Grant Attachments: The Big Time Suck

If I’ve said it once, I’ve said it a million times: grant writing is NOT a solo sport. And this is readily apparent when it comes to required grant attachments. You know: that laundry list of additional documents a funder requires along with your grant narrative.

It can be easy to focus on the written word (especially when you have a ton of questions to answer in your proposal), but if you leave attachments as an afterthought, you will find your proposal in the “grant denied” pile before a funder even reads the first word of the application. That’s right, if your application doesn’t include every requested attachment, a funder can deem your application incomplete and decide not to review it at all.

Kimberly and I highlight the typical standard attachments and share insights on how to keep this information current and accessible in the latest episode of the Fundraising HayDay Podcast HERE. Let’s talk tips and tricks for making sure your attachments don’t sink your proposal.

ATTACHMENTS TIP LIST

1. Make your attachments list – some funders will create a list of all the required attachments. These are my favorite funders. Others randomly mention required attachments throughout the application guidance. If that’s the case, create your own checklist so you don’t miss any document they are asking for.

2. Work on attachments first – often, attachments require the assistance of other individuals. You may need a copy of recent board minutes from your nonprofit’s board of directors meetings – who has access to those to send your way? You may need a map showing the project location – do you have a GIS department to build that for you? The funder may require support letters – and those should come from other individuals and agencies (even if you’re drafting the documents). Whether you’re tracking down documents, creating the attachments yourself, or relying on others to help, these all take time. Often, attachments take more time than you’d expect, so start early.

3. Set internal deadlines – when you’re collecting attachments from others, don’t tell them when the grant is due. Instead, set an internal deadline that is both respective of other people’s time but also gives you plenty of time to review the document, make any needed adjustments, and get the grant submitted in a timely fashion.

4. Name your attachments correctly – grant guidance is getting more specific about the naming of attachments. If they suggest you call a document YOURORGNAME_ATTACHMENT1 then do just that.

5. Pay attention to file types – funders are often very specific about what type of files they will and will not accept. If they only take pdf documents, then build in time to convert all your word, excel, png, and other files to pdfs.

6. Upload the correct attachments in the right place – because it’s very easy to put the wrong document in the wrong place. And if a funder wants your most recent annual audit, uploading the most recent annual report is not a good idea. (Yes, I’ve done that once. OOPS!)

7. Always build in extra time – inevitably, someone will forget to give you a document, a file will be corrupted, or the portal will crash on deadline day. That’s just the world of grant writing. So, make sure you have wiggle room to collect, upload, and submit your application with all required documents.

8. Take advantage of extra space – if the funder gives you room to upload any additional documents, use that space for something. If they didn’t ask for an annual report, that’s a great addition to any grant application. Other things to consider including in that extra/optional space: articles about your programming, video links showing your organization at work, and pictures of the spaces you’ve created or communities you’ve served (if it makes sense to do so). If there is ever an optional attachment spot, fill it with something. It’s just one additional way for the grant reviewer to better understand the incredible work of your organization.