A 5-DAY GRANT WRITING WORKSHOP

Organized for:
Catholic Diocese of Abakaliki Justice, Development,
Peace, and Caritas Initiative (JDPCI)

Date: 12th - 21st Dec., 2024

Venue: CDAJDPCI Office, Bishop’s House, Mile 50, Abakaliki

Trainer: Okafor Chijioke

(Community Development Worker & Freelance Grant Writer)

Training Objectives
By the end of the workshop, participants will:

● Understand the grant-writing process.

● Learn how to align their project needs with funders’ priorities.
● Gain practical skills for writing, budgeting, and submitting a proposal.

Be equipped with tools and resources to continue learning and practicing.

 DAY 1
Introduction to Grant Writing

What is a Grant?

A grant is a financial award provided by a government agency, foundation,

corporation, or other funding entity to support specific projects, programs,
or activities.

Unlike loans, grants do not require repayment, but they often come with
stipulations, such as delivering measurable outcomes or adhering to donor
guidelines.

Grants aim to address societal needs, such as healthcare, education,

environmental protection, or poverty alleviation.

Types of Grants

1. Government Grants:

Funded by local, state, or federal government agencies.

Focus on public services like education, healthcare, and infrastructure.

Often involve competitive applications and strict reporting requirements.

2. Foundation Grants

Offered by private, corporate, or community foundations.

Typically support nonprofits working in areas such as arts, human rights,

and community development.
Examples include grants from the Gates Foundation or Ford Foundation.

3. Corporate Grants:

Provided by companies as part of their Corporate Social Responsibility

(CSR) initiatives.

Often focus on aligning social impact with business goals.

May support projects in communities where the company operates.

4. International Grants:

Funded by international organizations or foreign governments.

Often target global issues like disaster relief, human development, and
climate change.

5. Research and Academic Grants:

Designed for educational institutions, researchers, or scholars.

Commonly fund scientific studies, innovation, or higher education projects.

Definition and Purpose of Grant Writing

Grant writing is the process of creating a formal proposal to request funding

from donors such as government agencies, foundations, corporations, or
other entities.

The primary purpose is to secure resources for specific projects, programs,

or operational needs that align with the donor's objectives and priorities.

It is a strategic tool for building partnerships between funders and

organizations to address societal challenges and create measurable
impacts.
Key Traits of Successful Proposals

1. Alignment with Donor Priorities:

Ensure the proposal reflects the funder's mission and funding guidelines

2. Clarity and Conciseness:

Write in a clear, persuasive, and accessible manner to engage non-

technical reviewers

3. Evidence-Based Approach:

Use credible data and success stories to demonstrate the problem and the
potential impact of the proposed solution

4. Realistic Goals and Objectives:

Define SMART (Specific, Measurable, Achievable, Relevant, and Time-

bound) goals

5. Detailed Budgeting:

Provide a transparent and justifiable budget that accounts for all project
expenses

Types of Grant Proposals

While most grant proposals generally follow similar formats and require
similar information, this can vary depending on the needs and requirements
of the grantmaker as well as the type of grant request.

Some grants may require more information, different information, or even

less specific information depending on what type of proposal you are
submitting.

Let’s take a moment to review the different types of grants you will come
across when researching new opportunities.

1. Program or Project Grants

The most common type of grant proposal is a program or project grant. In a

program grant, the funding is requested for a specific program or project
with funds being used to increase the capacity of an existing program or
support to begin an entirely new initiative.

A program or project grant, for example, could fund an after school

childcare program at a nonprofit center for families. However, this award
would not extend to other areas or functions of the organization, such as
unrelated classes or administrative and overhead costs. Program or project
proposals are requests for restricted funding, meaning that the funds
awarded can only be used for the purpose articulated in the grant proposal.

2. General Operating Grants

Unlike program and project grants, general operating grants are
unrestricted. Nonprofits rely on the support of general operating grants to
provide flexible funding that can support day to day operations including
administrative costs.

While the majority of grants available are typically restricted, more and
more grantmakers are making general operating requests available
recognizing that flexibility of funding makes it easier to meet community
needs.

Foundations have become increasingly aware that many nonprofits,

especially smaller, hyper-local nonprofits, led by marginalized communities
and individuals, do not have the capacity to compete for restricted funding
to sustain their operations. The flexibility that comes with general operating
grants lets nonprofits use funds as they see fit and answer the needs of the
populations they serve without limitation.

3. Capital Grants

Maintaining capital and facilities is challenging to incorporate into a

nonprofit organization’s budget. Due to the fact that nonprofit organization’s
rely on donations, grants, and public subsidies that are allocated for
specific purposes, it is not feasible to set aside large amounts of revenue
for capital improvements or construction.

That is why many organizations rely on capital grants for this specific
purpose.
Capital grants award large sums of money to organizations undergoing
major capital projects. This can include building a new facility, purchasing
new land or equipment, or even renovating old buildings or facilities the
organization already owns.

Due to the scope of these types of projects, they typically require multiple
sources of funding to complete. Many capital grants require nonprofits to
match a certain percentage or amount of the total capital project cost
through grants, donations, or investments from other sources.

4. Matching / In-Kind Grants

In order to stretch their resources, grantmakers will often offer matching or

in-kind grant opportunities.

These grants require funding from the applicant. They will specify where
these match funds can come from. This is an important detail to pay
attention to, as some matching grants allow you to use other grant funds for
your match while some require these to come from your general operating
budget.

Each grant will specify the required match amount. As an example, if you
were applying for a $100,000 grant that required a 20% match, you would
be asked to contribute $20,000 to the project.
Common Misconceptions About Grants

1. Grants are "Free Money":

While grants don’t require repayment, they are not free. Grantees must
fulfill obligations, such as project implementation, reporting, and achieving
specific outcomes.

2. One Proposal Fits All:

Each grant opportunity is unique. Proposals must be tailored to meet

specific donor guidelines and priorities.

3. All Grants are for Nonprofits:

While many grants target nonprofits, there are also grants available for
businesses, researchers, and individuals.

4. Winning a Grant is Guaranteed with a Good Idea:

A great idea must be coupled with a clear, compelling, and well-structured

proposal to compete effectively.

Understanding Donor Requirements

1. Researching Donor Guidelines and Priorities

Why Research Matters:

Understanding donor requirements is crucial for creating proposals that
resonate with funders. Research ensures alignment with their mission,
values, and funding priorities.

Steps for Effective Research:

I. Visit Donor Websites: Explore sections like "About Us," "What We

Fund," or "Grant Guidelines." Examples include USAID, Bill & Melinda
Gates Foundation, or local foundations.

II. Review Past Funded Projects: Learn from previously funded programs
to understand what donors prioritize.

III. Read Request for Proposals (RFPs): Carefully study the guidelines,
criteria, and deadlines outlined in the RFPs.

IV. Use Donor Databases: Leverage platforms like Foundation Directory

Online or fundsforngos.org for insights into donor profiles

V. Use Google search engine

Key Questions to Answer:

● What issues does the donor focus on?

● What type of organizations or regions do they fund?
● Are there specific formats or templates required?

2. Aligning Your Organization’s Goals with Donor Interests

Steps for Alignment:

I. Map Goals and Objectives: Match your organization's mission,

objectives, and proposed projects to the donor’s priorities.

II. Tailor Your Language: Use terminology and frameworks familiar to the
donor to demonstrate alignment.

III. Highlight Shared Values: Clearly state how your project supports the
donor's mission and creates shared impact.

IV. Demonstrate Capacity: Show you have the expertise, resources, and
experience to deliver results.

Examples of Alignment:

I. If a donor funds education for girls, propose a program that directly

addresses barriers to education in underserved communities.

II. For a corporate donor with environmental priorities, highlight the

sustainability aspects of your project.

3. Examples of Common Donor Requirements and Pitfalls to Avoid

Common Donor Requirements:

I. Clear Problem Statement: Provide evidence of the issue you aim to

solve.
II. Defined Goals and Objectives: Use SMART criteria (Specific,
Measurable, Achievable, Relevant, Time-bound).

II. Detailed Budget: Include line-item budgets and justifications for each
expense.

IV. Monitoring and Evaluation Plan: Explain how you’ll measure success
and report progress.

V. Organizational Credentials: Showcase your track record, partnerships,

and qualifications.

Common Pitfalls to Avoid:

I. Ignoring Guidelines: Submitting proposals that do not meet the donor's

format, word count, or required documentation.

II. Unrealistic Budgets: Overstating or underestimating costs, which

raises concerns about credibility.

III. Generic Proposals: Failing to customize your proposal for the donor's
unique interests.

IV. Weak Problem Statements: Not providing data or evidence to back

your claims.

V. Missed Deadlines: Submitting late or incomplete applications reduces

chances of success.
Understanding the Grant Lifecycle

Pre-Award Phase:

● Research: Identify funding opportunities that align with your project

goals.
● Planning: Develop project concepts, objectives, and budget.
● Proposal Submission: Write and submit a grant proposal following
donor guidelines.

Award Phase:

● Review: Donor evaluates submissions based on criteria like

feasibility, alignment, and impact.
● Decision: Donors either approve or reject the proposal. Successful
applicants receive the grant award letter or contract.

Implementation Phase:

● Execute the project as outlined in the proposal.

● Monitor progress and ensure compliance with donor expectations.

Post-Award Phase:

● Reporting: Provide regular updates on activities, financials, and

outcomes.
● Evaluation: Assess the success and impact of the project.
 ● Closeout: Submit final reports and fulfill remaining obligations.

Who should be involved in Proposal Planning and Writing?

Proposal writing is not a one-man show; while one individual may bear the
responsibility of overseeing the proposal from start to finish, many other
people need to be involved in the process. It is an inclusive process. More
ideas are brought to light when all those involved in the project have some
input.

Here are some examples of those who could be involved in the planning
and writing stages of the proposal.

Planning Stage

Program Staff – The people who will be running the program should have a
say in how it is designed.

Fundraisers – The fundraisers need to know about the project to sell it.
Fundraisers will also have some expertise on what project elements will
appeal to donors and what won’t.

Beneficiaries – The project is designed to help these people. They should

be consulted in the planning stages.

Community – A project may affect others beyond the intended

beneficiaries. It is important to hear from others within the project area.

Others within the NGO – Running a program is a team activity. Let the
team be involved from the very start.
The Board – A good board should be able to provide valuable assistance.

Other NGOs – Other organizations may have advice, expertise and other
resources at their disposal. They may have examples of similar past
projects, proposals, budgets, etc. or be willing to partner.

Experts – Almost all projects have a technical component, so it is important

to consult them on the details. Depending on the type of project, experts
may include lawyers, medical doctors, local government agencies,
accountants, community organizers, advocacy groups, software
developers, teachers, scientists, police etc.

Contractors – Some projects necessitate hiring others outside the NGO to

provide goods and services. Consult these people or companies to make
sure the requirements are reasonable and get a cost estimate. Also, see if
they can provide free or discounted services for NGOs!

Donors – In some cases, donors may be willing to help plan a project they
would be interested in funding. Many donors have experience in planning
projects from reviewing so many proposals, visiting the field, working with
NGOs etc. Some donors provide technical expertise as part of their
mission. If possible, try to connect with donors and seek advice.

The planning stage should give rise to numerous writings and documents
which can be condensed and formatted into a proposal. In general, one
individual should be responsible for the proposal, however, certain sections
should be drafted by others and many should be involved in the review
process.

Writing Stage
Proposal writer – Ideally this is someone within the organization with
experience in writing proposals. In general, it is not recommended to hire
consultants to write proposals, as this is a necessary skill NGOs need to
develop. It may, however, be a good idea to hire a consultant in the
planning and review stages.

Program managers – Program people will have a very in-depth

understanding of how the project will be implemented.

Researchers – Researchers can contribute to the project rationale,

background, and context.

Marketing team – Those responsible for marketing will know how to present
the NGO, have a good organizational background summary, and can assist
in branding the proposal.

Accountant – An accountant should always look over the budget.

Reviewers – Have as many people as possible look over the proposal

drafted to help finalize it. Try to get those involved in the planning stages to
check for accuracy and ask other people within the NGO to make sure the
NGO’s message is conveyed. It is also a good idea to have people
completely unrelated to the project and NGO look over the draft, as they
can often give an unbiased opinion and evaluate how easily
understandable the proposal is.

How GrantMakers Read Proposals

Beyond project details, donors read proposals to answer questions such

as:
 ● Does the NGO have the capacity to implement the project?
If an NGO does not have the capacity to write a good proposal, it may
not have the capacity to run a good project.
● Can the NGO be trusted?
NGOs who trust donors with honest and transparent explanations of
project costs, risks, and weaknesses are more likely to be trusted in
return.
● Will the NGO make a good partner?
Donors look to see if you have researched them, to understand their
needs, and to pay attention to application instructions.

Will the NGO still be around in five or ten years?

The NGO’s history, current resources, and long-term vision help
donors determine if the NGO will be a long-term player in the
development field.

Common Terms in Proposal Writing

Proposal writing, like all other writing, has its own special jargon. Note that
all these definitions are specific to NGOs in writing proposals. Many of
these words will have alternative meanings outside of this space which is
not included here.

Activity: an action undertaken by the project or the organization to achieve

the set objectives; also referred to as input.

Baseline Study: a collection of data about the situation before the project
starts; a detailed description of the status quo.
Beneficiary: the direct participants or recipients of funding or program
support; a group or individual directly impacted and benefited by the
project.

Budget: a document that specifies how the money will be allocated to

implement the activities described in the proposal; a description of the
project in numbers.

Capacity Building: the skills and ability of an NGO to run programs

successfully and continue its success in the long-term.

Case Study: a scientific research paper or detailed true story which

analyses a problem faced by an individual or a group that is representative
of a wider issue.

Concept Note: the shortest expression of a project idea given on paper to

a donor; a document generally used in the first instance when pitching a
project to a donor.

Co-Payments: the contribution from your NGO or beneficiary side to the

project budget.

Cross-Cutting Theme: a related issue or theme that is integrated into the

project goals and objectives.

Donor: an individual or organization that provides funding. In this Guide,

the term “donor” will refer to institutional donor agencies that review grant
proposals.

Due Diligence Analysis: before a donor invests in an NGO in the form of

a grant, they want to know if the NGO is a healthy organization with stable
finances and a reliable work history. The aim of the due diligence process
is mainly to find out if your NGO is a good and reliable partner.
Impact: long-term result of a project; the long-lasting effect of activities
undertaken by a project.

Indicator: the measure of the result; the measures which will prove the
success of a project.

Innovation: using new or novel ideas and approaches to solve existing

problems

Letter of Inquiry: a short letter sent to a prospective donor to determine

donor’s interest in evaluating a full grant proposal.

Local Knowledge: the knowledge of people that live in a certain place has
developed over time.

Milestone: a set point along a project’s timeline in which a specific and

predefined activity will take place or should have taken place; a check for if
a project is on track.

Monitoring and Evaluation (M&E): an approach developed to measure and

assess the success and performance of projects, programs or entire
organizations.

NGO: abbreviation for non-governmental organizations; a not-for-profit

organization that is independent of states and international governmental
organizations and works for the benefit of society. May also be called non-
profit, non-profit organization (NPO), civil society, or charity.

Objective: specific target the project works to achieve within the stipulated
time.

Organizational Budget: a budget that shows the costs that are not directly
related to the implementation of a project, i.e. rent, insurance, salaries etc.
Organizational Profile: a.k.a. organizational background, organizational
history, NGO profile; a detailed description of the implementing
organization.

Outcome: medium-term result of project activities; result achieved after a

period of time – not immediately – after the completion of a project.

Output: short-term result of project activities; immediate result achieved at

the completion of the project or project activity.

Participatory Methods: approaches that include more voices into

planning, implementation, and evaluation of development work.

Project: temporary entity established to deliver specific (often tangible)

outputs in line with predefined time, cost and quality constraints.

Project Budget: a document which specifies how the money will be

allocated to implement the activities described in the proposal.

Project Design: is the first phase of the project cycle. It identifies key
elements by outlining the answers to the 4 Ws of the project: What-Where-
When-Who.

Project Goal: very general, high-level and long-term vision for the project.

Project Rationale: an argument in favor of implementing the proposed

project; a detailed explanation of why the project is required.

Proposal: a document which is used to request funding to implement a

project.

Risk: an unplanned external factor which may occur and could negatively
impact the project
Scalability: a project idea can be adapted to a bigger scale than just the
local context. It also means ideas and concepts that you propose can be
used in a different context again.

Scope of Work: an agreement on the work that should be done-specifics

about what needs to be done by when, and by whom

Stakeholder: someone who has a stake in the endeavor you are

proposing. This does not only mean your beneficiaries but everybody that
would be affected or touched by your project.

Strategy: the broad concept under which activities are placed.

Sustainability: the ability of an NGO to continue a mission or a program

indefinitely.

SWOT: Strengths and Weaknesses, Opportunities and Threats; a tool used

for discussing the pros and cons of the organization that could impact the
project.

Timeline: chronological order of events that you plan to do in your project.

Workplan: A description of the sequence of the project activities in time. It

is much more detailed than a mere timeline though.