Writing a grant proposal is part of a process that begins with a good project idea that meets an identified need, fills a gap in services, or conducts research, and ends with a proposal submission to a funding source.

Step 1
Contact OSRP staff to let them know you will seek grant funding for a project. If you need help in identifying a potential sponsor, OSRP staff can provide search assistance. If you’ve identified a potential sponsor, OSRP will help you identify the appropriate steps to begin your proposal.

Step 2
Complete a Concept Outline form found on the SRP Web site (www.srp.missouristate.edu). Your Concept Outline will help you focus on your proposed project and narrow the problem, need, knowledge, or gap in services that your project will address. You will identify possible solutions and outline your plan of operation or approach and a timeline. You will identify available resources as well as resources that must be funded by the grant. Once the Concept Outline is complete, you will have the basis for determining the resources you need to successfully develop and conduct a project e.g., expertise, facilities, equipment, etc. OSRP can connect you to interdisciplinary and external resources, and potential partners for your project.

Step 3
Get to know your sponsor. Discover their program priorities and the kinds of projects they fund. Determine how much they will invest in your project. Identify the budget requirements and whether or not the funding is for one or more years. Get to know the program officer or key contact person for the sponsor. You will need his or her help in determining if your project is a good fit for their agency and to answer questions as you develop your proposal.

Step 4
Develop a proposal plan. Begin to line up institutional project commitments such as course release time, etc. Begin the process to obtain special University clearances such as a human subjects review. SRP staff will help you identify required clearances.

• Identify critical resources such as personnel. What expertise do you need to complete your project? Obtain commitments from personnel whether they are internal or external resources.
• Determine if you need to purchase equipment to conduct your project. If so, does the sponsor require matching dollars?
• Identify the type of space needed to conduct your project e.g., office, laboratory, classrooms, and supplies that are essential for the project.
• Use a team approach to develop your proposal. Team members will need to agree on the project concept and that the project is a match with the sponsor’s priorities and interests.
• Obtain commitments from project participants e.g., participants’ time and effort and cost-sharing/matching resources (in-kind, cash, personnel, facilities, equipment, etc.). Get commitments in writing from organizations’ authorized representatives.
• Assign tasks to team members e.g., to gather data, contact potential project participants, write sections of the proposal, and review drafts of the proposal.
• Establish a schedule and give yourself enough time to organize a proposal development team, solicit a volunteer review team, refine your project idea, gather supporting information, secure external partners, obtain written commitments from partners, write sections of the proposal, review and edit proposal drafts, and obtain SMSU and other authorized signatures.

Step 5
Developing your proposal. According to sponsors, proposals tend to fail when they have unoriginal ideas, an unfocused plan, too little experience with methodology, too little knowledge of published work, and have an unrealistic amount of work planned for the project timeframe. Key elements of success are a good idea that is timely, innovative, well developed, and matches the sponsor’s interests and priorities. As you write your proposal, FOLLOW THE GUIDELINES!

• Check formatting guidelines.
• Study the review criteria and priorities.
• Know what expenditures are allowable.
• Recheck the deadline for submission (mailing date or receipt date).
• Check submission details.
• Review the cover page and other required forms.
• Submit your draft proposal to the SRP office for review and edit.
• Schedule an appointment with SRP staff to develop a project budget.

Step 6
Write the narrative. Use the headings and subheadings listed under the Review Criteria in the program guidelines to guide your writing. Then you can be sure that you have responded to the sponsors’ questions. Remember your audience and write to the reviewers. Follow format guidelines exactly—margins, font size, page limits, single or double-spaced, etc. Write shorter sentences and paragraphs using tables and charts to help describe your project.

Write to communicate as suggested by these helpful hints:

• Write an opening section that will grab the reviewer’s attention.

• Explain technical terms.
• Write out acronyms the first time.
• Use the appropriate tone and tense.
• Cite key relevant works.
• Avoid jargon, slang, and abbreviations.
• Avoid grammatical and spelling errors.
• Avoid writing to impress.
• Avoid slick packages that overwhelm the reader.

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