Taking the time to proofread, revise, and edit your grant proposals can elevate them from good to great. It's also probably one of the tasks most frequently left undone due to time constraints and a lack of planning. But skipping this step can diminish the effectiveness of your proposals. To avoid this pitfall, integrate a strategic approach to editing within your grantwriting process.
Make Time to Revise
To ensure your proposals are polished and impactful, you need to intentionally set aside time for editing. Start by creating a proposal writing schedule that includes dedicated time for this critical step. Begin by listing all the documents required for submission, including attachments. Then, outline all the tasks necessary to prepare each document, including editing time. And identify the responsible individuals and set clear due dates to enhance accountability.
This approach not only helps you confirm that everything is ready for submission: it also provides the necessary time to refine and edit your proposal so you can make it as compelling as possible.
Get Feedback From Others
In the writing process, it's easy to assume that the reader understands your thought process and is following along through the narrative. But this often isn't the case. To avoid this pitfall, seek feedback from others. For best results, seek, both internal and external feedback.
- Internal feedback: Involve colleagues who are familiar with your project but not directly involved in the proposal writing. Their fresh perspective can help catch inconsistencies, unclear points, or errors you might have overlooked.
- External feedback: External stakeholders or individuals completely unrelated to your project can provide a more objective viewpoint on how your projects are understood by reviewers. Their feedback can help you improve your narrative so it is clear and easy to understand.
Be Specific and Clear
Even though you may feel the pressure of space constraints, you won't want to use generalities when specific information is available. Specifics are what will help your proposal rise above the rest.
Grant reviewers often sift through dozens of proposals, so clarity and brevity are your friends. During editing, cut out jargon, avoid lengthy sentences, and eliminate any filler content. Each word should serve a purpose — if it doesn’t, delete it. Aim to communicate your message as clearly and concisely as possible, without sacrificing essential details.
Be Consistent
Consistency in your proposals helps build trust with reviewers. This includes consistency in tone, style, and formatting. Not only does it show your attention to detail, but it also help the reviewers better understand your projects.
Make Use of AI
AI-powered tools can be a valuable resource throughout the editing process. They excel at catching grammar mistakes, improving sentence structure, and even suggesting alternative phrasings that can enhance clarity. While AI can't replace your nuanced understanding of your project's goals and funder requirements, it can certainly assist in refining the language and ensuring your proposal is error-free.
Use these tools to perform initial grammar checks, streamline your writing, and spot inconsistencies. However, always follow up with a manual review to ensure that your proposal retains the human touch that resonates with reviewers.
By making time for editing, engaging others, being specific, maintaining consistency, and leveraging AI tools, you can significantly increase your chances of securing the funding your organization needs.
About the Author
Alice Ruhnke is the President of GrantStation, a TechSoup partner. GrantStation offers a database of U.S. charitable, federal, and state government funders that are actively accepting proposals and letters of inquiry. GrantStation members also gain access to a variety of grantseeking resources.
TechSoup members can get a one-year GrantStation membership for just $99 on September 17 and 18, 2024.
