Creative Thinking = Good Grant Writing

There is no secret formula, no magic bullet, no golden rule to a successful grant proposal. There are, however, a number of tools and approaches the creative grant writer can utilize to greatly increase the odds of success.

What follows are best practices and proven methods in a foundation approach gleaned from experience and open and frank discussions with other professionals in the field.

For the purposes of this article, we will assume that you have already chosen the best program or angle for general support that your organization is seeking to fund. Your letter of inquiry is concise, chock-full of focused passion and has great statistics to back it up. It’s just waiting to be addressed and sent. You are ready to go.

You take out your list of foundations — that list so full of potential, so ripe with promise that you cannot wait to get started.

Your list
This list should include foundations relevant to your work gleaned not only from FoundationSearch.com or its equivalent, but also via:

• Word-of-mouth — use your network! Fellow professionals, fundraisers, grant writers and nonprofit people have lots of industry knowledge based on current and previous positions.
• Online searches — Google is your friend.
• Websites of organizations similar to yours that list their sponsors and supporters.
• Friends and family — they may not work for nonprofits, but they do read and hear things potentially relevant to what you are seeking.
• Newspapers, articles, blogs.
• Google Alerts that you have programmed with keywords relevant to your field.

Before typing the name of the first foundation into the space in your letter that currently says “X Foundation,” take a look at the additional information provided about the foundation.

Read through the board of trustees. Does a person in your organization or perhaps a supporter know someone on the board? Think widely here; use your social-media networks, contacts and people you’ve helped out in the past. You’d be surprised who went to school with whom or who dated whom way back when. Check out where the foundation is based. Is anyone in your network — personal or professional — from the same town? A connection can ease the process of getting your proposal reviewed and is worth looking into.

If you’ve exhausted your options and found no personal connection, your next step is to pick up the phone.

Here’s why: There is a lot of information you still need before you press send, and a phone call is the best way to get it. Sure, you can get some of this information off the website or 990 — given that the information is current and updated — but you want the best shot at standing out among hundreds of applications. This phone call can and should be your memorable introduction to the foundation.

It is possible that a foundation does not accept phone calls. If this is the case, its funding priorities and application process are usually clearly stated. I still maintain that a call can’t hurt, but if the foundation states outright that inquiring phone calls and e-mails are not accepted, respect that as part of its rules and apply per the given instructions.

For those foundations without a clear “no call” policy, call. Call with confidence and sincerity, and ask to speak to the person in charge of requests. Let him or her know who you are, what you do, why you are unique, and how the foundation’s aims can best be met by being a part of your responsibly run and life-changing work.

When you call, find out the following information:

1. What is the foundation interested in funding now? These things change. Priorities shift. Donors get into different causes, and unless there is a specific stated mission or endowment that cannot be changed, a foundation that was interested in environmental issues last year can choose to focus on women’s empowerment this year. After introducing yourself and your organization, find out what the foundation is interested in currently.

2. Is the foundation accepting applications now? Some foundations have rolling application deadlines and accept letters of inquiry year-round. Some have very specific deadlines a few times a year and will not accept anything outside of those times. Some take a year off, and others may not be accepting but will keep your request on file. Find out the best time to apply, and put it in your calendar.

3. Does the foundation have specific guidelines? A form? A page limit? Should you include a budget? An annual report? Don’t make it easy for the foundation to reject you. Often, the first applications cut are the ones that didn’t follow the rules. If the guidelines include a page limit, stick to it. If there is an online form that is preferred, use it. If the guidelines ask for additional documents, provide them. Disregarding specific requests is like saying they aren’t important enough for you to bother with. Not taking the time to follow the instructions will only show the foundation that you are not responsible enough to use its funds appropriately. This is the easiest way to have your application killed. Don’t do it.

4. Share a bit about your program or organization. Describe your goals and accomplishments. Explain why you feel it is such a good fit with the foundation (based on what you learned back in question one). You may need to think on your feet a bit. Do not even consider saying something inaccurate just to gain the foundation’s interest. However, you may certainly focus on those aspects of the program that speak most to its goals.

For example, if your soup kitchen feeds all demographics but the foundation focuses mostly on the elderly, emphasize what you do for the elderly. Describe the meals that are delivered to those elderly clients who are homebound. Provide numbers and results, the community you build, and how you care for those who have no others to rely on. Gauge reactions, and ask if you can submit a request for funding. In addition, try to get a suggested request amount or percentage of the budget so you have an idea of what to ask for.

5. Names. Get the name of the person you spoke with, and repeat yours. Thank the person for his or her time, ask the best way to apply, and assure that your request will be forthcoming according to the foundation’s guidelines. If it’s not a fit, say thank you anyway and ask that the foundation keep you and your organization in mind. Ask if there’s another foundation that you may be a better fit for. Again, be sincere and positive. You never know. Really. Funders know one another. They share information. And if you impress them, they might just remember you at the right time.

Submitting your request
You now have all the information you need. You know how much you’re requesting, what you are requesting it for and from whom you’re requesting it.

If the process is an online form, I strongly suggest you write out or copy/paste into your word-processing program first. Word limits are a killer and can often force you to rewrite sections of your proposal. Use the word count tool, and make sure that when you are cutting, you don’t cut out necessary information or words. Check your spelling and grammar! Often, the online form will not let you know that you misspelled “principal” or “constituents,” and these little mistakes detract from your proposal. Reread your submission before hitting send!

Again, don’t give any foundation a simple reason to say no.

A request sent via e-mail should have a cover letter in the body of the e-mail to which you attach your letter of inquiry and requested documentation. I like to add a link to a short video and throw in a quote by a constituent or a recent picture of a program. These items add visuals and personality to your letter and help you stand out.

Thank the recipient for his or her consideration of your program, summarize the program, and request and include the easiest way for the foundation to be in touch with you for more information.

Then what?
From here you will get one of two responses: Please tell us more, or no thank you. If you are asked for a full proposal, get on it and give it your best effort. Be responsive and accommodating to all requests.

If it’s a no, thank you, you’re still not done. Getting the foundation’s assistance in how to do better next time is invaluable. Send a response thanking the foundation for considering your proposal, and add a line saying that even though the foundation is unable to financially assist at this time, it would be tremendously helpful if it can let you know why you were turned down and how you might do better in the future.

This works! I’ve gotten great feedback, and people really remember your heartfelt letter. It reminds them that you are not just another letter, but a great person working for a great cause and the reason they are in the business of philanthropy in the first place. (They like that.) You are now on their radar.

Make note of all the feedback you get, and utilize it for future requests.

Remember that the main goal of these foundations is to provide funds to organizations that are doing great work responsibly. They want to help people, fix problems, fill a need and be change agents. They look to partner with the best of the best in order to have maximum impact. It is your job to show them just why your organization is the right one to help them accomplish their goals. Using twists on the traditional approaches and adding a touch of personality can be the difference between a no and a yes!

Shoshanna Keats Jaskoll is a founding partner of REACH3K. Connect with her on Twitter at @REACH_3K