Components of a Grant Proposal

BASIC PROPOSAL COMPONENTS

The cover letter or summary condenses the total proposal into a concise, one-page request.
Should be written to the funding executive's attention on agency letterhead.
The cover letter is constructed after completing the proposal in order to highlight main features from each section.

The introduction of the grant proposal should include agency qualifications, a brief history of the organization, the organization's most important noteworthy accomplishments, and other community agencies' support for the organization.
Future plans of the organization, its demonstrated ability to conduct programs, and its mission statement should also be included.

The problem or needs statement should describe the gap between what currently exists and what needs to be funded externally.
Grant writers could/should utilize:
- Research findings reported by a local community agency or university
- Survey data
- Key informant interviews
- Focus group results
- Demographic information and statistics
- Results of community assessments and improvements processes published by local health departments.
A grant reporter should build a sense of urgency in the needs statement without overexaggerating.

Program objectives should be measurable, time-limited, outcome-based, achievable, and relevant.
Objectives state the process, outcomes, and roles of the health educators and target population.
Must use verbs like the following: improve, increase, provide, reduce, and facilitate.

Outcome objectives relate to the benefits achieved due to the success of the program.

Process objectives refer to the completion of tasks over the course of the grant.
Process objectives are crucial for determining timelines, staff tasks, and whether plans need to be adjusted.

The methods section of the grant proposal describes the activities designed for achieving program objectives.
Methods should be theory-based and show the uniqueness of the program.
A timeline or flowchart should be constructed to show the series of action steps to be taken in the program.
The staffing, along with their program responsibilities, should also be described.

Sustainability of the program will be important to funders after the grant period, typically 12-18 months, ends.
Viable strategies for continuation funding and program sustainability will be essential.

A comprehensive program evaluation consists of process, impact, and outcome evaluation components.
The types of data should be collected and how they will be analyzed and disseminated should also be included.
Process evaluated determines the extent to which process objectives were met by examining how the implementation unfolded, and whether or not the original plan was followed.
Impact and outcome evaluation determines if the outcome objectives for the program were met.

The budget is a realistic projection of program costs
The dollars requested in the budget should match program activities.
An RFP may be requested but if it is not, include the following:
- A listing of itemized expenses that includes
  - Salaries
  - Employee benefits
  - Consultant fees
  - Travel supplies
  - Equipment
  - Rent
  - Other similar items
- These items comprise the direct costs or budget items that represents the direct expenditure of funds.
Indirect costs are items incurred y the grantee that are not readily identified as direct expenditures but are necessary to facilitate and maintain operations for the programs.
- This includes administrative overhead, building maintenance, and depreciation.
Following the indirect and direct costs, a budget justification statement should be included.
In-kind matches and other local funding should be explained and a dollar amount or general description should be included for in-kind matches.

Letter of Intent

Due to the large number of requests for support,f funders may require a simple summary of the proposal.
A letter of intent will enable preliminary screening by the funder, during which time suggestions may be made for program modification.

Appendices

Appendices are necessary for including supportive materials that would disrupt the flow of ideas presented within the text.
These appear at the end of the grant proposal and include:
- Well-written letters of support for partner agencies.
- A copy of the agency's annual report
- Proof of nonprofit status
- A list of board members and key staff
- A balance sheet form the last annual audit
- Vitae of persons directly involved with the proposed program.