Claremont McKenna College

Tips for Successful Grant-Writing

Basic Elements of a Grant Proposal

  • Abstract
  • Members involved
  • Problem addressed
  • Objectives
  • Methods
  • Evaluation
  • Budget
  • Cover Letter
  1. Summary or Abstract
    This should be a brief description of your proposal that introduces the participants, the problem being addressed, the objectives, the methodology, and costs of the project.


  2. Introduction: Project Staff and Project
    This section establishes your qualifications to carry out the project being proposed. For example, how does this project fit into the context of your long-term research objectives? What relevant experience do you bring to the activities you plan to carry out with project funding? Experience can be defined broadly to include teaching, administrative, scholarly, and community activities.


  3. Problem or Need Statement
    This section clearly describes the general problem or need to be addressed by your project, as well as the practical application of your research, when appropriate.


  4. Objectives ("measurable" accomplishments)
    This section describes anticipated outcomes of your work with respect to the problem or need described in section 3. Strive for strong objectives that will interest granting organizations, but do not create objectives that you know are beyond the scope of the project, as your results will often be evaluated against these objectives.


  5. Methodology: Activities
    This section details activities to be undertaken, describing exactly what steps you plan to take to reach your objectives. Include a timetable, if appropriate. For the project mentioned in section 4 you will have to indicate how you plan to obtain the data (e.g., collect it yourself, hire students to help, use available data sets, etc.). You should also describe the methods you will use for analyzing this data, citing previous studies or reasons why these methods will likely lead to developing a viable model.


  6. Evaluation
    This is a very important component of the proposal, especially for NSF grants, and one that is often either overlooked or underdeveloped. You must answer the question: how can we prove that we have been successful in meeting our objectives?
    Decide whether the project needs only summative evaluation (assessing the end results of the project), or a combination of both summative and formative evaluation (an on-going assessment process during the grant period that allows for changes and improvements to the project). Measure quantitatively (with hard data, statistics) and qualitatively (with interviews, surveys, observations) so you are able to illustrate a more comprehensive assessment of the project.
    Also, if the proposal is for a project that will be implemented over an extended period of time and will have many complex, far-reaching effects (for example, a proposal involving a program of curricular development), evaluation will become a very complicated task. For such a project, it might be advantageous to budget for one or more professional evaluators (if it is not already necessitated by the granting organization).


  7. Budget
    The budget describes the costs necessary to carry out the activities you have described in the proposal. You should make clear which of those costs are to be paid by the granting organization you are addressing and which costs may be covered by other sources.
    Budget preparation should begin before the proposal narrative is written. As you outline the steps involved in your project, estimate the cost of each step and compare your total with the average amount the funding agency has given for similar projects. The budget should always be submitted to the CMC Treasurer or Budget Director for review.


  8. Proposal Cover Letter
    The cover letter sets the tone for your proposal. Let your excitement about the project show in the letter. Use positive language, and try to limit the use of conditional words like might, could, would, and if. Find out the name of the person who will receive the proposal and make sure to get the spelling of their name and their title right. Keep the cover letter brief, offering to provide additional information when appropriate. Make sure to give clear directions as to how you can be reached. Have others proofread your letter.


  9. "Review Sheet: Proposals for External Funding"
    Once you've completed a proper draft of your proposal, visit the Office of Research's Online Forms section to download and fill out our "Review Sheet." This is a simple form that provides space for a very brief summary of the working proposal, and helps to keep track of the necessary signatures required for submission.

Additional Tips for Preparing Grant Proposals

  • If you have a project idea, talk to your department chair and to the Office of Research staff. If others know what you are thinking, they may be able to help you find the best way to connect with a foundation or granting organization.


  • Discuss your project with a program officer at the funding agency, if appropriate. Some foundations and government agencies will send samples of successful proposals at your request. Reading funded proposals will help you learn more about the funding agency and what their goals are.


  • Have the Office of Research ask our e-mail network of grants officers at liberal arts colleges for relevant information on similar projects or their experience with particular granting organizations and grant processes. Often other colleges will share information and/or a copy of a successful proposal


  • If you receive a grant, keep accurate records and file reports and acknowledgments promptly.


  • If you provide attachments, they should be part of your proposal plan, not an afterthought. They offer an opportunity to present facts, figures, photographs, and letters that support the narrative description of your project. Remember to prepare a table of contents that lists attachments in order.

What to do if your proposal is rejected

Most organizations have limited funding, so not all project proposals submitted for review will be successful. If your proposal is not successful:

  • Ask the funding agency for a copy of the reviewers' comments.
  • Find out what kinds of projects were funded.
  • Talk to a program officer about the possibility of resubmitting the proposal.
  • Look for other funding agencies that might be interested in your work.
  • Ask your department chair or someone who has written successful proposals in your field to help you with the rewrite.
  • Try, try, and try again!

Additional References for Proposal-Writing

Contact the Office of Research for any assistance with your grant-writing that you may need, or for more tips, resources and references.



Mailing Address:
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Claremont, CA 91711
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