Grant-Writing Tips: How to Write a Successful Grant Application
- Start with https://www.arts.nd.gov/grants and find the grant program for your project. Look at the grant’s webpage. Read through the description, the deadlines, and what is required. If you are unsure whether your project would be eligible for this grant, call the program officer and ask. The conversation might give you a clearer idea of what types of grantees and projects are funded by this grant.
- Read through the "Recent Grants Awarded" near the bottom of the webpage of the grant you are interested in. These lists will give you an idea about the types of projects that have been funded in recent years.
- Check the grant deadline and work backwards. Think about how long it will take you to write your answers to each question and whether you will have to consult with coworkers to find out answers or get help with the budget. If you haven’t applied for this particular grant before, it may take you longer than you plan on.
- Submit the grant a week before the deadline so the program officer can read through it and send it back to you for revisions. You might need to resubmit two or more times before the application is complete.
- Download the Narrative Template (if available) and type your answers on it. Another option is to download the grant guidelines in pdf form and convert the pdf to Word. Then type in your information under each section in your Word document. Once you are finished answering what is required for each section, copy and paste your information and answers into the online application.
- Start filling in the budget before you start answering the narrative questions. The budget is the most common reason that applications get sent back for revision. The budget needs to match the information in the narrative. The budget should include information about the ‘who, what, when, where, why, and how’ of the project. Match the budget to the narrative sections and vice versa. If you start writing the budget after you finish the narrative, you may then have to rewrite parts of the narrative and/or get estimates from outside sources, which will take time.
- Answer every question completely. The more details, the better. If you don’t know the answer to a question, find out the answer from someone in or outside of your organization or do research to find out the answer.
- Answer each question with specific facts and data. Include as much concrete data as you can, including numbers and percentages. Don’t use ambiguous, emotional, or flowery language.
- Tell about your organization and event even if you have been putting on the event for years. Don’t assume NDCA staff and panelists already know about your organization and event. Treat every application as if you are answering the questions for people who are reading about your organization and event for the first time.
- If this is a repeated event, tell about the previous year’s event and include details and data (numbers of attendees, demographic information, specific feedback you received from surveys) to show it was a proven success. Also describe how you will improve on the event this year.
- Include a problem statement in the narrative (What is the problem? Why do you need this funding?). If you don’t financially need the grant, why are you applying for it? Demonstrate a need.
- Include a target demographic in the narrative about who will benefit from the grant funding. If possible, include research and data to strengthen your argument for receiving the funding.
- Include potential plans to build your organization’s capability so your organization won’t have to apply for grants in the future.
- Check your budget again against the grant guidelines to ensure the items and services can be funded by the grant.
- If the application is returned to you, make the revisions required by the program officer before submitting again. Pay attention to the notes from the program officer. You may need to add more information to some questions. You may need to revise the budget (this is the most common issue). If you have questions about the revisions required, call the program officer. The program officer can explain whatever revisions are needed.
- Submit the grant application before the deadline. If you start working on an application before the deadline but do not submit it by the deadline, the application will be marked “Abandoned” after the deadline has passed. (Even if the grant program has a rolling deadline, it is still due six weeks prior to the start date of your project.)
Copy, paste, and save your application answers in a Word document for your future grant applications or for a colleague to apply in the future. If you move on from your organization, you can save your colleagues time and effort by leaving behind a document that can help them when they fill out future grant applications.
Frequently Asked Questions (FAQs) about Grant Applications
A: Read the one- or two-sentence summary for each grant. All of our grants are here: https://www.arts.nd.gov/grants. NDCA offers grants for both organizations and individuals. We offer grants focused on community, professional development, education, accessibility, and traditional arts apprenticeships. If aren’t sure which grant would be best for your project, read the guidelines for several grants you are interested in to see if you and your project meet the requirements. If you are still unsure, call the program officer responsible for each grant and ask about your project.
A: Right away! Write the application as soon as it opens so you can submit it, get feedback, make revisions, and submit it again by the deadline.
A: This is very common! The program officer may find things for you to correct that you didn’t notice or know were important. Make the required changes and submit the application again before the deadline.
A: You don’t need to answer the questions in order. In fact, start by filling in the budget for your project. Then answer the narrative questions, referring to the budget so the narrative answers and the budget match.
A: Yes! Please answer all of the questions completely, with details about the project. Include as much concrete data as you can, including numbers and percentages. Don’t use ambiguous, emotional, or flowery language.
A: SAM UEI stands for System for Award Management Unique Entity ID. Organizations that apply for NDCA grants need a SAM UEI. Individuals do not need a SAM UEI.
To get a SAM UEI, start with these guidelines from SAM:
Here is the website to get started with obtaining, renewing, or reactivating a SAM UEI:
Most SAM UEIs need to be renewed every year. Check your SAM UEI for its expiration date and renew it before that date in order to be eligible to apply for grants.
A: Read the instructions for the budget before filling it in.
Expenses: Fill in the amounts you will pay people and organizations in each section. Itemize (write in the details) in the right column.
Income: Fill in the amounts you have received (committed) or will receive (pending) from people and organizations in each section. Itemize (write in the details) in the right column.
In-Kind: Fill in the amounts you will receive from people and organizations for donated goods and services. Itemize (write in the details) in the right column.
In most budgets, the total income and total expenses must match.
Call the program officer if you have questions while filling in the budget.
A: In-kind contributions include the value of goods and services donated to the project. In-kind can include volunteer event staff, volunteer grant writers, staff completing tasks for the project during their regular workday, donated marketing and advertising, donated goods, and/or donated space. NDCA is interested to see if there is community support—as shown by in-kind contributions—for your project.
In-kind has its own separate section on the budget. In some budgets, you can include in-kind as part of the total income (not total expenses) if you wish.
A: You can start the application before or on the day of the deadline, but you need to hit “Submit” by the deadline. Give yourself plenty of time, several weeks if possible. Trying to fill in an entire grant application in a short time usually results in not finishing it in time. Applications are often sent back for revisions, so submitting it at the last minute gives the program officer less time to read the application and send it back to you for revisions. The more revisions you need to make reduces the amount of time that staff and panelists have to read the application. Submitting one or two weeks before the deadline is recommended.
A: If your previous colleague will no longer need a login in our online system, you can call NDCA and ask that the contact person’s name and email for your organization be changed to yours. Once we have you listed as the contact person in our system, enter your email address on our system’s home page https://www.grantinterface.com/Home/Logon?urlkey=ndca, click on “Forgot your Password?”, and create a password for yourself. Your login will now be linked to your organization and you will have access to the applications and final reports.
If your colleague wants to continue to have access to your organization’s account in our system, you can create a login for yourself. Then call NDCA and have us link your profile to your organization as a second contact on the account.
More questions? Call NDCA at 701-328-7590 or email arts@nd.gov. We are here to help you!