Writing A Great Proposal Letter

1) The most important thing about the grant funding is to read carefully the criteria for funding. In your proposal letter, be as specific as you can to address the primary focus of the funders. You need to match your organization’s primary aims, objectives and missions to the main focal point of the grant. Suppose you are writing a proposal in which the funders’ main focus is youth development. It is better to start your proposal letter by addressing the main focus of the funder in this way:
“Our organization has been serving the mission of youth development through sports and literacy program. This proposal letter is in regard to the government’s focus on youth development.”
2) It is important to find some representative in the funding organization before submitting a grant. It helps you create a close relation with an important representative in the funding organization. It helps you to gather more information and make your grant letter more effective. You can also give reference to the funder’s representative in your proposal letter in this way:
“Having discussed the project with Mark Petter, a senior representative of your organization, we are confident that the main focus of our project is in keeping with your mission to uplift the high school youth of our community.”
3) You have to make extensive homework to gather statistical facts and data about the particular problem your organization is going to solve. For example:
“In our locality, children of ages 9 to 14 do not have adequate education facilities, so the literacy rate is as low as 35%.”
Next you have to assure how your organization will approach the target audience to address their problems:
“Over the last six years, our organization has been providing educational services to a large number of High School youth. As a result of our mass literacy movement, thousands of children have been able to read and write. We want to expand our program on a large scale so that the maximum number of children should benefit from our services. In this regard, we look forward to your patronage in order to continue our mission on a larger scale.”
4) The grant letter should give an estimate of money needed for the next fiscal year:
“Our organization intends to give services to more than 10,000 youth this year. We would like to request a fund of $60,000 to help meet our aims and objectives. We have a plan to hire new educators and other team members to increase the literacy rate by 90% in our community”
Give references to other fund raising sources and methods that have funded your project in the past. Spread the word around and let everyone know about the success of your project through press releases, newsletters, flyers and annual reports. Develop a positive rapport and communication with your local state representative.
5) Lastly, close your proposal letter with thanksgiving sentences for the funding organization. Make sure, the requested amount is reasonable and is according to the past amounts the organization has funded. If the organization generally allocates a fund of $25,000 you cannot request a double amount. In the end give your company’s signature including contact information such as phone, email, web address or the postal address, so that the organization can contact you easily.
6) It is essential to provide proof of your organization’s services by attaching documents, press releases, flyers, news articles, pictures of the staff and events. You can also attach annual reports, expenses and testimonials from citizens, local representatives, partners and volunteers. Also include support letters form parents and teachers. Make sure to attach all the items requested by the funding criteria such as the listing of your organization’s board members. You may also be required to attach IRS 510c3 status letter and a certified internal Audit Report attested by a public Accountant.