section is often written last. It provides a brief overview of a project, including how the project fits with funding criteria.
• Literature Review: Academic and scientific research grants typically include a literature review that lists and evaluates sources of preliminary research that are related to the project.
• Statement of Need: The need statement is your opportunity to show a funder why your project is important. It explains the issue, and also provides background information and relevant research or evidence to support your proposal. You present the argument for why your project should be awarded funding over other proposals.
• Organization Description and Staff: Organizational history, background and qualifications for key personnel, and a program’s mission and track record for similar projects may all be important to illustrate a trustworthy reputation and your ability to successfully implement the proposed project. You may need a separate section to outline specific roles and responsibilities.
• Project Narrative: This is where you would include a lengthier project or program description, providing a detailed look at what the project entails, specific goals, and other information. You may include some of the sections listed here, such as personnel information, objectives, and measurements for success.
• Goals and Objectives: Breaking down goals into definitive and measurable results outlines the vision for a project as well as tangible outcomes. Grant proposals from nonprofits and other organizations involved in community projects may also include a description of the community being served, information on how it will benefit, and research on the potential for community involvement.
• Methods and Strategies: Grant makers will want to see how you plan to achieve goals and objectives. You may decide to include a logic model, which offers a condensed version of your proposal outline, to provide a visual representation of the key elements of your project and how they will lead to the intended outcomes. Clarify connections among methodology, objectives, and outcomes.
• Project Timeline: A timeline for your action plan can help funders visualize the stages of your project. This may be especially useful for research projects carried out over the course of several years. You may also want to include a budget timeline.
• Evaluation: Create an evaluation plan and describe what metrics will be used to assess a project’s effectiveness or impact.
• Sustainability Plan: If a project will continue into the future, create a plan for ongoing sustainability after grant funds have been used — doing so shows funders that a project is viable for the long term.
• Other Funding: Grant makers may want to see what other sources of funding you expect to receive for your project.
• Budget: The proposal budget shows estimated expenses along with sources of revenue. It provides an itemized look at how funds will be allotted and utilized.
• Appendix: References and additional materials can be included in the appendix.

Before submitting a completed proposal, grant writers can do their own review to ensure that the proposal meets the necessary criteria and application requirements. Grant makers will in turn conduct their review process and select which proposals to fund. Once funding is awarded, the grant maker and the grantee sign an agreement that describes the terms of the grant.

There are many sample grant proposal templates online that provide examples of successful applications. For instance, the National Institutes of Health (NIH) offers a variety of sample proposals for scientific research, as well as small-business funding for research and development.