Let’s Write a Math, Science & Technology Grant

Let’s Write a Math, Science & Technology Grant Part 2: Writing a Letter of Inquiry, Cover Letter, and the Proposal You found the Grant, now it’s time to write it! G. Carlin – July 2007

The Letter of Inquiry

Letter of Inquiry • Prior to submitting a full proposal, or even instead of one. • Describes the suitability of a match between your proposal and the grantor’s interests. • All the elements that would eventually be part of a full proposal.

Letter of Inquiry • Two to three pages • Presentation of the need or problem you have identified. • Proposed solution • Organization's qualifications for implementing that solution. • Next steps (ie. follow-up phone call)

Components of the Letter of Inquiry • 1. Introduction • 2. Organization Description • 3. Statement of Need • 4. Methodology • 5. Funding sources • 6. Final summary

Letter of Inquiry Template Heading • Organization Letterhead • Date • Name • Title • Organization • Address • City, State, Zip

Letter Of Inquiry Template • Dear Name: • The (Your Organization) seeks support of $XX,XXX from the ABC/XYZ Foundation for (seed money, general support, project support, publications support, etc.) of our (special project). [1] We are grateful for the support we received from the ABC/XYZ Foundation in 19XX for (description) and think this new proposal may be of comparable interest to your foundation. [2] We think this project is very much aligned with ABC/XYZ goals in (field of interest, other funded projects or guideline statement). • Our organization, established in 19XX, is serving the (geographical) community with our services: (List). Recently we were honored by (description) for (accomplishment). (Insert one or two other accomplishments of entire organization.) • The project for which we request funds will make a difference in the lives of (such and such clientele) in the following way: (insert specifics of plan). The project will take the X amount of time, X amount of $$$$ and we expect the following concrete results: [a], [b], and [c]. • We have received (grant support, contributions, inkind, volunteer, volunteer staff help, etc.) in the early stages. Support the first year will come from [a], [b], and [c] and the project will (be complete at that time or supported in the future by [a], [b], and [c]). • We invite you visit the project and we will call by (date) (or within two weeks) to arrange your visit. We will be glad to submit a full proposal with additional information for your further review. • Sincerely, • (sign) • Your Name • Your Complete Phone Number • Publication of McClellan Funding Information Library, San Mateo, California-April 1993 (Rev.)

1. Introduction • Executive summary (1 paragraph) • Name of your organization • Amount needed or requested • Description of the project • Qualifications of project staff • Brief description of evaluative methodology • Timetable

2. ORGANIZATION DESCRIPTION • Brief history and description of your current programs. • Demonstrate a direct connection between what is currently being done and what you wish to accomplish. • Focus on the ability of your organization to meet the stated need.

3. STATEMENT OF NEED • Must convince the reader that there is an important need that can be met by your project. • The statement of need includes: • a description of the target population and geographical area • appropriate statistical data in abbreviated form, and several examples.

4. METHODOLOGY • The methodology should be appropriate to your statement of need and present a clear, logical, and achievable solution to the stated need. • Describe the project briefly, including • Major activities • Names and titles of key project staff, • Desired objectives.

5. OTHER FUNDING SOURCES • List other funding sources being approached for support. • Sentence or a brief paragraph.

6. FINAL SUMMARY • Restates the intent of the project • Affirms your readiness to answer further questions • Thanks the potential funder for its consideration.

Mailing the Letter of Inquiry • Addressed to the appropriate contact person at a foundation or to its CEO • Sent by regular mail.

The Grant Proposal

What You Need to Think About … • Who are you? • How do you qualify? • What do you want? • What problem will you address and how? • Who will benefit and how? • What specific objectives will you accomplish and how? • How will you measure your results? • How does your funding request comply with the grantmaker's purpose, goals and objectives?

Components of a Proposal • 1. Executive Summary/Abstract • 2. Background/Need • 3. Project Description • 4. Budget • 5. Organizational Information • 6. Conclusion

1. Executive Summary/Abstract • Summary of the entire proposal. • One page or less. • Same format as the proposal.

Executive Summary includes … • ProblemA brief statement of the problem or need your agency has recognized and is prepared to address (1 or 2 paragraphs). • SolutionA short description of the project, including what will take place and how many people will benefit from the program, how and where it will operate, for how long, and who will staff it (1 or 2 paragraphs). • Funding requirementsAn explanation of the amount of grant money required for the project and what your plans are for funding it in the future (1 paragraph). • Organization and its expertise A brief statement of the history, purpose, and activities of your agency, emphasizing its capacity to carry out this proposal (1 paragraph).

2. Background/Need • Describes what your organization has done in the past. • A brief background of the specific problem in your area. • Data to support your claims. • 2 pages

Remember, in your Needs … • Use current, accurate data and information that BESTS supports your project idea. • Even though there is need, there must be HOPE! • A “solution” cannot be a problem.

When stating Needs, be carefull … • “Problem is Worse or Solution is Better” • Don’t be critical of other nonprofits. • “Work should compliment, but not duplicate the work of others!”

3. Project Description • a. Objectives • b. Methods • c. Staffing/administration • d. Evaluation • e. Sustainability • 3 pages

a. Objectives/Goals • Measurable outcomes of the program. They define your methods. • Tangible, specific, concrete, measurable, and achievable in a specified time period. • Objectives are specific accomplishments. • Goals are prospective outcomes.

Four Types of Objectives • Behavioral - A human action is anticipated. • Example: Fifty of the 70 children participating will learn to swim. • Performance - A specific time frame within which a behavior will occur, at an expected proficiency level, is expected. • Example: Fifty of the 70 children will learn to swim within six months and will pass a basic swimming proficiency test administered by a Red Cross-certified lifeguard. • Process - The manner in which something occurs is an end in itself. • Example: We will document the teaching methods utilized, identifying those with the greatest success. • Product - A tangible item results. • Example: A manual will be created to be used in teaching swimming to this age and proficiency group in the future.

b. Methods • Specific activities you will conduct in order to meet your objectives. • Includes a(n) • Approach • Action plan • Timeline section.

Methods: How, When, & Why? • How: Description of what will occur during the life the project. • When:The order and timing of the tasks, both as a narrative and a timetable. • Why: Use expert testimony and/or examples of other projects that worked to show why the planned work will most effectively lead to the outcomes.

c. Staffing/Administration • Volunteers, Consultants, and Paid Staff. • Number of staff, their qualifications, and specific assignments. (few sentences) • Delineate the practical experience you require for key staff, as well as level of expertise and educational background. • Plans for administering the project.

d. Evaluation Plan • Process and Outcome Measures that will be used to evaluate the success of your project. • Describes how • evaluation data will be collected and analyzed • how the results will be reported and • audience it will be shared with. • Evaluation plans include both qualitative and quantitative data.

e. Sustainability • long-term financial viability of the project to be funded. • prove either that your project is finite (start-up and ending dates) • capacity-building • make your organization attractive to other funders in the future

4. Budget • One-page statement of projected expenses • Itemize all expenses. • Detailed justification for each expense (only if necessary) • Projected support and notes explaining various items of expenses.

Budget Worksheets • Dollar ($) figure for each item should be summarized on worksheets. • costs should be grouped into subcategories, reflecting the critical areas of expense. • All significant costs should be broken out within the subcategories, but small ones can be combined on one line.

Budget Subcategories • You might divide your expense budget into personnel and nonpersonnel costs. • Personnel subcategories: salaries, benefits, and consultants. • Nonpersonnel subcategories: travel, equipment, and printing. • Overhead, or indirect costs

Budget Narrative • Used to explain any unusual line items in the budget and is not always needed. • "Notes to the Budget," with footnote-style numbers on the line items in the budget keyed to numbered explanations. • Straight test is used if an extensive or more general explanation is required.

5. Organizational Information • Two pages or less: • nonprofit (program) came into existence • your mission • description of how your project idea fits within or extends that mission • description of the organization's structure, programs, leadership, and special expertise. • Attach a brochure or other prepared statement

Organizational Information: Staff Staff Description: • Numbers of full and part-time staff, volunteers • Levels of expertise Describe the • Types of activities in which your staff engages • Assistance they provide • Audience they serve • Any special or unusual needs they face • why they rely on your agency. • Cite the number of people who are reached through your programs.

6. Conclusion • A concluding paragraph • Outline some follow-up activities or state how the project might carry on without further grant support. • Make a final appeal for your project. • Briefly reiterate what your nonprofit wants to do and why it is important. • Why funding is necessary to meet the project goals.

Appendices • Includes only relevant documentation, such as: • Letters of support • Data sources • Resumes for key staff • Evaluation protocols.

Letters of Support • Target audience thinks you are doing something useful. • All letters of support and commitment should be collected and placed in the appendix.

The Cover Letter • Brief explanation of the project • Relevance to the foundation’s or granting agency’s interest. • Total funding requirement. • Personal and organizational credentials. • Expression of enthusiasm. • Offer to supply additional information as needed.

Cover Letter Sample 1 • Organization Letterhead • Date • NameTitleOrganizationAddressCity, State, Zip • Dear Name: • The (Your Organization) seeks support of $XX,XXX from the ABC/XYZ Foundation for (seed money, general support, project support, publications support, etc.) of our (special project). [1] We are grateful for the support we received from the ABC/XYZ Foundation in 19XX for (description) and think this new proposal may be of comparable interest to your foundation. [2] We think this project is very much aligned with ABD/XYZ goals in (field of interest, other funded projects or guideline statement). • Our organization, established in 19XX, is serving the (geographical) community with our new services: (List). Recently we were honored by (description) for (accomplishment). (Insert one or two other accomplishments of entire organization.) • The enclosed full proposal describes the (need for the project) and the distinctive way our organization seeks to fill that need. • Thank you for encouraging us to submit this proposal. We would be pleased to provide other information in writing or in person at your convenience. We understand that this proposal will be considered on (date) and we will call you a few days later to learn the outcome. • Sincerely, • (sign) • Your NameYour Complete Phone Number

Sample Cover Letter 2 • DateName, Title (Grantmaker Contact)Foundation, Bank, Corporation (Grantmaker)AddressCity, State, Zip CodeRE: Name of Grant(Name of Organization) is pleased to submit this request for your review. We look forward to your partnership in our cooperative efforts to rebuild (Name of Community).Our proposal requests $ (amount of request) to launch our creative homeowner downpayment revolving loan program to provide a 50/50 match downpayment to enable the low- and moderate-income residents of (Name of Community) the opportunity to own their own homes.Our homeownership downpayment loan model is creative in promoting homeownership opportunities for the tenants of (Name of Organization) rental housing. this (Name of Grant) program supports the (Name of Grantmaker) objectives to promote community resident home-ownership opportunities.We have secured $ (Amount) funds to seed the program, have pre-qualified more than 100 community residents for downpayment loans, and bring a 50/50 match for every dollar in this request.For the last fifteen years, (Name of Organization) has successfully produced affordable housing in (Name of Organization). We have delivered more than 1000 units of affordable housing to our community. Your ongoing investment in our housing programs and projects will enable us to continue to effectively serve our impoverished community, and its working poor residents.Thank you for your interest in (Name of Organization). We envision building upon our collaborative success by developing our homeownership downpayment loan program with you.Sincerely,(Name of CEO/Board Chair)(Title of CEO/Board Chair)

Let’s Write a Math, Science & Technology Grant