According to a survey conducted by the Association of Fundraising Professionals, the number one complaint from foundations is that applicants submit proposals that do not match their guidelines. Not following guidelines will almost always ensure that your proposal is one of the nine out of ten grant proposals that does not receive funding. You might be tempted to twist the contents of your proposal to appear to meet the needs of the foundation, but the evaluators will see right through you.

Here are four effective steps to help take your proposals from “Trash It!” to “Fund It!”

1. Conduct preliminary research. Start by reading the foundation’s guidelines and latest annual report to gain an understanding of the types of projects they will and won’t fund. This information is usually easy to find on the foundation’s website. Background research will also help you identify the tone and buzz words you can use to “speak the foundation’s language,” when you write your proposal.

2. Gain inside information. Schedule a meeting or a phone call with a foundation representative to discuss what they are looking for and determine if your project is a fit. A brief conversation can give you the inside information that you need to tailor your proposal to speak to their interests. If you determine that your project is not a match, the foundation representative might be kind enough to suggest other foundations that would be more likely to fund your project.

A foundation representative will also tell you if you must write a letter of intent. Many foundations will no longer accept unsolicited proposals and require you to first submit a letter of intent.

Another way to gain inside information is to register for a foundation’s free application seminar. Attendance at one of these seminars is often mandatory to be considered for funding. Always take advantage of these seminars, even if it is not mandatory and you have previously received funding from the program. You will learn about changes in the program and have an opportunity to ask specific questions.

3. Follow the application’s directions. My experience as a grant panel moderator has taught me that panels hate nothing more than digging through a large application for required information and then having to guess when the information either isn’t there or answered poorly. The last thing you want is for a foundation to make guesses about how you intend to spend their money! That is why you must include everything that the foundation asks for in your proposal. One good way to check your application is to compare it side-by-side with the foundation’s questions. Highlight any areas where you did not answer their questions thoroughly and be sure to address them in your next revision.

4. Recycle to help the environment, not to help fund your program. Evaluators can always tell when an applicant recycles an old proposal, changing little more than the name of the addressee. Although it is okay to save time by using existing information, you should customize your proposal to show why your program is in line with the foundation’s guidelines. For example:

• Use what you learned in your preliminary research to appeal to the foundation’s interests. For example, if the foundation cares about children, explain how your program will provide enrichment opportunities for inner city youth.
• Review a draft of your proposal and ask yourself, “If I worked for XYZ Foundation, would this interest me?” If the answer is “no,” either remove the extraneous information or modify it to capture the reviewer’s interest.
• Never address the proposal “To Whom It May Concern.” Always find out the appropriate contact’s name and title.
• Mention any personal connections with the foundation in your cover letter.
• Condense your proposal wherever possible (i.e. staff bios, general organizational profile and attachments). Only include information that interests the foundation and shows your organization’s unique qualifications for solving the problem addressed in your needs statement.

Apply some of these tips the next time you write a proposal for your organization, and you will increase your chances of receiving funding.

Rachel Foster is an award-winning copywriter and owner of Fresh Perspective Copywriting. She helps nonprofit organizations improve the results of their campaigns by providing them with compelling fundraising copy that motivates donors to give. Visit www.freshfundraising.ca to subscribe to the free Fresh Fundraising e-newsletter. You will receive monthly advice on creating grant proposals, fundraising letters, web copy and other vital communications.