Grant Resources Guide

Before you put time and energy into the technical writing and info-gathering required of grant applications or letters of inquiry (LOIs), assess whether a grant opportunity is the best fit for your school or library. Check out our rubric to see if your organization has the resources and the capacity to apply for and manage a particular grant.

You believe in your cause. You know the inherent value of your ask. You care about those your serve. You have prepared and organized along the way. It’s time to write!

Think of grants as formulas. The sections of a grant application provide overarching infrastructure, and your task is to answer the questions thoroughly and to plug in data, producing an output.

Some tips for drafting grants:

•     Know your audience. Customize each application. Simply cutting and pasting from grant to grant is not recommended. Scrutinize the funder’s language and values, then match their tone, vocabulary, and priorities.

•     Be credible. Position yourself as a subject matter expert, deploying facts, insights, data, and best practices that back up your case.

•     Be clear. Grants are persuasive prose, so ensure your writing is concise and airtight while presenting vivid examples of need.

•     Foundations typically have program managers assigned to each grant who field questions from grant seekers and to help guide you through the process. Reach out with any questions or concerns before you submit your grant. You are setting yourself up for success when you establish a relationship with a program manager.

•     Use only the most up-to-date best practice models and data. If a source is more than five years old, it is definitely too outdated and unusable.

•     If you had to draft an LOI for a funder, it then becomes a tool for jump-starting your full proposal.

•     Grantors sometimes supply a budget spreadsheet for you to include in your application.

•   If you're working with a small team, delegate sections of the grant based on strengths—one person might handle data and stats, another the compelling narrative. Let your team shine and contribute in ways that distribute the heavy-lifting, while ensuring the final application is cohesive.

Check out our sample grant template and use it as a roadmap for drafting your grant. Remember that each funder provides the exact template they want you to use. Adhere to all funder format requests.

Traditional grant proposals aren’t the only option. Consider sending a “letter proposal” to a small business or foundation, requesting a direct grant or product donation. These informal, micro-grant proposals work best with small businesses, corporate giving programs, or small foundations. However, if a foundation doesn’t accept unsolicited proposals, don’t send one—instead, write an introduction letter to share your mission and ask how they select grantees.

Businesses want to see a clear connection between their focus and how you'll use their support. For example, Habitat for Humanity might approach Lowe’s or a local hardware store for donations. A contribution to your organization also promotes their brand, so funders look for alignment with your cause and expect you to be a strong representative of their support.

If you receive a donation of money or goods, it is always best practice to send a letter of acceptance and gratitude. Etiquette is everything in the world of grants. Check out our letter proposal template to get started.