Grant writing and tendering for not-for-profits

Grant and tender writing is an essential skill for not-for-profit organisations aiming to secure funding to sustain and expand their mission. Whether responding to government grants, philanthropic opportunities, or corporate sponsorships, a well-crafted submission can make the difference between winning critical funds or being overlooked. Here’s a step-by-step guide to creating compelling proposals tailored specifically for not-for-profits.

Understand the Funder’s Objectives

Before you begin writing, take the time to thoroughly understand the goals and priorities of the funding body. Read the grant documents carefully and research the organisation offering the funding. Ask yourself:

• What outcomes does the funder want to achieve?
• What problems are they looking to solve?
• How does your organisation’s mission align with their objectives?

By aligning your proposal with their priorities, you demonstrate that your organisation is the ideal partner to help them achieve their goals.

Showcase Your Organisation’s Impact

Not-for-profits thrive on the strength of their mission and the impact they’ve made. Use your proposal to highlight:

• Specific programs or projects that have successfully delivered measurable outcomes.
• Testimonials or stories from beneficiaries.
• Relevant statistics and data that quantify your impact.

For example, instead of simply stating that you run a literacy program, explain how you’ve improved reading levels for 500 children in underserved communities within a year.

Address the Evaluation Criteria

Most grants or tenders come with a set of evaluation criteria that will guide assessors in scoring submissions. Tailor your response to address each criterion explicitly. Structure your proposal to mirror the tender’s format, using headings that align with the funder’s questions or requirements. This makes it easy for evaluators to find the information they need.

Be Clear and Concise

Clarity is key in tender writing. Avoid jargon and overly technical language. Instead, use simple, straightforward sentences that convey your message effectively. Break up long paragraphs with bullet points, subheadings, and visual aids (like charts or graphs) to improve readability.

Provide a Detailed Budget

Funders want to see exactly how their money will be used. Include a detailed, transparent budget that breaks down expenses. Ensure your figures are realistic and directly related to the outcomes you’re promising to deliver. Consider adding value by highlighting in-kind contributions or co-funding arrangements.

Demonstrate Capacity and Capability

Funders need confidence that your organisation can deliver on its promises. Use your proposal to showcase:

• The skills and experience of your team.
• Relevant partnerships and collaborations.
• Systems and processes in place to manage the project effectively (e.g., risk management, reporting mechanisms, or compliance with regulations).

Tell a Compelling Story

Not-for-profits often have the advantage of being mission-driven, which lends itself to storytelling. Use narrative techniques to create an emotional connection with the reader. For instance:

• Begin your proposal with a real-life story of someone who benefited from your work.
• Use the story to frame the problem you’re addressing and the solution you’re offering.
• Conclude with a vision of what’s possible with the funder’s support.

Review and Refine

Once you’ve drafted your tender, set aside time for thorough editing and proofreading. This includes:

• Checking for consistency in tone, style, and formatting.
• Ensuring all required attachments and documents are included.
• Asking a colleague or professional tender writer to review your submission.

Mistakes or omissions can undermine an otherwise strong proposal, so attention to detail is critical.

Highlight Your Unique Value Proposition

What sets your organisation apart from others? Whether it’s your innovative approach, deep community connections, or proven track record, make sure your unique value proposition shines through. Funders often receive multiple submissions, so your proposal needs to stand out.

Build Relationships for Long-Term Success

Winning tenders and grants isn’t just about submitting a great proposal. It’s also about building relationships with funders. Attend information sessions, ask questions, and engage with the funding body where appropriate. Even if your proposal isn’t successful, seek feedback to improve future submissions.

Final Thoughts

Tender writing for not-for-profits is both an art and a science. By aligning your organisation’s mission with the funder’s objectives, showcasing your impact, and crafting a clear and compelling narrative, you can significantly increase your chances of success. With practice and persistence, your organisation can secure the funding it needs to make a difference in the world.