Step 3 in the grant development process involves writing the grant proposal/application and submitting it to the grantor.

There are several steps in preparing a successful proposal; these steps may not be linear and might occur in a different sequence. Depending on the complexity of the project and the funder requirements, additional steps might be needed, but the basic steps include:

  • Convene grants team to:
    • Develop and/or confirm the scope of the request.
    • Clarify the grants team member roles and responsibilities as needed.
    • Create a timeline to develop and write the grant application/proposal.
    • Discuss and formulate the project work plan.
  • Gather information as requested in the grant guidelines.
    • PRO TIP: Grant writer can lead the grant team through this process.
  • Conduct/coordinate additional research as needed.
    • Helpful resources to find data/research that supports your request:
    • Assemble the program/project budget (if required).
    • Write the proposal.
      • “The written grant proposal is the primary tool that most funders use for making grant decisions. In a nutshell, the grant proposal is your opportunity to communicate to the funder who you are, and why you are seeking a grant, what you plan to do with the money, and why you are a good fit with the funder priorities.” — Overview of the grant seeking process from the Minnesota Council on Foundations
      • PRO TIP 1: Develop boilerplate proposals for high-priority projects using the Minnesota Common Grant Application form as a template. Then, as funding opportunities become available, tailor the boilerplate language for these grant applications.
      • PRO TIP 2: Ensure that the grant writer either has grant writing experience or has support from an individual with grant writing experience.
    • Gather the attachments.
      • Commonly requested grant attachments include:
        • Finances such as audited financial statements, organization budget, project budget, and a list of additional funders.
        • List of elected officials.
        • Key staff related to the project.
        • Resolution of support.
      • A list of the most commonly requested grant attachments for foundation grants is available on the Minnesota Common Grant Application Form.
    • Share the proposal/grant application with grants team for review.
      • Allow at least one to two weeks for proofreading and internal review.
      • Consider two proofreaders — one who will have responsibility for implementing the project and another who is not directly connected with the project. The outside reader can ensure that the proposal is understandable to someone who isn’t a city employee.
    • Submit the grant application/proposal.
      • Follow grant submission instructions in the grant guidelines.
      • Retain a complete copy of the grant application/proposal submitted.

Once the grant application is submitted, then it’s in the hands of the grantor to review and make decisions. This phase of the process may involve additional work for the applicant. The following happens during this period:

  • Grant review.
    • Grant applications are reviewed by people such as review panels, program officers, trustees/board members, community members, and/or subject matter experts.
    • Grant review can include a site visit, which is a meeting initiated by the funder to discuss the grant request with the grant applicant city/organization. Sometimes the review includes a request for additional information.
  • Grant decision and follow-up.
    • Grant applicants are typically notified in writing of the grant award or decline. Sometimes funders will personally call grant applicants that were selected for funding. The grant notification date is often included in the grant guidelines.