Grant Writing Services & Guides

Proposal Writer's Checklist

The Office of Sponsored and Academic Programs support staff will do everything possible to get the proposal to the sponsor on time. However, as the amount of time for processing is reduced, so the chance for insurmountable obstacles increases. Faculty should make every effort to provide the maximum time possible for Sponsored Programs to process and adequately review their proposals–one semester in advance or immediately upon identification of funding opportunity.

Funding Opportunities

  • Search grant sources (printed materials; databases).
  • Solicit ideas from peers and Deans.
  • Consult with Sponsored Programs office.

Determine Funding Guidelines

  • Obtain complete copy of Research Funding Proposal and application instructions (RFP) from granting agency.
  • Review Research Funding Proposal (RFP) materials for missing pages/sections/ instructions.
  • Prepare questions for granting agency/Sponsored Programs office.
  • Begin to review proposal guidelines.

Early Discussions

Through early discussions with key personnel, you can plan a proposal for a particular sponsor and anticipate problems that must be considered before the proposal is written.

  • Complete intent to submit proposal form.
  • Meet with your academic dean (discuss project idea; gather suggestions).
  • Write a short concept paper (outline project goals/scope).
  • Make an appointment and visit the Sponsored Programs office (develop proposal "plan").
  • Contact granting agency with questions.

Letter of inquiry

Sponsor may request that you write a letter of inquiry (not more than two pages) describing your idea. Based on this information, it will determine whether you should apply for a grant. If so, the sponsor will send you an application package, including guidelines for writing the proposal.

Initial Contact with Sponsor

Funding agencies have varying requirements for making initial contacts regarding funding of sponsored projects. SP maintains current guidelines of numerous public and private funding sources, as well as listings of the names, titles, addresses, and telephone numbers for current program officers and other representatives of funding agencies who are the initial point of contact for faculty wishing to discuss the scope of their project. These guidelines frequently specify precise requirements regarding the appropriate means of initial contact (e.g., by letter, telephone, or brief pre-proposal).

Once these guidelines are understood, faculty should feel free to contact funding officers directly to discuss the scope of individual projects. In this way, faculty can ask potential sponsors the kinds of questions that will assist them in submitting the most competitive proposal possible. The sponsors' officers can, in turn, give valuable guidance and assistance to the faculty member in preparing the proposal according to the requirements of their organizations. Before contacting corporations or private foundations, faculty should discuss potential contacts and secure approval from SVSU's Foundation office.

Application Guidelines

Faculty will need to acquire the most recent version of sponsor guidelines, either from the SP website, the sponsor's website, or directly from the sponsor. Care should be taken to closely follow application guidelines in preparing the proposal. Sponsors frequently spell out the requirements for their applications in very specific terms. These organizations can and do return proposals without a review if they do not conform to the directions given in the application guidelines supplied by them. In particular, faculty should pay careful attention to all of the following in preparing the proposal:

  • page length and margins;
  • specifications on the typeface size and line-spacing;
  • limitations placed on the length of resumes or other appendix materials;
  • the deadline date and time for submission of the proposal (date/time of delivery to agency and/or date/time by which the proposal must be stamped with official U.S. Postal Service or commercial carrier postmark);
  • specific number of copies requested;
  • certifications or assurances signed by an authorizing official to be sent with the proposal.

Any questions about the application process, required certifications, budgets, and other issues related to the submission process should be referred to SP as soon as possible in the preparation of the proposal.