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When explicit application guidelines are published by the foundation, carefully follow the instructions. If outlines or a series of questions are provided, follow the indicated order, answer each section, and avoid evasive language.

Before mailing, ask a co-worker to help you doublecheck that every required attachment is included.

Do not send the same generic boilerplate proposal to a random list of foundations. Always tailor the proposal and the specific budget request based on extensive research into the foundation’s priorities.

Use declarative rather than conditional verbs. Avoid the words if, could, and might. Instead, boldly declare that the gift will create a positive outcome.

Shorter is better. Keep your prose tight and the details condensed. Never exceed the recommended page length or fiddle with margins to squeeze in more words. Foundation officers are buried in paperwork, so make your proposal an easy read.

Document the “need” or “problem” on multiple levels. If space allows, provide a recent national statistic with the source identified by name or title and date. Next provide a statistic related to your geographic region or town. Finally, summarize internal data to show how many participants are helped or services are provided by your organization. Thinking ahead, your organization should develop a system for documenting unmet needs, such as the number of monthly referrals that must be turned away due to current facility limitations.

When submitting a proposal to a corporation, use language describing an investment, rather than a gift. Be more explicit on the benefits for the company, such as visibility through press releases or naming opportunities.

Baby boomers also prefer viewing their philanthropy as an investment, instead of a gift. Especially when submitting a proposal to a new foundation created by a high-tech millionaire, emphasize the long-term payoffs from an initial grant investment, the ability to leverage additional funding, and the role of the grantmaker as a valued partner in the project's operation.

Avoid dwelling on problems. Although proposals traditionally document the “need” for funding, make sure that the challenges do not sound insurmountable. Focus on opportunities that result from the challenges your organizations faces.

Establish the credentials of project leadership and the qualifications of the sponsoring organization.

Provide a realistic assessment of the urgency that drives your proposal submission.  Is the unemployment rate dramatically increasingly in your community because of recent layoffs?  Has the population of local wildlife declined rapidly due to creek pollution?  Remember however that funders commonly require two months to one year to process grant applications. Your proposed timeline must reflect both the need for urgent action and the realities of anticipated funding cycles.

In The “How To” Grants Manual, author David Bauer distinguishes between reactive and proactive grantsmanship. The reactive mode involves developing a project first, hunting for funders, and then scrambling to meet a deadline. In contrast, proactive grantseeking begins with researching funders, matching their interests to possible projects, and then cultivating a relationship with the grantmaker. Be proactive by setting aside time for broad foundation research each week.

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