How to write grants that get results

Grant money has allowed Alecia “Red” Barrett to grow her foodservice program—literally. The director of school nutrition for Treutlen County Schools in Soperton, Ga., has been able to install eight raised garden beds at the elementary school and purchase a composter thanks to grant funding, while another recently awarded grant will allow for eight more beds.

Barrett incorporated the garden’s tomatoes, carrots, kale, squash and bell peppers into the menu at her rural school district in southeast Georgia. The elementary school’s science teacher conducts classes in the garden, and now, when children are asked questions such as, “Where do apples come from?” they no longer say, “The grocery store,” Barrett says.

Funding from grants is instrumental for foodservice operators with limited budgets but unlimited needs for construction and equipment. And while larger districts and organizations may have the means to tap into professional grant-proposal writers, directors of smaller facilities can successfully compile their own proposals, operators say. 

“Many times there are sample grant [applications] you can look at and use as a resource,” says Diane Gruman, foodservice director for the Cartwright School District in Phoenix, who raised nearly $69,000 in the past two years.

For those tackling grant applications on their own, here are some tips for writing effective grant proposals for facility, equipment and operational upgrades.

Be direct

Grant readers, who are responsible for deciding where funds will be allocated, likely are sifting through numerous applications, so don’t waste their time, says Barrett. “I try not to be flowery, but straightforward,” she says. “There is not a need for a lot of fluff. Get right to it.”

Ask for more than you need

Even though grants may be used for equipment or physical improvements, don’t forget to budget for labor, including payroll taxes and benefits, if employees will be implementing those changes. Payroll often is an overlooked element when writing a proposal, Gruman says. “I always budget on the high side to assure that all costs are covered,” she says.

Be optimistic

Some grant applications may be long or difficult to complete, but it is worth the effort, Gruman says. While size may seem like a hindrance, those with a small operation or a small project still should apply, Barrett says. Some grants are designed to make an impact at larger operations, but smaller applicants should try to demonstrate in their proposal how well the money will be used, she says. A smaller program may need less money, yet still be an effective way for an organization to spend funds.

“Doing a little makes a big impact [in Treutlen County], and I think that helps us when applying for grants,” Barrett says.

Be patient and prepared to pay

After applying for a $2,400 grant to pay for additional garden beds, Barrett waited about three months to learn whether the money would be allocated. Waiting two to four months for news on a grant is not uncommon, Gruman says. In addition, some school boards have to give their approval, which can tack on additional time.

“It takes twice as long as you think, and sometimes only half of the grant money is awarded prior to the starting date and other half may come when the project is complete,” she says. “Be prepared to fund a project and take a reimbursement from the grant.”