Writing a grant proposal (Part 2): Writing a grant proposal

Writing a grant proposal (Part 2):Writing a grant proposal

 

Introduction

The task of writing a grant proposal is not something to be seen in isolation but as one of the phases of the grant process:

1. Discovery phase (discovering one or more suitable grant opportunities)
2. Planning phase
3. Writing phase
4. Decision phase

In the previous set of lessons, we looked at the first two phases and the final phase. Now we'll look at the third phase: writing.

Sections

Funders often provide specific formats or templates for grant proposals. Rarely will you need to open a blank document and start writing a proposal from scratch. Formats or templates can vary widely from one funder to another, and from one grant to another.
That said, below are some common sections of a grant proposal for a research grant:

• Background information
• Literature review
• Statement of goals
• Research plan
• Budget
• Information on qualifications of staff (for example, resumes, CVs, or biographies)
•  

  Additional information

  Sometimes, you may need to include some more information such as the following:
• Cover letter
• Title page
• Abstract
• Table of contents
• Lists of tables and figures
• Description of predicted impact
• Plan for disseminating results
• Information on facilities
• Reference list
• Approvals, such as ethical or institutional approvals

You may also include an Appendix with optional material such as

• Papers accepted but not yet published
• Letters of support from potential collaborators
• Additional details about activities planned

Be careful to not include essential information in the Appendix because reviewers are typically not obligated to look at Appendixes

 

Title and abstract

Proposals often contain a title and abstract (sometimes called "summary"). These are important because...

• they provide the first impression
• they are sometimes used in choosing peer reviewers
• they help administrators and reviewers grasp the essence and importance of the work

These sections should be clear and concise.

Writing for the reader

Before you start to write a proposal, you need to ask yourself the following questions:

• Who are likely to be the reviewers of my proposal? (Not names of reviewers, but their academic and professional backgrounds)
• Will they understand the technical details of my research or project? If so, to what extent?

Then, match the technical level of the proposal to the background of the reviewers. The details in your proposal should be neither too simplistic nor too complicated for the reader. Aim to keep the level of detail just right.

How?

 

Question

It's easy to say that the writing should match the reader's expectations. But how do you do that?

Answers

Option 1

1. Carefully follow the instructions given by the funder

Option 2

2. Refer to any sample proposals given by the funder

Option 3

3. Search for and refer to other sample proposals that may be appropriate

Option 4

4. Try to ask a few specialists in your network who can read your proposal and give you feedback

Option 5

5. Try to ask a few non-specialists in your network who can read your proposal and give you feedback

Option 6

6. Expand abbreviations the first time you use them, unless they are widely known

Option 7

7. Use references, web links, etc. to provide further information if possible

Option 8

8. Use an appropriate writing style

All the options above are correct!
A few points:
Asking non-specialists to read your proposal may be useful because they'll bring an external perspective. Many proposals are reviewed by both specialists and non-specialists, so it's a good idea to be prepared for this.
What is appropriate writing style? This matter will be covered in the next lesson.

Readability

 

Question

When you write something, do you consider its readability? Simply put, something that is written well is easier to read or has good readability.
If your proposal is not easy to read and understand, your chances of receiving a grant may decrease. Conversely, a well-written grant application makes a positive impression on the reviewers.
How can you improve the readability of your writing?

Answers

Option 1

1. Organize the writing carefully

Option 2

2. Write long, elaborate sentences with advanced vocabulary

Option 3

3. Present overviews before details

Option 4

4. Use simple, common wording where possible

Option 5

5. Avoid wordy phrases

Option 6

6. Make effective (but not excessive) use of such devices as headings, boldface, and italics

Option 7

7. Include a writer or editor in your team, if possible

Option 2 is incorrect. The other options are correct.
Even if you have an excellent command over English and are confident you can compose long sentences well, what if the grant reviewer has limited English fluency? So it's best to use simple, common wording and avoid wordy phrases.

Calculating readability

Readability can in fact be mathematically calculated. There are a number of tests to calculate readability. You can learn more on Wikipedia: https://en.wikipedia.org/wiki/Readability_test

You can check the readability of a piece of writing using online readability calculators, such as http://www.checktext.org/. Try entering some text in the textbox on this website and look at the readability test scores that will appear automatically in the right hand column. The test scores might not make a lot of sense, but look up an explanation of the test scores on Wikipedia or elsewhere.

The 5 Ws and H

 

When writing a proposal, it's good to remember the 5 Ws and H.
The 5Ws are who, what, where, when, and why. The "H" stands for how.
Try matching these questions with their descriptions as they apply to proposal writing.

Who: Cloze (1):The principal investigator and the team behind the project
What: Cloze (2):The topic of the project
Where: Cloze (3):The location of the project
When: Cloze (4):The timeline of the project
Why: Cloze (5):The importance of the project
How:The approaches or methods that will be used in the project

 

Preparing a budget

 

Question

You write a grant proposal with the hope that you will get funding. The amount of funding depends on two things: (1) how much money the funder is willing to provide, (2) how well you have prepared a budget. The first point is not in your control, but the second one is!
How should you prepare a budget?
To answer this, we first need to ask this: Has the funder provided a budget template and instructions? If so, use any template that is given and follow all instructions word-for-word.
What if no specific template or instructions are given? You then need to prepare a clear, descriptive budget. Select all the points in the list below that seem appropriate.

Answers

Option 1

1. Present the budget as a table, with rows and columns

Option 2

2. Prepare the budget using MS Excel or other spreadsheet software

Option 3

3. For money amounts, mention both the local currency and the converted amount in the "grant currency", that is, the currency in which the grant will be given

Option 4

4. Format all numbers consistently

Option 5

5. Spread the budget over two or more tables if there seem to be too many columns for a single table

Option 6

6. Always keep the budget in a single table

Option 7

7. Label the rows and column headings clearly

Option 8

8. Make sure all calculations are accurate

Option 9

9. Consider including an explanation of the different cost items

Option 6 is incorrect. The other options are correct.

Recall the concept of white space. Don't use too many columns! The font size in your budget should ideally match the font size in your document. Spread your budget over two or more tables if it's hard to fit everything in one table.

As for option 2, even if you have to put the budget eventually in a document, it's always a good idea to prepare and finalise the budget in a spreadsheet. This way, you can easily do calculations and make sure things add up correctly.

Proposal checklist

The most important thing to do when checking a grant proposal after you have prepared it:

Make sure you have followed all instructions word-for-word.

Sorry for the large font! The importance of reading and following instructions cannot be overstated.
In addition, do the following:

• Consider your writing from a reader's perspective. That is, how readable is your proposal? If you find it hard to do this yourself, ask a friend or colleague to read your proposal and give you feedback.
• Are the 5 Ws and H answered in your proposal in some way? This might not be relevant for all proposals, but it's generally a useful question to ask.
• Is your budget clear, complete and accurate?
• If there's a title and abstract, are these as clear and compelling as they can possibly be?
•  

  Meeting the deadline

  RFPs often mention the deadline for submitting the proposal. You should assume that the deadline is inflexible, whether or not this is mentioned.
  
  Try to submit your proposal at least a day or so before the deadline. Don't wait for the last minute. Often people misinterpret what "last minute" even is. For example, if the deadline is given as 6 AM, what is the meaning of 6 AM? For example, when it's 6 AM (morning) in California, it is 10 PM (night) in Tokyo -- a difference of 16 hours!
  
  Always note the time zone given with deadlines. If no time zone is mentioned, don't assume anything. Just try to submit your proposal at least a day early.
  
  Avoid asking for extensions on the deadline. In some cases this may be possible, but it's best to assume that deadline extensions are not possible.
  

  Other aspects of proposal writing

  Now let’s look at some lesser known aspects of proposal writing:
  

  • Revising and resubmitting proposals
  • Writing progress reports

  
  

  Revising proposals

  For some grant opportunities, revising and resubmitting proposals is common. Here are some suggestions on how to do this:
  
  

  1. In revising the proposal, use the advice from the reviewers.
  2. Consider consulting the program officer.
  3. In general, accompany the revised proposal with a list showing, point by point, how the reviewers’ advice was followed.
  4. If appropriate, indicate the revisions typographically (for example, using Track Changes).
  5.  

     Progress reports

     If you receive a grant, you may need to submit progress reports to the funder at regular intervals.
     The funder may be interested in knowing how the work is progressing and check if any changes are needed in the funding level.
     Progress reports don't just help the funder. Such reports can...
     

     • Give you motivation to keep going
     • Can help you assess your progress and adjust your approach if needed
     • Can provide material to use in presentations and publications
     •  

       Format

       How should you prepare a progress report?
       You know what to do... follow any instructions given on this matter by the funder!
       If feasible, obtain relevant examples to use as models.
       
       A common structure of progress reports is given below:
       

       • Background information
         • Summary of project plan
       • Description of present status
         • Achievements thus far
         • Comparison of progress with that expected
         • Significant problems encountered, if any
       • Conclusions
         • Overall assessment
         • Proposed modifications, if any
         •  

           Tips

           Here are some tips that may help you write a good progress report:
           

           • Be specific. Include numbers, names, and dates.
           • If appropriate, include tables and figures.
           • Strive to sound positive, competent, and confident.
           • Do not hide problems. Say how they are being addressed.
           • If you write a series of progress reports on a project, put each in the same format.
           • Edit the progress report carefully.
           •  

           • End matter

             This lesson has been developed by INASP, an international development charity in the UK, as an extension of the work carried out by the AuthorAID team. Visit inasp.info and authoraid.info to learn about our work. 
             
             This lesson was authored and developed by Ravi Murugesan, an INASP Associate. Parts of this lesson were based on material in AuthorAID workshops facilitated by Dr Gastel.
             We have used a free and open source e-learning authoring tool called eXeLearning (http://exelearning.net/?lang=en) to create this lesson.
             
             This lesson was last updated on 21 June 2015.
             
             Licensing
             This work is licensed under the Creative Commons Attribution-ShareAlike 4.0 International License. To view a copy of this license, visit http://creativecommons.org/licenses/by-sa/4.0/.