HayDay Services is bringing you a series of “how-to” articles related to successful grant development.
Part 9: Typical Attachments
If you’ve ever been in a training session about grant proposal development with my HayDay Services Co-Founder Kimberly, you’ve heard her say this line: 80% of grant writing is not writing. I know, it sounds counterintuitive, but it’s true.
Sure, we spend plenty of time putting words to the page, but we also do so many other things. Things like:
- Research articles, websites, and more to find data to show our community need
- Interview subject matter experts to better understand the need, the program, the budget, and more
- Build relationships with community partners
- Educate bosses and boards about how grants work (and don’t work)
- Read annual reports, planning documents, survey results, and more
- Track down required attachments for grant applications
It’s the last one where I’m focusing today. Most, if not all, funders will ask for additional information beyond the narrative responses to their questions. Knowing where your information is, or how to create it, is a helpful tool in the grant professional’s arsenal.
REQUESTED DOCUMENTS TO TRACK DOWN
There are many items that funders ask for over and over again. And while we don’t have to build these items from scratch, you need to have the file handy and ensure you have the most recent version of each.
- Proof of Nonprofit Status – almost every private funder is going to ask for your 501(c)3 exemption letter. Unless your organization changes name or has something earthshattering happen, the original letter is all you should need. Make sure you have a legible, electronic copy to attach. When I get a new client, I always start a “typical attachments” folder, and this letter is the first thing I add.
- Organizational Budget – It’s a good idea to have a one-pager that highlights the main categories of your organization’s annual budget. Yes, you need a new one every year. It also doesn’t hurt if that budget includes a projected budget for the following year. Someone in your organization’s finance department, the Board’s Treasurer, or whomever keeps your books should be able to supply you with this document.
- Form 990 – Just like foundation’s have to file their 990 every year for tax purposes, so do nonprofits. Make sure you have your most recent copy on hand for funder’s who request it.
- Annual Report – I’ve only seen a handful of funders request this document, but it does happen on occasion. And if a funder ever has the space for any additional attachments, the Annual Report is always my go to choice because it shows so much about the work, employees, community, and success of an organization. If your organization does not have an Annual Report, I highly recommend you start creating one. I create one for a client every year. Honestly, it’s a nice break from grant writing and it gives me further insight into all that my client has accomplished the past year.
- Resumes/Bios – Many funders ask for a resume or short bio about key staff members. It’s a good idea to collect your colleagues resumes and draft a short (1-2 paragraph) bio ahead of time. Saves you from having to do so when it’s crunch time for a grant deadline.
- Job Descriptions – If you are asking a funder to pay for a portion or all of a position, chances are, they are going to want a better understanding of what the position entails. That is when a job description will come in handy – whether you’re adding it as an attachment or including the language in your narrative. If you have an Human Resources Department, work with them early to collect copies of all your organization’s key positions. Sometimes you may be creating a new program and have to work with them to build a new job description, and that’s okay too.
You may have some standing documents that funders request over and over again. My advice? Make sure you have the most recent copy of said document and keep it in the handy “attachments” folder online. Trust me, when you are up against a deadline, you’ll thank me that you don’t have to track down one more thing.
REQUESTED DOCUMENTS TO CREATE
Some documents are unique for each grant application, so you have to build them along with your grant application. When that happens, I recommend you figure out what all you need as early as possible, then figure out whose help you need.
I always try and reach out to my colleagues early to tell them what I need and find out when they can have said document back to me. I always ask for it well before the grant deadline, because stuff happens. Examples include:
- Support Letter – many funders either ask for support letters or allow you to include if desired. I could write an entire blog post on support letters, but for now I’ll just say this. Determine who would have the biggest impact as a letter writer, draft a copy of the letter, and then once they agree send said letter with instructions to edit as needed, add on letterhead, then sign and return to me. Make sure to give them a deadline long before the grant is due.
- Location Map – if you are building a road, park, community center, or any other sort of infrastructure, chances are the funder is going to ask you for a location map. This helps them understand where in the community your project is located and how close it is to residents, businesses, and other infrastructure. I have worked in places with GIS Departments who could build beautiful maps for me. I have also worked places where I had to use whatever resource I could find online to make a map. The trick is to follow whatever the funder’s instructions are and make it work.
- Logic Model – here’s another topic I could write a whole blog post about. If a funder asks for a logic model, they often provide a template or example. If so, follow that. If not, I recommend using the Kellog Foundation’s guide to logic models, found HERE.
- Program Budget – Funders want to know exactly what they are spending their money on, and they also like to know how it fits in the program’s overall budget. If they ask for a program budget, you may need to build one.
- Deed, Survey, or Other Land Documents – if you are asking a funder to pay for property or are building something on property you own, chances are they will ask for a copy of the land’s deed, recent survey, or some other form of documentation. There have been times when I’ve had to reach out to our organization’s attorney to track down the exact legal document needed. Sometimes you have to ask for assistance.
- Resolution – Government funders often want to see a resolution from your elected officials (or board) to prove that the grant application has their blessing and funding is available for any required match. Make sure you get on your board’s agenda in plenty of time to pass said resolution.
This is certainly not an exhaustive list. Whether you’re seeking funding from a foundation or corporation or a federal, state, or local government agency, they can ask for a whole host of documents from you. If you forget even one of them, a funder can deny your request. They can even refuse to review your application if a required attachment is missing. And nobody wants to hear no from a funder all because of one missing document.
When it comes to attachments, you want to keep up with the standard ones and be prepared to track down or create new documents. The best bit advice I can give is to create a checklist of required and optional attachments when reading the funder’s guidelines. That way, you don’t miss a single document.
Also, pay attention to any instructions for uploading documents to funder portals. They often limit the types of documents they will accept (pdf is a fan favorite), and they might limit the size of the file. These are the pesky details that can mean the difference between submitting an application on time and missing the deadline. So read the fine print!
Amanda Day, GPC, is a national trainer and speaker. With 20 years of grant prospect research, writing, and management experience, she has the knowledge, know-how, and stories to keep every workshop participant and conference attendee engaged and better prepared to succeed in the grant profession. She is well versed in federal and private grant funding, as well as educating up and using your professional network to best build career path. Her passion lies in preparing grant professionals to successfully fund their organizational and community needs, along with meeting their personal career and leadership goals.
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