Grant Writing Tips
All Traffic Solutions offers this information to assist you with finding information about the funding or grant application process. Many sources offer assistance; these guidelines provide you with a starting point. Visit the websites listed for specific information, including instructions and applications.
This is the most common information usually required by grant and funding sources. Add specifics about your organization's needs and individual circumstances.
Follow these guidelines through the application process.
- Evaluate your needs.
- Identify a source of funding.
- Communicate with the funding source.
- Obtain guidelines and an application.
- Complete the entire application or proposal.
- Evaluate the completed application; edit and revise if necessary.
- Follow instructions for application submittal.
- Track the progress of your funding request.
1. Evaluate your needs.
Take a thorough inventory of your needs. Does your proposal correspond to the needs of the community? How will the community benefit from your proposal?
2. Identify a source of funding.
There are many sources of funding available. It is important to find the right source, an organization with priorities that best match your objective.
Research the funding source's background by visiting a website or requesting the company's most recent annual report.
3. Communicate with the funding source.
Directions for funding may be available online; review them before writing or making a telephone call. Be professional, courteous and brief as you request a grant application kit. Determine whether funding is available for your initiative. Ask for an appropriate contact name and direct your application to that individual. Learn the organization's preferred method of contact and submit the application accordingly.
4. Obtain guidelines and an application.
You should have a complete set of the application forms and instructions. Read the application carefully and note key requirements. Study the eligibility requirements to be certain that your proposal meets the requirements. You may need to contact the appropriate program officer to confirm eligibility. This is a good time to compile any information you will need to write the proposal: financial data, articles of incorporation, tax certificates, etc.
5. Complete the entire application or proposal.
- Read the instructions carefully before you begin your proposal and follow the instructions precisely.
- Provide ALL the required information. Be concise, but thorough.
- Your responses should match the guidelines of the funding source.
- Outline the existing circumstances or needs and explain how your proposal will resolve those conditions. Explain and emphasize benefits to the community.
- Note the timing, any key dates and deadlines. Structure your proposal's timeline to follow those dates.
- Include the project costs and detailed information about where and when funds will be spent.
- Develop a method of evaluation to track progress, demonstrate the project's effectiveness, and show demonstrated results.
- Include signatures of administrators, if necessary.
6. Evaluate the completed application.
Edit your work and revise if necessary. Ask other individuals to examine and critique your work. The proposal should be clear and understandable to a third party. Do not use industry jargon. Proofread your submission very carefully to be certain that all the required information is included. A well-organized, neat and informative proposal will create a good first impression.
7. Follow instructions for application submittal.
Write a cover letter to briefly introduce yourself, describe your proposal and summarize your project's objectives.
8. Track the progress of your funding request.
Submit your written proposal in a manner that will confirm the organization's receipt of your material, such as registered mail or a commercial carrier service. Your elected officials may be able to assist you in tracking the progress of a community-based proposal.
GENERAL RESOURCES
- U.S. Department of Justice Call Response Center 800-421-6770
- Office of Community Oriented Policing Services (COPS)
202-514-2058 - OJP Grants Management Systems (GMS) 888-549-9901
- U.S. Department of Justice, Office of Community Oriented Policing Services free publication: "Law Enforcement Tech Guide - How to plan, purchase and manage technology (successfully!) A Guide for Executives, Managers and Technologists" Order and other grant information is available by calling 800-421-6770, by fax at 202-616-8594, or via E-mail at askCOPSRC@usdoj.gov.
