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Writing Applications for Funding
Participant Handouts
Organizational Capacity Building Coalition 2007 Edmonton, Alberta
Participant Handouts
This series of documents is a full set of handouts to give to your participants. You will
notice that the handouts are very similar to the trainer notes. However, the handouts
include less detail and leave room for note taking. All you need to do is simply photocopy
and handout each set of workshop handouts. Please feel free to add or omit any material
you feel is necessary.
Participant Handouts
Session 1 – Introduction to Proposal Writing
Where do I start…
with my idea?
Strengths:
Weaknesses:
with a funding opportunity?
Strengths:
Weaknesses:
All programs, services, or activities need to fit with the mission of your
organization.
Develop a file of ideas for programs, services or activities.
Four “P‟s” of Proposal Writing
A proposal is a polite promise to perform.
It is important to remember that you need to implement the program or service you
described in your proposal. You must use the funds received as you described you would.
If for some reason you cannot fulfill this commitment, you MUST tell the funder this as
soon as possible.
Caution - Passion about your idea might be misinterpreted as anger or
aggressive behaviour.
Types of Projects that Can Receive Funds
Capital – funds to support the building, buying or renovating of a building. Sometimes can
include buying equipment, vehicles or land.
Emergency – funds to help an organization in an emergency situation.
Endowment – a fund to help the organization over the long term. Only the interest is spent
on a yearly basis.
Equipment – funds for the purchase of equipment.
Matching – funds that „match‟ monies raised from other sources.
Operating – funds that can be used to pay staff, rent, utilities, etc.
Pilot (demonstration) – one-time funds to support a new idea.
Program – funds for an activity that has no completion date.
Project – funds for an activity that has a completion date.
Research – funds for research projects.
Start-up (Seed) – funds to help a new organization or new project.
Technical Assistance – funds to support computer purchase, training, etc.
Some organizations will only fund certain types of projects. You need to match
your project to the funder‟s priorities.
What is the Difference between a Grant Application and a
Proposal?
Grant Application – application form, often regular submission periods
Proposal – may be in response to Request for Proposal (RFP) or Request for Qualifications
(RFQ)
-May specify format in great detail or may be “free form”
Remember to answer all questions on a grant application or Request for
Proposal.
Grant Applications – “Top Ten” Tips
1. Locate the correct form (current version)
2. Be aware of the time lines for submission
3. Understand the submission review process
4. Understand the purpose of the funding
5. Speak with a contact person
6. Find out what was previously approved
7. Find out what has been previously declined
8. Know what parts of your idea will not be supported financially
9. Gain support for your idea
10. Follow all instructions
An incomplete application could be rejected. A late application will be rejected.
Where Can I Find Resources for My Idea?
Foundations – National Aboriginal Achievement Foundation
Private Foundations – such as the Muttart Foundation
Family Foundations – such as the Stollery Charitable Foundation
Community Foundations – such as the Edmonton Community Foundation
Municipal Government, Provincial Government & Federal Government (i.e. City of
Edmonton Community Services; Government of Alberta-Victims of Crime; Government of
Canada - Canadian Heritage)
Corporations - Suncor, Syncrude, Imperial Oil, Shell
Local Businesses – such as Hole‟s Nurseries
National or Regional Companies – Bank of Montreal, EPCOR
International companies - IBM
Other Organizations
Service clubs – Knights of Columbus, Kinsmen
United Way – usually restricted to member agencies.
Always “keep your eyes open” for new supporters.
Deciding Whether to Proceed:
Grant Application or Proposal Decision-Making Score Sheet
Project Name:
Funder:
Due Date:
Rate the following elements from your organization‟s perspective:
1. Fit with organization‟s mission, goals, values /15
2. Previous experience
-With a similar project
-With this funder /15
3. Depth of knowledge or experience with this program,
service or audience /10
4. Contract value
-Enough for costs of project?
-Organization can manage these funds? /10
5. Possible competition
-Can we compete with others?
-Could we work together with competition? /5
6. Value-added features
-What can organization do that others cannot?
-What could we provide at no cost? /10
7. Proposal writing capacity
-Do we have someone to write the proposal?
-Is there enough time to prepare the proposal? /15
8. Proposal writing costs
-Do we need to hire someone to write the proposal?
-Are there other costs (copies of reports, videos, etc.)? /5
9. New business opportunities
-Do we want to continue this program/project?
-Could we receive future funding for this program/project? /10
10. Other factors /5
If the total score is less than 70, you need to consider whether or not to
proceed with your proposal or grant application.
Sample – Request for Proposal
The ABC Foundation is interested in funding programs and or services that will support the
success of junior-high and high school age youth from Aboriginal families.
ABC Foundation is interested in supporting one-year pilot projects to discover successful
interventions for Aboriginal youth facing challenges in adjusting to school life in Alberta.
Programs that include other family members will also be considered.
Funding Limits:
The range for project funding is from $5,000 to $25,000 per project.
Service Area:
Must serve those living in the Greater Edmonton area.
Language of Service Provision:
English. Traditional languages may also be used to supplement the delivery of
programs/services.
Use of Funds:
Funds can be used for:
Costs of program/service delivery
Purchase of equipment, resources
Rental of facilities, equipment
Administrative costs (not to exceed 15% of total budget)
Applicant Status:
Organization must have Charitable Status. A host agency agreement will be
considered for those organizations that do not have Charitable Status.
Proposal Submission Date:
Within one month.
Weighted Criteria Used for Proposal Selection:
Previous experience in delivery of related programs/services 25%
Demonstration of understanding of community need 20%
Connection to target community 15%
Support from community partners 15%
Clarity of proposal 10%
Plan for sustaining program/service beyond one year 15%
Activity 1A – Describing Your Idea
You are crossing the street with a representative from a local Foundation. You have a one-
minute opportunity to discuss a project idea that needs funding. Describe your idea in one
sentence.
The Foundation representative is interested in your idea and decides to stop and listens to
learn more about your project idea. Describe your idea in three to five sentences.
Activity 1B - Understanding of Need - why do we need this
program?
What is the problem?
What data shows the problem exists?
How will your project/program help solve the problem?
Why does your organization care about this problem?
Why is your organization the best organization to respond to this problem?
Participant Handouts
Session 2 – Preparing the Elements of a Proposal
Building and Maintaining a Relationship with a Funder
Before applying for funding
Review website of funder
Review annual report of funder
Visit the offices of the funder
Ask others about the funder (ask about their experiences, what they think are the
priorities of the funder)
Make an appointment with a representative from the funder to discuss your idea
Prepare a written one to two-page summary of your idea
Provide the funder with information about your organization (annual report,
newsletter, etc.)
Invite a representative from the funder to visit your organization. (Attend a
celebration or graduation, attend a board meeting, attend an Annual General
Meeting, etc.)
After receiving funding
Write a thank-you letter to the funder
Invite representatives from the funder to events (open house, graduation, cultural
ceremony etc.)
Send copies of annual reports, newsletters, evaluations reports
Let funder know about your successes (awards received, new programs/services,
donations from other funders, letters from satisfied clients, recognition from
Aboriginal community etc.)
After not receiving funding
Write a letter thanking the funder for the opportunity to submit an application for
funding
Speak with a representative from the funder to learn how you could improve your
proposal or grant submission
Keep the funder aware of „what‟s new‟ by sending newsletters, annual reports, etc.
Long-term – continue to build a relationship with the funder
What You Need to Know About Your Organization 1
The basic information you will need to know:
The Act under which your organization is incorporated (if any);
Charitable status with Canada Revenue Agency (if applicable);
Past experience with this program or service;
Mission, mandate, and vision of your organization;
Level of community support for the idea;
Statistics (number of members of organization, number of people served, number
of activities, amount of funds raised);
Partnerships (current or planned);
Volunteer involvement (number of volunteers, number of volunteer hours);
Organizational structure;
Affiliations and memberships;
Capital or infrastructure (buildings, equipment, etc. that are owned, rented or
leased);
Funding history (past sources of funding);
Operating budget;
Annual report;
Financial statements;
Staff (and their qualifications);
How your organization is different from other organizations providing similar
programs and services. Know your „competition‟.
Your application for funding will be compared to applications from other
organizations. You need to demonstrate how you are different and you are the best
candidate for the job.
1
Adopted from a Guide for Non-Profit Organizations on Proposal Writing, Alberta Community Development,
February 2004
Cover Letter
Key things to remember
No more than two pages in length
Address the letter to the person who will receive it
It needs to be provide information and create excitement
Use your organization‟s letterhead or plain white bond paper
Have a leader in your organization sign the letter (such as the Board Chair or
another Board member)
Provide the name and contact information for someone who can answer questions
about the proposal (usually a staff member or volunteer)
What to include in the cover letter
o Some information about your organization
o The need for your project/program
o Who will benefit from your project/program
o How this project/program will support the mission of your organization
o How much money you are asking for
o Refer to any conversations or meetings you have had with the funder about
this project/program
This will be the last thing that you write for your proposal or grant submission. Make sure
you have time (and energy) to prepare the cover letter and proofread it carefully. Also,
you will need to allow enough time to get it signed by the appropriate person.
This is your first chance to get the interest of the funder.
Remember, the person who signs this letter needs to understand the proposal.
Rationale for Your Idea (Problem Statement)
You need to clearly define the problem(s) that your project/program will solve.
Name the issue(s) that are present
Whom does this issue affect?
What evidence do you have about the issue?
Provide specifics of how your project/program will solve this issue
How long will it take your project/program to make a difference?
What would happen if the problem/issue were not attended to?
What is your organization committing or providing to respond to this issue?
Has this project/program been successful in another community?
Funders are more likely to support ideas where the organization is „investing‟
their own resources in the project/program.
This is your first chance to get the interest of the funder.
Remember, the person who signs this letter needs to understand the proposal.
Ways to Gather Data for My Proposal
It is a good idea to list possible sources of data and persons who can help you find this
data (a librarian, a government employee, etc.). You also need to know there are certain
times of the year when collecting data will be more difficult (such as during summer
vacation or holiday seasons, etc.)
Type of Data Data Source Key Contact (Who Timing
(Qualitative, (Where will I find can help me (Any
quantitative) the data) access the data) considerations)
What is My Agency, Organization or Community investing in
this Project?
When you are asking for funding, often you will be asked what support your agency,
organization or community is giving. This is a way for the funder to see if you are truly
committed to the idea.
Remember to value your volunteer hours at $10/hour unless the funding application
provides a higher rate. If you have space that is donated for your use, how much would it
cost you to rent this amount of space?
Type of Source Period of Time Monetary Value
Investment
Volunteer hours
Physical space
Equipment
Supplies
Staff time
Food
Transportation
How Does Your Proposed Project/Program „Fit” with Your
Organization?
The funder will want to know:
The mission and mandate of your organization
The history of your organization
The people your organization serves
Have you received funding from this funder in the past?
Your organization‟s previous experience with similar projects/programs
If this is a new area for your organization, why you are confident this
project/program will be a success?
The resources your organization has (staff, volunteers)
Your governance structure (Board, advisory committee, etc.)
Linkages or partnerships your organization has (this is helpful if you have not
previously received funding from this source but the partner organization
has)
It is important to maintain your positive reputation with a funder.
Defining Goal, Objectives, Outputs and Outcomes
Goal: A broad description of what will happen when the objectives are reached. Goals
need to „fit‟ with the mission of the organization and respond to a need.
Objective: A measurable step toward achieving a goal. Objectives can show:
o A change in human behaviour
o Improved performance of a skill or standard
o Development of a product
o Development of a process
Objectives are more specific than goals.
Objectives can be measured.
Output: Can be measured or counted (such as number of workshops held, number of hours
of counseling provided)
Outcome: Can be measured in terms of change or improvement in a person‟s life during or
after participating in a program/project. Can also measure outcomes as changes in
conditions (such as quality of environment)
What gets measured gets done.
Activity 2 – Developing Your Proposal
Start to write the first four sections of your application for funds.
Description of your idea (2 to 3 sentences)
Rationale for your idea (problem statement) (8 to 10 sentences)
Describe how your idea „fits‟ with your organization (8 to 10 sentences)
Participant Handouts
Session 3 – Completing the Proposal Process
Program Logic Model
Requirement of many funders
It is a „road map‟ for your program or project
It takes time to develop
It is good to include those who will benefit from the project/program in developing
the program logic model
Can help you monitor progress
Very useful for evaluation
Helpful Resources
University of Wisconsin - Extension Website http://www.uwes.educ/ces
United Way of America (1996) Measuring Program Outcomes: A Practical Approach
(contact your local United Way office to order)
Program Logic Model Template
Inputs Outputs Outcomes
Activities Participation
What we invest What we do Who we reach Short-term results Medium-term Impact (change
Staff Conduct Participants (learning) results (action) in conditions)
Volunteers workshops Clients Learning Action Conditions
Time Conduct Agencies Awareness Behaviour Social
Money meetings Decision- Knowledge Practice Economic
Research Deliver makers Attitudes Decision-making Civic
Materials services Customers Skills Policies Environmental
Equipment Develop Opinions Social action
Technology products, Aspirations
Partners curriculum, Motivations
resources
Train
Provide
counselling
Assess
Facilitate
Partner
Work with
media
Assumptions External Factors
Program Logic Model Template
Inputs Outputs Outcomes
Activities Participation
Medium-term
What we invest What we do Who we reach Short-term Impact (changed
Results (action)
Results (learning) in conditions)
Methods – How You Will Get Your Program/Service
Operating
Key things to remember
Need to break down the work to be done into manageable tasks. This will show the
funder you understand the work that needs to be completed.
Show a work plan, including timelines for the work to be done. You can create your
own or use project management software.
If more than one task is being done at the same time, show how many people are
doing the work. This way the funder will not think that one person is doing
everything.
Show what you will do if there are delays (bad weather, low registration)
Clearly explain when tasks will be done shows that you are organized. This will make
the funder more confident in you.
Have someone else review your methods and work plan to check if it makes sense.
Did you miss a step? Does it seem “do-able”?
If your work plan is well developed, the funder might use it as a schedule or
appendix to your contract.
Remember to include data gathering and evaluation in your work plan.
Reporting your progress
Keeping the funder and other people in your organization aware of progress.
It is also important to let the funder and others know when the project/program is
not “rolling out” as planned so the necessary actions can be taken, quickly!
This is an opportunity to show the funder how professional you are.
Project Work Plan – Planning Sheet
Activity/Task Who is Time Amount of Cost
Responsible Line Time
Required
Building a Budget for Your Program/Service
Key things to remember
Be very clear about the priorities for the funder (i.e., what values & issues are
sensitive to the funder). Be aware of the mission and mandate of the potential
funder.
Know how much funding that the funder usually gives
Know whether you need to “match” the funds you receive.
You can approach more than one funder at the same time. Be honest and let funders
know that you are doing this. FUNDERS TALK TO EACH OTHER ABOUT
PROJECTS!
List other sources of support such as volunteer time and in-kind donations.
Be realistic in building your budget.
Include documentation to illustrate your anticipated costs (salaries for staff,
quotations from suppliers, lease agreements, rental costs, etc.)
Describe how you will manage the funds you are given (independent project account
versus “blended” account). Sometimes funders want you to set up a separate bank
account for the program/project.
Find out if the funder wants audited financial statements from you. This will be an
additional expense for your project (and could cost several thousand dollars)
Sometimes funders will look to your Board members as evidence that you can
manage the funds. Are your Board members well-known and well-regarded in the
community?
What to do if…
The funder does not give you all the funds that you requested.
The funder refuses to support certain costs of your project/program
It is important that you use the funds as you said you would.
Building a Budget for Your Program/Service (Continued)
Expenses usually include three categories:
1. Personnel expenses include costs directly related to the project/program including
front-line staff, some supervisory staff (some funders will not cover these costs),
support staff, volunteer labour, honouraria, training costs, consulting services, etc.
2. Direct project expenses (non-personnel) expenses include advertising and
promotion costs, equipment lease or rental costs, costs of materials, postage, costs
of accommodation and food, transportation costs, photocopying costs, etc.
3. Administrative/overhead expenses include pro-rated (a portion of) the operating
costs such as utilities, office space, insurance, accounting services, etc. Funders
usually set a limit for these costs (such as 10%).
Costs need to “match” the work to be done.
Do not overestimate or underestimate your costs.
Remember to include what your organization will contribute to the
project/program.
Revenues
Include all confirmed and anticipated sources of revenue.
Notify funder when another revenue source is confirmed.
Some funders will delay a decision until other revenue sources are confirmed.
Adapted from A guide for non-profit organizations on proposal writing. Alberta Community
Development, February 2004.
Revenues and expenses need to balance!
Budget Planning Sheet
Budget Item Cost In-Kind Volunteer Costs Costs
Over Donation Hours Covered Covered
Duration by Funder by
of #1 Funder
Project #2
Salary
Manager/Supervisor
Salaries
Front-line staff
Salaries
Support Staff
Employee Benefits
Facility Rental
Postage
Photocopying
Office Supplies
Photocopier - Lease
Equipment Rental
Utilities
Insurance
Marketing/advertising
Telephone - rental
Telephone – long
distance
Transportation -
client
Food -client
Child care costs
Project evaluation
costs
Administrative costs
Total
Communication - Reporting your Progress
Keeping the funder and other people in your organization aware of progress
improves confidence.
Providing regular updates on your progress is important.
It is also important to let the funder and others know when the project/program is
not “rolling out” as planned so the necessary actions can be taken, quickly!
The key questions to answer are:
Who should I keep informed about this project?
What is each person‟s preferred communication style?
How often should I communicate?
You can use the “Sample Communication Schedule” below or the “Project Activity Report”
handout to communicate with your funder after you get the money.
Sample Communication Schedule
Person Medium Message Date
This is an opportunity to show the funder how professional you are.
Ask would you like to communicate with your funder?
Project Activity Report
This form uses some of the same information in the Project Work Plan – Planning Sheet that you completed earlier in this
workshop. This report can be updated once or twice a month. You can e-mail or fax this report to the funder to update about
the progress you are making or any delays or challenges you are experiencing. This supports honest, open communication.
Who is Time Line Project Status (achievements,
Activity/Task Responsible delays, challenges, etc.)
Community Support for Your Program/Service
Need to identify potential community partners
Need to identify nature of relationship
Need to commit time and energy to maintaining the relationship.
Coordination – working with other groups to ensure that you are not „getting in each
other‟s way‟
Some examples -not compete for same client, learner
-coordinate scheduling of sessions
Cooperation – working together to reach a goal
Some examples –referrals to programs
-advertising together
Collaboration – working together in shaping the project/program and sharing risk
and reward. Sometimes means forming a new organization that is outside the
existing ones.
Be very clear about the nature of your relationship with others involved
with the project/program.
True partnerships take time to develop and sustain.
Future Funding and Sustainability
Tell the funder how your project/program will continue after the current
funds are used.
Remember some funding has a “sunset clause” (is only given one time).
Do not try to “bully” a funder into supporting your project/program.
Be open to new opportunities for support!
Activity 3
Develop your answers to the following questions:
1. Who are possible partners for your project/program? What might these
partners contribute to this project/program?
2. Describe the steps you will need to complete to plan, implement and evaluate
your program/project.
3. List the costs for this project/program.
4. What resources do you have to support this project/program? What other
resources might you gather? Who can donate their time or other resources?
How will you keep this project/program going after the funds you are
applying for are finished?
Sample Workshop Evaluation
Skill Building in Proposal Writing Workshop
Evaluation Form
Please rate each of the following statements with 1 being poor and 5 being
excellent.
1. The workshop materials provided (handouts, checklists, tips, etc.)
were good for today‟s topics.
Poor Excellent
1 2 3 4 5
Comments:
2. I feel more confident and excited to apply for funding.
Poor Excellent
1 2 3 4 5
Comments:
3. My favourite or most useful section/activity was (please write one
section):
Why?
4. My least favourite or least useful section/activity was(please write
one section):
Why?
Sample Workshop Evaluation
1. What information is new for you?
2. What did you learn in this workshop?
3. What did you like about this workshop?
4. What would you change or improve about this workshop?
5. What things would you like to plan for your community this
year?
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