Tips for Proofreading Your Next Grant Application

Developing a proofreading strategy can greatly improve the quality of your federal grant application.  Here are some tips from grant-making offices across the government that you can use for developing this strategy.

1. Enlist content proofreaders early in the process.

“Request that your colleagues or mentors review a first draft of your specific aims early in the process,” advises NIH.

Consider asking your early proofreaders to focus on macro issues, such as the organization of narrative sections or the logical flow within your application narrative. Even if your proposal is not completely ready, you can still have your designated proofreaders review some sections of the proposal. An Office of Justice Programs resource concurs, stating that early proofreading will allow for “sufficient time to deal with missing information,” as well as other common issues.

What Is a Need Statement?

The What is… Blog Series is designed to serve as a gentle entry point for readers who are new to federal grants, or who might just need a refresher on a particular term. Previous installments have focused mainly on defining types of federal funding. Here, and in several forthcoming series posts, we will explore terminology within the federal grant application itself, beginning with something that is sometimes called the “heart” of the federal grant proposal – the statement of need, or need(s) statement.

 

Q: What is a Need Statement?

A need statement outlines a public or community need that the federal grant applicant’s proposed project aims to address.

The need statement may be a few sentences, or a few paragraphs, in length. It is typically one part – a very important part – of the larger project narrative that carries the reader from the defined need into discussion of specifically how the applicant aims to address that need.

“The need statement should … tell a story that conveys the applicant’s knowledge and insight, and demonstrate that the organization understands the issue well enough to address the problem,” reads guidance from the Federal Emergency Management Agency.

In the context of federal grants, the “problem” can be anything from the need to digitize and preserve historically significant photographs to the need to protect a habitat or an endangered species, or the need to investigate a scientific finding that promises health benefits for people with cancer, or the need to support efforts to re-train workers from fading industries.

The need statement, then, conveys that the applicant is both familiar and equipped to address a problem according to the specifics outlined in the federal agency’s funding opportunity announcement published on Grants.gov.

Want to Go Deeper?

We have devoted a separate blog post focused on how to write a good need statement.

Some federal agencies also publish successful proposals on their website. Dig into these and you will find some great examples of need statements. We recommend starting with the Institute of Museum and Library Services application database.

Grant Writing: 3 Tips for Discussing Impact in Federal Grant Applications

Let’s say that your organization is applying for a federal grant that will support a wildlife reserve restoration project.

You craft a need statement that (1) aligns with the grant-making agency’s funding opportunity announcement; (2) communicates your organization’s experience with restoration projects; and (3) includes several concise – but compelling – anecdotes illustrating the need for restoration.

Now, you and your writing team need to outline the impact that your proposed project will have on the wildlife reserve. Once again, you’ll want to make sure the impact your team projects aligns with agency goals. You will also need to balance specificity with realism.

Below, we continue our grant writing series with tips for defining and projecting the impact of a proposed project. The following tips have been adapted from the U.S. Department of Health and Human Services Health Resources & Services Administration’s grant writing guide, titled “Tips for Writing and Submitting Good Grant Proposals”.

Tip: Think like a reviewer when you are discussing the impact of your proposed project.

In a previous series post, we discussed the role of peer review panels, as well as the criteria they use to evaluate applications. Such panels provide their evaluations to the federal grant-making agency’s staff.

Grant Writing: 3 Tips for Crafting Need Statements in Federal Grant Proposals

In this space, we have previously shared tips about the pre-writing phase of completing a federal grant application – for example, the importance of reading (and re-reading) the grant announcement, and the importance of understanding the criteria by which your application will be evaluated.

In this post, we dip our toes into the grant writing process itself and share some tips about crafting a need statement. These tips are adapted from the U.S. Department of Health and Human Services Health Resources & Services Administration’s grant writing guide, titled “Tips for Writing and Submitting Good Grant Proposals”. Along with each tip, we also include an excerpt from an award-winning federal grant proposal that can be viewed in full on the website of the Institute of Museum and Library Services. (IMLS has an excellent collection of proposals that are worthy of review – especially for new federal grant applicants.)