Do you know how to evaluate a funder’s Request for Proposals?

If you have been in the grant writing world for any length of time, you are bound to have come across a number of funding opportunities. Released a few weeks or months before the deadlines, they are usually called Requests for Proposals (RFPs). Alternatively, some funders simply publish “funding guidelines” for grantseekers to follow when applying for any given grant cycle.

You will have to assess each funding opportunity to see if and when you should pursue it.

Think About Your Nonprofit Organization’s Priorities for Grant Funding

Remember: You’re trying to fund the high-priority current and future programs at your organization — not chase after money that is only tangentially related or sends you off course.

“Chasing the money” is basically trying to fit a square peg (your program) into a round hole (the grant opportunity that is not central to your work). If you do that, you will either: A) waste valuable resources applying for a grant that funders know is not appropriate for you, or B) somehow win the grant and then have to work on a low-priority program that siphons time away from your more important priorities.

Instead, only apply for grants that are truly aligned with your most important work. 

Then Match with the Funder’s Grant Priorities

When a funder’s Request for Proposals says it “gives priority” to any item, that means that most–if not all– grant awards will go to organizations or programs that fulfill those criteria.

If you don’t fall into that category, you have a much lower chance of winning that grant. I recommend keeping funders like that on your radar, but not in your top tier of funding prospects.

On the other hand, if you DO fall into the funder’s “priority” category, that means that grantor should be high on your agenda for grant proposals.

Think about how you can package your priorities in ways that make sense in the funder’s world. Remember: Those categories may not necessarily directly map to the way things work in your internal systems. 

For example, one of my client organizations, Acta Non Verba, runs a youth urban farm with seasonal camps and a Community-Supported Agriculture micro-enterprise. They position their work to appeal to many different funder interests – packaged in one-year grant periods. Those categories include:

• Environmental/outdoor/STEM education
• Food access
• Youth development
• Workforce preparation
• Micro-enterprise training/financial literacy
• Nutrition/healthy living
• Community-building

This isn’t really how they divide things up internally. But that’s what makes the most sense to grant makers.

Examine the Details

Before moving forward, be sure to review the list of qualifications and exclusions in the funder’s Request for Proposals. This may include things like geography, organizational budget size, length of time in official existence, tax status, specific communities served, etc. You don’t want to waste time and effort if you don’t even qualify.

Many RFPs state a text limit – number of pages, words, or even characters for online applications. This will set your expectations for how much you will have to write. Note that sometimes writing a short piece can be harder than writing something longer because of the editing you will need to do.

Also included will be a list of exactly what they want to see, or types of information they will seek, in your application. Consider it like a checklist and make sure you cover it all …to the best of your ability. Some of the information you are likely to already have on hand; other parts may require some digging.

Don’t forget to note the deadline and if there is a specific time that day that the application is due online, in postal mail, delivered to their offices, etc.

A deadline should be your signal to ask yourself if your organization or program is really ready to apply. Do you have enough time and resources to do a good job with the proposal?

For example, I recently worked with a client who spoke to me after her proposal was declined. She was later able to speak with the funder and learned that her proposal lacked some important information that the funder expected. My client realized that she had a lot of work to do! She now plans to re-apply in response to next year’s RFP.

As was true in her case, the RFP might tell you how often you will have the opportunity to apply. For example, a funder’s Request for Proposals might come out annually or quarterly. Take note of those facts and plan accordingly. 

The RFP will also tell you the grant period being discussed. It’s usually one year but it may be 18 months, two years, or more. You can use that timeframe to lay out your proposed work.

Of course, RFPs will ask for the financial information the funder requires – such as proposed budgets, financial statements from previous years, and the like. That list is likely to be part of a longer list of proposal attachments that the funder requires or recommends.

And finally, the RFP will probably give you a dollar amount to request or at least a range of grant amounts they are offering. If you’re unsure, check out the sizes of the funder’s recent grants.

Next Steps to Review an RFP

You can expect to read through an RFP a few times to make sure you are aware of everything involved. I usually use yellow highlights to make sure I’m remembering the most important or unusual information.

Be sure to alert your other grant team members of any missing pieces you will need (such as special attachments, forms, or updated program information) — and when you’ll need it. If you can gather all of the information well before the deadline, your job as final editor will be much less stressful!

Got questions about anything on the RFP? Most of the time there will be a contact person to ask. If possible, get in touch and ask for any clarifications you need. You may also have an opportunity to gauge the funder’s interest in your work. If you get that chance, jump at it!

Before you submit your grant application, go back to the RFP to double-check that you provide everything the funder wants in the precise sequence and format they request.

In my Grant Writing and Management course series, I actually walk you through each individual part of a sample RFP. We then move forward in the grant proposal process.

Analyzing a funder’s Request for Proposals or funding guidelines is an important first step before deciding to devote resources to preparing a grant application. Make sure you proceed wisely!