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### **How to Write Winning Grant Proposals**

February 2020 | Volume 13 | Issue 2

Grant funding can make a significant difference to the  ability of law enforcement and other agencies to maintain the safety and  wellbeing of officers and the communities they serve. And today, millions of  dollars in grant money are available for training, hiring, equipment, and  programs of many kinds. 

 However, applying for a grant is very competitive process  that requires careful preparation. Below are some guidelines for making your  grant application or proposal stand out. 

#####  Identify the Need and Set Realistic Goals 

 Crafting a winning  application begins with research and strategizing. There must be a clearly defined  goal that solves a specific and important need. The budget must be reasonable and  the projected outcomes achievable. Search the internet for similar projects that succeeded—as well as those that  failed. Knowing what doesn’t work or fit your needs is important.

#####  Consider Time Constraints 

 Start the process early, and consider the application  deadline when deciding which or how many grants to apply for. This process takes  time, and may require the dedication of an important member of your staff or the  hiring of outside personnel. Limit the number of grants you seek to those that  best suit your needs and that you are most likely to win.

#####  Get or Update Required Credentials

 If applying for a  federal grant, get a Data Universal Numbering System (DUNS) number, and register with the System for  Award Management (SAM) database, or ensure that the credentials you already have are still  current. For COPS  Office Grants, see the Preparing to Apply list for other administrative requirements. 

#####  Involve All Stakeholders

 Get input, ideas,  and support from everybody who would be affected by your proposal. You may want  to collaborate with other first responders, other law enforcement agencies, or health,  education, or social service agencies to get their insights and form grant-seeking  partnerships. 

#####  Review Grant Qualifications Carefully

 Thoroughly read the grant application carefully and follow  instructions. Create a checklist for all requirements before applying, and  review your proposal to ensure that it closely adheres to them—if it doesn’t,  you won’t get the funding. If, for example, the award is for a program that  must be national in scope, a program designed just for the applicant’s own  agency or region won’t win. Moreover, even a proposal for a national program  needs a detailed description of how the program can be replicated across the  country. 

 If applying for a COPS Office grant, see our Preparing  to Apply checklist.

#####  Get Research or Writing Help

 If you don’t have internal capabilities, hire a grant  writer—or find one in the community who might provide services on a pro bono  basis. Also, reach out to potential partners who could handle parts of the application that you don’t have the expertise or time for.

 There are several resources for this, including PoliceGrantsHelp,  which offers grant application services, some of which are free of charge. The International  Association of Chiefs of Police offers a Best Practices guide for grant  writing as well as a guide for Accessing Free Resources for Smaller Law  Enforcement Agencies.  The COPS Office offers User Guides for each of its funding  programs. 

#####  Identify Subject Matter Experts

 Find experts in your grant topic—for instance, a mental  health professional for an addiction prevention program or a digital forensics  expert for equipment you want to purchase. You may need these people onboard to  fulfill the requirements of the grant, or to advise you on how to make a good case  for it in your proposal. 

 Get a signed non-disclosure agreement from them to ensure  confidentiality, and ask that they review the proposal before submission to  determine relevance and practicality.

#####  Explain Why It’s Important

 Explain exactly how your hiring, training, program, or  equipment need is critical to public safety or officer safety and wellness. Provide as much detail as possible so the  peer reviewer can get a clear understanding of what you plan to do with the funding.  Be specific about its potential impact, and, if called for, how it differs from  other programs, training, or equipment that already exist.

 Many funding solicitations are topic-specific and have question-and-answer–based  applications. Others, such as some program proposals for the COPS Office, require  narratives that explain not only how a program applies community policing  principles, but how it is innovative. 

 Said one reviewer, “These projects need not be entirely  new or unique, but must at least be an advancement or enhancement of what is  already out there, and applicants need to explain how they are really going to  make a difference.”

#####  Provide Current Data, Research Findings, and Citations 

 Make a strong case for the funding you want by providing the  most up-to-date statistics and data, as well as any research that supports the  proposal and demonstrates how your project can achieve its goals. In doing so,  make sure to follow the solicitation’s rules for citations (e.g., footnotes,  endnotes, bibliography). 

#####  Attach All Required Documents

 According to program analysts, it is not unusual for  applicants to forget to attach their narratives or other documents. One  reviewer, in stressing the importance of providing all data requested, said  that her component requires data for  the previous three years, including the most recent one, and that this is  sometimes missing. 

#####  Ensure that Your Budget is Reasonable

 A common mistake is providing a budget that is not reasonable  for the project goals—too high, too low, or just not cost effective. Also, ensure that all requested costs are  explained in the budget narrative, and do not exceed the amount allowed  by the grant.

 Don’t solicit funds for separate efforts in other  agencies. And, if applicable, demonstrate the monetary value of your program by  describing its impact and how it can be replicable.

#####  Check for Financial Alignment

 Provide financial information in the program narrative or  abstract, in a budget worksheet or in a separate budget narrative. If the  budget is adjusted during the process of developing your application, make sure  that all financial data is in alignment in all sections of your proposal. 

#####  Provide Strong Resumes and Points of Contact

 Provide resumes of three key staff responsible for the  project and describe in detail how they are well qualified to handle the  project. Also designate stakeholders  who are familiar with your program as points of contact for grant application  reviewers who may reach out for verification of data or other information.

#####  Adhere Strictly to Format Guidelines 

 If the proposal is limited to 20 pages, don’t submit 21,  either in the narrative or by adding additional documentation. Follow the  guidelines for page limits, font size, line spacing, graphics, or any other  requirement. 

 Says one reviewer, “I can’t emphasize enough the  importance of following the specific guidelines for each application. Just  because we want some things in our proposal doesn’t mean that other grantors  do. Some want the budget in the narrative, for instance.”

 Also, clearly  identify which area of the application or question you are addressing, labeling  each part of your narrative to correspond to the headers in the application.

#####  Make It Read Well and Look Good

 Clear, concise writing is essential. Make it easy to read  and understand, avoiding jargon and unnecessary acronyms and defining those  that you must use. Don’t submit a wall of text—keep your paragraphs and sentences  short and to the point. Try using the STAR method: Situation, Task, Action  taken, and Results anticipated.

 If it’s called for and the rules allow it, include colors,  graphs, or images to back up your statements and make your solicitation attractive. 

#####  Review, Review, Review

 Experts from PoliceGrantsHelp strongly advise asking two  or three individuals, including at least one who has not been involved in the  process, to double-check your proposal for writing quality, accuracy,  consistency, adherence to guidelines, and ease of comprehension. If there are  questions about any requirement, ask the granting organization so that it can  be addressed before submission. 

 Crafting a winning grant application or proposal takes  time and commitment, but if the officer wellness or public safety goal of your  project is worth it, don’t hesitate to take it on. And be sure not to miss the  deadline. 

 Faye Elkins          Sr. Technical Writer

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