Typical Grant Application Requirements

NOTE: Each grant application is different. Information requirements, as well as the order of that information, vary among foundations, corporation and government funding agencies. The following is a representative sample of sections often required when applying for external funding. Not all of the following sections will be required for all grant proposals. It is essential in creating a proposal packet that you CAREFULLY READ THE GUIDELINES CAREFULLY AND FOLLOW DIRECTIONS EXACTLY.

  1. Abstract or Summary
    1. A one-page (or less) summary of the proposed grant project
    2. Usually placed at the front of the grant packet
  2. Budget Summary
    1. Totals for expense categories (e.g. personnel, supplies) in tabular form that give a broad overview of project costs over time
    2. Typically, one column per project year and a final column for cumulative totals--on a form provided by the funding agency
  3. Grant Narrative
    1. A detailed account of the proposed project
    2. The proposal narrative usually begins by stating the need for the project and concludes with a formal plan for project evaluation.
    3. Sections that might be required include:
      1. Overview:
        1. Introduction to the grant project
        2. Typically, one paragraph stating the funding request, project name and overall objectives
      2. History of the University:
        1. Brief overview of the institution in one to two paragraphs
        2. Often contains mission and goals
      3. Past Performance:
        1. A description of your previous experience with similar grant projects
        2. Past performance is important, especially when seeking a competitive renewal of a grant project.
      4. Needs (for the project):
        1. Rationale for grant project
        2. What are the quantitative and qualitative reasons that make this project significant?
      5. Goals and Objectives:
        1. Statements explaining the broad purposes of the proposed project (goals) around which all activities will be organized
        2. States what will be accomplished, including target numbers—and by when (objectives)
      6. Activities:
        1. The precise, yet concise, detailing of the events that will take place in order to meet your goals and achieve your objectives over the course of the grant
      7. Timeline:
        1. A visual depiction of when the various activities advancing the goals and objectives of the project will be completed
        2. Includes the name(s) and title(s) of the individual(s) responsible for these activities
      8. Biographical Sketches of Key Personnel:
        1. Brief overview of the professional training and experiences that qualifies you and/or your team to conduct the proposed project
      9. Time and Effort:
        1. The specific amount of time, usually expressed in terms of a percentage, that each of the team members would devote to the project.
      10. Outcomes:
        1. Outcomes are the specific improvements that will result if the project's goals and objectives are achieved.
        2. Like objectives, outcomes are stated succinctly and typically in measurable terms.
        3. In some proposals, these are presented in the goals/objectives or evaluation section.
      11. Evaluation:
        1. A description of the formative (ongoing) and summative (final) strategies that will be used to determine if the project goals and objectives are being met
        2. Identification of the evaluator
      12. Scope of Work:
        1. Typically required for contract and subcontract proposals only
        2.  Performs the same function as a proposal narrative by mapping out what the applicant will do with the requested funds
        3. Often contains key components, such as goals/objectives and activities
      13. Synergistic Activities:
        1. A required component of some research proposals
        2. Involves professional/scholarly activities focusing on the integration and transfer of knowledge, as well as its creation
        3. Examples include the development of curricular materials/pedagogical methods and the development and/or refinement of research tools
  4. Grant Budget
    1. A line-by-line presentation of all project costs
    2. The following is a general example of budget detail or budget breakdown:
      Budget Example
  5. Budget Narrative
    1. Explains why each of the proposed budget line items is necessary and reasonable
    2. Also makes case for the use of the funds.
  6. Appendices or Attachments
    1. These follow and supplement the proposal narrative and budget.
    2. Examples include:  NLU's 501 c 3 forms; most recent audited financial report; list of the Board of Trustees; resumes of key project personnel; and letters of support
  7. Certifications and Assurances
    1. Forms attesting to the university's compliance with various state, federal, and/or municipal laws and regulations, as well as its eligibility to receive public grant funds
    2. Usually attached to the end of the proposal, they must be signed by a senior executive or an authorized organizational representative such as the president or vice president of institutional advancement at National-Louis University.
  8. Letters of Support or Letters of Commitment
    1. Signed statements, on institutional letterhead, that document the readiness of agencies, community partners, consultants, and other entities to participate in the grant project and contribute the level of financial and programmatic support indicated in the proposal narrative and budget.