NCSC News - Tips for Submitting Proposals Online

Submitting a proposal online need not be a painful experience. A little preparation can help ensure that your bids for funding via an online application are as competitive as any other grant requests that you make for your organization:

Review the online proposal site from start to finish, taking note of all the information required. You may want to print out copies of some of the pages. Note any word limits, and scope out the contact information so you know who to call in case you have a question or run into a problem.
Prepare the narrative and budget in standard word processing and spreadsheet programs BEFORE you start the online process. Generally, text can be cut and pasted into the corresponding sections of the online proposal. In this way, you won't lose your valuable work on the chance that the power goes out!
By preparing offline you will also be able to take advantage of such word processing-based tools as spell check and grammar check, which most online applications do not include. In addition, you may choose to save and print the document so that you can "eyeball it" at a later time, when your mind is clear -- and thus avoid bloopers that slip under spell check's "radar screen" (such as "scared religious texts" and disabled people walking with "uneven gates").
Use the word and character count features while you still have the document in word processing. Nothing is worse than completing a lengthy online section only to be informed - after the fact - that you have exceeded word or character limits and you need to re-write!
Gather all of your materials together before you sit down to complete the online process. Be sure that you are at a reliable computer with a reliable online connection.
Don't forget your proposal preparation basics. It's not a bad idea to review some good, general guidelines, such as the Common Application Form from the National Network of Grantmakers (http://www.nng.org/html/resources/cga_table.htm), and the one provided by both the New York Regional Association of Grantmakers and the Council of New Jersey Grantmakers (in PDF at: http://www.nyrag.org/usr_doc/comapp1.pdf or in html at: http://www.cnjg.org/CommApp.htm).
To date, online grant proposal submissions still have one unresolved issue: How do you send attachments (brochure, annual report, financial statement - or simply a copy of your IRS 501(c) (3) nonprofit status letter) through cyberspace? Some grantmakers have realized the need to make exceptions to their "no materials by fax, postal mail, or courier" policy, but others may not yet have thought through the problem. When in doubt, call to ask their preference.
Do your research, making sure your organization and project fit the interests of the funding source. Develop your case and be clear and concise in your program plan. Outline a good evaluation strategy. Be sure your budget accurately reflects reality, and double-check your math -- errors can creep up in spreadsheet calculations, too. Proofread for typos a final time.
Be sure to keep a copy of the proposal, along with a copy of the receipt or confirmation that your proposal has been received, if available. If you choose to keep these electronically, be sure to have backup copies.

Submitting a proposal online is, in many ways, no different from sending a hard copy of your request. Read the instructions and follow them. Carefully consider the funding source's needs and interests. Don't rush to the finish line. In the end, you may find that you prefer the paperless (paper-free?) route to securing grants.

To Learn More
Here are some websites to help you learn more about the growing trend among grantmakers toward online proposal and report submissions. Included are several examples of funders who are "ahead of the pack":

These foundations now require that proposals be submitted online -- paper proposals are no longer accepted:

Finally, The Abell Foundation is just beginning to use an electronic version of its application form in order to streamline its application process. The application can be downloaded from the foundation’s website. Those who return their applications by e-mail must also send a hard copy.
http://www.abell.org/grantmaking/download.html

Marilyn Gross is President of Educational Funding Strategies, Ltd., and teaches in-person and distance learning courses on Grantsmanship and the Internet. Michele Hickey is Director of Corporate & Foundation Relations at Fairleigh Dickinson University in New Jersey. More information about Ms. Gross can be found at: http://charitychannel.com/resources/Detailed/473.html.