Exploring

Program Funding

Grantwriting

The key to writing a successful grant proposal is to understand what needs to be included in each part of the proposal, as well as what the proposal reviewers will be looking for when reading the document.

A grant proposal is a written presentation asking for support of a program, project, activity, or function that an institution wants to undertake in response to a need. The proposal must articulate this need and provide a plan for carrying out the desired activity. The activity to be funded must have a clear relationship to your institution's mission and purpose. Your written proposal should be clear and realistic and should focus on what you can accomplish.

The general components of a preservation project proposal are as follows:

• Objectives—This section includes both your goals (a broad-based statement of the ultimate result of the activity) and objectives (a narrowly defined, measurable, time-specific outcome that your institution expects to accomplish as a result of the grant). Be sure to identify the community being served and to state the results of the project, not the activity itself.
• Plan of Work—This is a detailed description of the activities and services to be undertaken to achieve your goals and objectives. It should explain why you chose these methods, and it should enumerate what facilities, personnel, and equipment will be used. It should include a timeline for the process and define tasks and subtasks.
• Budget—This provides estimated costs for the activities listed in the plan of work. The forms and guidelines of the funder should be followed; government funders usually require more detail than foundations. See Budgeting elsewhere in this session for a discussion of cost analysis.
• Evaluation—This section describes your plans for evaluating the project to determine whether or not it was successful. You may need to measure whether staff members changed or improved their skills, knowledge, etc., or you may need to measure facts such as items rehoused or treated, materials developed, supplies consumed, etc.
• Sustainability—This section indicates how you will maintain the project or program at the end of the grant period. Will the activities continue? If so, how will they be maintained, and what funding/resources will you provide?

Helpful Hints for Grant Writing

• There should be one writer, even if there are many contributors.
• Follow the funder's guidelines.
• Do your research and get the facts right—be knowledgeable about the most current preservation practices.
• Be aware of related preservation projects.
• All ideas should flow from one central need.
• Avoid jargon.
• Be compelling, but not overdramatic.
• Get an outside person to edit the proposal and review the budget.
• Be thorough, clear, and concise.

Remember that a good proposal doesn't necessarily result in getting a grant; other factors, such as the number of proposals received or the current priorities of the granting agency, may come into play. Ask the granting agency for feedback, and resubmit if necessary.

Activity: Explore Duke University's compilation of proposal-writing guides for more information on grant writing.