Make copies of the grant notice or Request for Proposal.
Make at least one duplicate for yourself and a copy for each person working on
the grant writing team. Make a copy of all forms. Store your originals.
Review one copy of the RFP with a highlighter. Highlight key
instructions, phrases, page limits, required attachments, etc.
Delegate responsibility. Next to each highlighted
area, designate the person responsible for ensuring that the section is
completed or the instructions are followed. Note who will be responsible for
Letters of Suppor or Commitment/Memorandum of Understanding, etc.
Attachments, forms, getting signatures, etc.
Assign deadlines. Set deadlines well in advance of the
application due date. (The majority of funding sources require a quick turnaround
for preparing grant proposals ? do not be surprised if you have 2 to 3 weeks to
prepare the proposal. The good news is that all potential applicants are
working under the same timeline.) The completed application package must
be routed for internal approval signatures prior to mailing to the funding
source. If a proposal does not reach the funding organization by
the deadline date, it will not be accepted.
Write the proposal in this order:
a. Letters of
These letters and agreements often help shape the narrative of your proposal so
get them first.
b. Forms that
Obtain signatures early on.
See the Writing the Proposal section for writing suggestions. If it’s not
possible for one person to write all of the narrative, allow time for a lead
writer to piece together the sections to ensure consistency and eliminate
Make sure the budget includes all expenses of operating the program. See
Developing a Budget for suggestions.
e. Program Summary
This should be the last section you write, even though it usually appears at
the front of the proposal. After you’ve written the rest of the proposal, it
will be easier to summarize your program.
f. Table of Contents.
Make sure every page is numbered neatly in the same place, as requested by the
guidelines. Section headings or titles should be uniform from the RFP to the
proposal text to the Table of Contents.
Have team members review items. Ask them to use a red
pen to indicate any changes, revisions, or questions. Incorporate changes and
revisions on an ongoing basis as you receive them. If necessary, pull together
team members to discuss items for which there is disagreement.
Have a person outside of your department review the proposal.
Try scoring the proposal using the funding source’s evaluation or review
criteria, if available.
If called for, write a cover letter to accompany the proposal.
In some instances, cover letters are not needed and are not
The NCTC Institutional Advancement Office will assist in the
development of the proposal, obtaining the necessary signatures, coordinating
with the business office and human resource office to confirm budget amounts,
and will submit proposal to the appropriate funding source.