Get That Grant! Part 5
with Karen Glaser
Karen Glaser (karenglaser@tc3net.com) is a proposal writer and consultant with 25 years of management experience and 30 years of paid nonprofit work experience. Her grantwriting workshops, conducted in Michigan and northwest Ohio, focus on the complete proposal process, from finding potential funding sources to saying "thank you" to benefactors.
Got That Grant? Great! And if You Didn't. . .?
After all that hard work, your efforts have paid off! The phone rings, and a cheerful voice on the other end says, "I'm pleased to tell you that our board has voted to award you a grant in the amount of. . ." Well, that's where it gets a bit complicated.
According to grantwriting expert Karen Glaser, that carefully chosen amount you asked for may not materialize, at least not from a single donor. Some foundations divide their funds among several worthy contenders; others simply don't have the budget to meet your entire request.
Still, it beats the alternative — a slim envelope containing a tactful but to-the-point message: "Though your project shows merit, we are not able at this time. . ." You can guess the rest.
Whether accepted or rejected, your proposal can still be the platform from which you can build a relationship with a private foundation or government agency. It all depends on how you handle the news.
Chair-kicking Time
Competition for funding can be daunting, and no matter how good your proposal looks, rejection is always a strong possibility. When you get the bad news, says Glaser, " take time to be disappointed." Kick over a few chairs, tell everyone that the foundation obviously doesn't recognize quality — anything to blow off steam. Then, "get over it," Glaser says. "Swallow your pride and draft a letter of thanks to the donor. Tell them you appreciate their taking the time to look at your proposal, and ask if there are any reviewers' comments you could obtain."
That last point is important — you can gain insight from those comments that can help you with future requests. If you are sent a copy, look for remarks like "needs [nov] are not well-defined," "no clear evaluation plan" [december] or "budget [jan] doesn't tie to objectives." Ask yourself if you agree or disagree with the critique, but, cautions Glaser, "don't take every word to heart. The comments may be from an individual or team who may not be seeing your proposal next year."
If the donor is local, go the extra mile and ask if you can meet with the foundation's program officer in person. Such one-on-one encounters demonstrate commitment to your project and the foundation. "I'm often surprised by how willing they are to meet," notes Glaser. "You may find out that they liked your proposal but lacked the money this year. That puts you in a good position to apply again next year."
On the other hand, the donor "may just not 'get it,'" Glaser says. "It could be miscommunication between the foundation's goals and your request." If you're sure your proposal will meet the same fate next year, cross that donor off your list.
"Paid in Full" — Or Not
That wonderful moment when you're informed of a donation can be compromised by the reality that you may not get the full amount you requested. "That can delay the implementation of your project," says Glaser. "Be sure your donor is aware of that." Her letter of thanks would include a respectful mention: "We need to tell you that we cannot launch our project without X dollars more. We will hold your gift as we continue to raise funds." Then, says Glaser, "stick the check in the bank and let it earn interest."
And how do you make up for a shortfall? Go to other sources and explain your dilemma. Glaser points to one case where a $20,000 request to stock her school district with defibrillators netted a promise of a matching donation of $10,000. "We went to a second foundation and asked for $10,000," she says. "They gave us $6,000. So we went to a third foundation and got $4,000."
At the state and federal level, grants often have a cap on cash awards — but that cap can be split among many requestors. "It's customary for government agencies not to give the whole amount," says Glaser. "Be prepared to do with less. Have a Plan B in case you don't get all you asked for."
Thanks and Thanks Again
No matter the outcome of your proposal, thank-yous are always appropriate. When you get good news, "Have your superintendent call to thank the donor immediately!" says Glaser. "Then write a nice, warm thank-you letter to follow up."
Stay in touch. Glaser likes to send monthly updates to her donors telling them about the progress of "their" program. And the recognition should keep coming. "Invite the donor to your school to see the program in action," Glaser says. "Take a picture of your students and turn it into a photo plaque for the donor's office. Collect success stories from teachers and parents. Children compose great thank-you letters."
If you want to use the donor's name in public relations or solicitation for other grants, be sure you get permission first. "Some people love seeing their names in the paper; others wish to remain anonymous."
But through the whole process, keep the idea of "next year's donation" in front of your generous benefactor. The relationship you build today, whether based on initial acceptance or rejection, can pay off tomorrow.
Good luck!