Demystifying the Grant Application Process: A Guide for Pursuing Grants from Private Foundations

Introduction: 

Embarking on the journey of securing grants is a critical aspect of sustaining and expanding the impact of nonprofits. The grant seeking cycle involves a series of interconnected steps that, when navigated strategically, can lead to successful funding outcomes. In this guide, we'll delve into each stage of the grant cycle, providing insights and tips to empower organizations in their pursuit of financial support. 

1. Assessment and Planning: 

The grant-seeking process begins with a thorough assessment of your organization's needs and objectives. Identify funding opportunities aligned with your mission and create a plan that outlines your goals, target funders, and potential outcomes. 

2. Research and Identification: 

Conduct solid research to identify potential grant opportunities. Explore government agencies, private foundations, and corporate donors that share a mission or values congruent with your organization. Utilize online databases, networking events, and industry publications to stay informed. Databases like Candid (Foundation Directory Online), Grant Watch, Grant Station, and even social networking sites like LinkedIn.  

3. Proposal Development: 

3a. Craft Your Core Language 

Crafting the core language for your proposals can be an efficient tool as most of that core language will remain the same across multiple applications and funders. When creating your core program description BV recommends directly working with the Program Coordinator. Your organization's program coordinator will have the most up-to-date descriptions as well as amazing stories of those served by the program. In your expanded core language clearly articulate your organization's mission, goals, and the specific project or initiative for which you are seeking funding.  

3b. Specific Proposal for Specific Funder 

Nearly all proposals are submitted online today. You will need to register as a user on the funders’ platforms or websites to begin the proposal process. Some foundations will require a pre-application, eligibility form or a more extensive letter of inquiry. Follow the prompts and complete any pre-applications or eligibility forms. Once done, you will be allowed or invited to move onto a letter of inquiry or a full proposal. Again, nearly all of these proposals and attachments are done online through either a foundation portal or a platform such as Submittable, Blackbaud, Foundant or Good Grants. Tailor each proposal to meet the requirements and priorities of the targeted funder.  

3c. Brief is often Better! 

The online applications via portal or platform will most frequently have character or word limits per section. Just because the funder has permitted 1,000 characters does NOT mean you need to use them all! Program Officers and others reviewing grants online have a finite amount of time and are greatly appreciative of clarity and conciseness. 

3d. Be Human 

Remember a few paragraphs ago when we suggested you speak with the Program Coordinator at your organization? Go talk with them again! They have the most amazing stories and quotes to share with you. These can and should be woven into your grant proposals. They are the icing on the cake and make for a human connection. We are wired for a good story. 

 4. Application Submission: 

Navigate the intricacies of grant application submissions with precision. Ensure that all required documents are completed accurately and submitted by the deadline. Pay careful attention to guidelines and formatting preferences outlined by the funding entity. Be sure to check your email for correspondence from the funder OR the funder’s platform. For example: When foundations manage grants via Submittable, some prefer to correspond via the Submittable platform so that they and the grantee can have a nice, clean record of communications via one system.  

5. Grant Review and Evaluation: 

Once submitted, your proposal undergoes a review process. Familiarize yourself with the evaluation criteria used by funders. Be prepared to address any additional inquiries or provide supplementary information during this phase. Again, check your email for notices from the grant submission platform. 

 6. Award and Acceptance: 

Celebrate success upon receiving a grant award! (BV staff have been known to dance, cheer or even cry when awards come in!) Thoroughly review the terms and conditions outlined in any grant agreement, and promptly submit any required documentation to formalize the acceptance process. Demonstrate gratitude to the funding entity for their support. Just because it is a private foundation vs an individual does not mean that a Thank you letter is not expected. In fact, auditors frequently ask foundations for a copy of thank you letters sent by grantees to the funder. Include the program/project, date and amount of the grant in the letter. 

7. Grant Implementation: 

Review your plan for utilizing the grant funds, ensuring alignment with the proposed project. Establish communication channels with the funder to provide updates and address any unforeseen challenges. Notify the funder ahead of time if you anticipate a failure to spend all funds allocated or have an urgent need to request a redirect of any funds. (Not ideal, but better to ask permission if needed.)  

 8. Monitoring and Reporting: 

Implement a monitoring mechanism to track progress and evaluate the impact of funded initiatives. Regularly communicate with the funding entity through progress reports, sharing successes, challenges, and adjustments made to ensure transparency and accountability. And... funders actually love to see photos – especially family foundations. 

Closing and Evaluation: 

As the grant-funded project concludes, conduct an internal review and complete any reporting and evaluation requested by the funder. Reflect on the accomplishments. The final report should highlight the outcomes and impact of the funded activities as well as any challenges you had to overcome, or lessons learned.  

Navigating the full grant cycle is a dynamic process that requires planning, effective communication, and a commitment to accountability. By understanding each stage of the cycle and adopting the above practices, nonprofits can enhance their grant-seeking endeavors, ultimately leading to greater success in funding their missions. Remember, each step is an opportunity to strengthen relationships with funders and showcase the positive impact of your organization. 

Maximizing Year-End Fundraising Success

As the year comes to a close, organizations are presented with the opportunity to maximize their fundraising efforts. With the holiday spirit (and year- end tax planning) in full swing, donors are more generous during this time. To help your nonprofit make the most of this season, we've outlined helpful steps for year-end fundraising success: 

1. Set Clear Fundraising Objectives:  

Start by defining specific, measurable, and achievable fundraising goals. Whether it's a monetary target, the number of new donors you aim to acquire, or a percentage increase compared to the previous year, clear objectives will guide your efforts. 

2. Get Personal with Your Donor List: 

Not all donors are the same. Separate your donor list based on factors like giving history, demographics, or your own unique relationship. This enables you to tailor your messaging and fundraising appeals to each group, making your outreach more personalized and effective. 

3. Tell Compelling Stories: 

Stories have the power to connect with your audience on an emotional level. Craft compelling narratives that highlight the impact of your organization's work. Use real-life stories, testimonials, and case studies to demonstrate the tangible difference their support can make. This is a great opportunity to utilize your annual report when looking for stories to tell. 

4. Start Early and Plan Strategically: 

Successful year-end fundraising requires early planning. Commence preparations well in advance, with a comprehensive campaign strategy that outlines your messaging, communication channels, and the timeline of your campaign. This approach allows for a coordinated and strategic effort. 

5.Utilize a Multi-Channel Approach: 

Don't rely on a single communication channel. Combine email, social media, direct mail, and your website to reach a broader audience. Different donors prefer different methods, so using multiple channels ensures you can connect with as many potential supporters as possible. Ensure your online donation process is mobile-friendly. With the increasing use of smartphones and tablets for online transactions, it's essential to have a seamless mobile giving experience to capture donations from donors using these devices. The Giving USA report shared many new and inventive ways that people are turning to technology for giving.  

6. Thank and Recognize Donors: 

Donor appreciation is crucial. Show your gratitude with personalized thank-you messages, certificates, or exclusive content that acknowledges their support. Acknowledging their generosity can help build strong and lasting donor relationships. Each donor will have their own “love language” for gratitude and recognition. For some donors that may look like a virtual or in-person event specifically for donors and for others it may be as simple as a handwritten note.  

7. Be A Friend  

Fundraising is all about building and nurturing relationships. Make sure you are in tune with your supporters and are making the effort to get to know them as people beyond your work together. When BV works with board members, we often notice that the organizations that have the most impact on donors are the ones who establish meaningful relationships with them. Being a friend with your donor looks like understanding them beyond their role and seeing them as people. If you find out your donor or contact is having trouble such as family death, illness or other forms of stress, don’t hesitate to send them a small tangible gift to let them know you are thinking of them. 

By taking these steps, your nonprofit can make the most of the year-end season, not only boosting fundraising success but also building and strengthening lasting donor relationships. The end of the year is not just a conclusion; it's an opportunity to make a lasting impact. Thanksgiving is not just a holiday but rather a state of mind that drives charitable giving. 

Giving Thanks: Strategies for Showing Appreciation

As we make it through the holiday season, we recognize that this is an opportunity for nonprofits to express heartfelt gratitude to those who make their missions possible. In that spirit, let's explore creative and meaningful ways for organizations to show appreciation to their invaluable supporters—donors, volunteers, and community partners alike. Gratitude is a state of mind we can model year-round.  

Personalized Thank You Notes: 

The art of handwritten sentiments is classic. Crafting personalized thank you notes expressing specific gratitude for each individual's contribution demonstrates your appreciation on a personal level. Highlighting the specific impact of donors and telling them how they’ve made a tangible difference lets them know you value their support. 

Gratitude Videos: 

Create short, heartfelt videos featuring staff members, grantees, and volunteers expressing their gratitude. Share these videos on social media and through email to showcase the human impact behind the organization. 

Impactful Infographics: 

Design visually appealing infographics that illustrate the achievements and milestones made possible by the support received. Infographics can convey information effectively and serve as a powerful tool for expressing gratitude. Not only do you get to directly thank your supporters, but they are also able to easily share your impact.  

Exclusive Thank You Events: 

Host exclusive events or webinars as a token of appreciation. Invite supporters to an online event where they can gain unique insights into the organization's work, interact with team members, and see the impact of their contributions firsthand. If hosting an event is not in the cards, try to invite your supporters to any end of year or holiday celebrations. Having exclusive virtual calls or meetings with leaders in your organizations that provide valuable inside track information is a way to keep people engaged and feeling gracious.  

Impact Reports with a Gratitude Focus: 

Prepare impact reports with a special focus on gratitude. Use compelling visuals and narratives to convey the organization's achievements and dedicate sections to expressing gratitude for the collective efforts that make it all possible. 

Gratitude is deeper than a season; it's a mindset that fosters appreciation and unity.  By taking intentional steps to express appreciation, organizations can strengthen their relationships with supporters and build a community bound together by a shared commitment to making a positive impact. As we celebrate the holiday season, let gratitude be the driving force that propels organizations toward continued success and community engagement.  

Fundraising Today: Top 5 Takeaways for Public Charities from Giving USA 2023 Report

Every year, the Giving USA report provides a comprehensive analysis of philanthropy in the United States. This report is a valuable resource for charities, nonprofit organizations, and fundraisers, as it offers insights into donor behavior, giving trends, and the overall state of charitable giving. Understanding the key findings from the Giving USA report can help charities make informed decisions to enhance their fundraising efforts and better serve their missions. Here are our top five takeaways for public charities. 

How the Economic Climate Impacted Giving  

There has been a noticeable decrease in charitable giving in the United States and other parts of the world. In 2022, Americans gave $499.33 billion which signified a 3.4 percent decline between 2021 and 2022 in current dollars, and 10.5 percent when considering inflation. Though declines in giving are rare, factors such as the economy and world crisis can cause them. We experienced the COVID-19 pandemic which resulted in global crisis, unemployment, and additional hardships. Additionally, in 2022 people experienced rising costs and the subsequent declines in disposable income. With factors like the global health crisis and inflation, giving may be impacted.  

Leading Sources and Demographics of Givers 

Individuals were responsible for 64% of giving in 2022. Individuals were followed by foundations (21%) and bequests (9%). The number of millennial donors increased while giving from Gen X and Boomers declined. Despite declines in Boomer giving, they were the generation that gave the most. Understanding the demographics of givers is important because it allows you to have targeted fundraising campaigns and a more personal appeal.  

Technology and Giving 

Technology is ever evolving and so is the way people are able to give. In 2022, there was an increased interest in cryptocurrency and new ways to give. According to Forbes, nearly half of the charities highlighted in their America’s Top Charities of 2022 report accepted cryptocurrency for giving. Beyond the rising popularity of cryptocurrency, people utilized platforms such as mobile sites and Facebook to give online. The future generations of giving will likely utilize technology to do their giving. Adding ways to give electronically could open pathways to innovative and convenient giving.  

Giving to Religion 

In 2022, nearly one-third of charitable distributions were given to religious organizations. This was followed by human services, and education. The increases in giving to religious organizations could be attributed to the shift to address issues related to social justice. During the pandemic people were not only drawn together by the global health crisis, but also through the collective shift to combat injustice. Congregations of all faiths rallied together to raise money for causes ranging to addressing racism to helping alleviate medial debts.  

Moving Forward  

The annual Giving USA report is a vital tool in understanding trends in giving. While there will always be fluctuations in giving and the demographics of those who give, one thing remains the same – giving does not stop. Understanding giving trends provides organizations with the knowledge needed to appeal to a full audience and stay abreast of issues that impact giving.