Grant Writing Style
Writing in the business world (and that includes nonprofits!) differs significantly from the academic writing learned in school.
Grantmakers are not interested in your personal opinion, nor do they want a dry recitation of statistics. They want to know what it is that you want them to do, or perhaps know, and why they should care.
During your grant writing project, you are communicating with very busy, working people who want you to do nothing more than get to the point and tell them what you want from them, and why it’s important for them to act now.
Whether you are writing a letter, email, text message, or grant proposal, it helps to take the point of view that YOU are insignificant (but your mom still loves you!). Professional communicators accomplish their goal when their writing is READER-centered, not writer-centered.
Don’t assume reader knows the subject as well as you – or knows it at all.
What tips do you have for communicating in this writing style?
Wow, this post is giving me flashbacks. Just yesterday a group of us who are graduating in May were discussing resumes and job searches with a well respected professor in our department. I remember that everything she was saying on writing styles for resumes and cover letters was relating to many things that was covered in this class. I was going to share this with the class on Tuesday but now I’ll just share it here.
“A writer should be short and to the point on their cover letter. Tell me what I want to know in 10 seconds.” Here she mentioned having short and to the point paragraphs in cover letters. Getting to the heart of an issue rather than skirting around it is better in the long run. This is one of the biggest things we have learned in class for our documents and commentary and responses that paragraphs should be no longer than 5 sentences long so that the reader is not bogged down with text.
“Don’t be cute. Don’t try to impress me with things that you think will give you and edge. People have probably already seen it before, 100 times.” What we might think is original and might give us an edge has probably been done many times before whether this is for a resume or a grant proposal. Trying little tricks to stick out from others, like different colored paper, doesn’t work. The professor mentioned that for one job she posted for the library received over 50 resumes, 49 of them were on colored paper, the one on plain white paper got the job. If you are a strong enough applicant both, hiring organizations or grant makers, will be able to see that.
“If I don’t like it, it’s going into the trash before I even read it.” First impressions are the key. In our discussion of resumes we were talking about the layout a person should use. However I think this statement can be seen in grant writing as well. The first couple of sentences, of a LOI or proposal, need to be memorable, accurate, and grammatically correct. That is their first reaction to how they will view the rest of the document. If the first couple sentences are weak the grant makers may not have interest in even finishing reading the document.
Jessica, you’re right, that’s a great approach – make those first couple of sentences memorable, accurate, and grammatically correct. Whether the reader actually reads the rest of the document, we need to make him or her want to. That begins to establish credibility. Our job in the rest of the document is to ensure that if and when it is read, that everything else we write builds on that foundation and results in a “yes.”
Jessica’s list contains some good ideas. I’d also add that seeking outside opinions can be helpful when it comes to proofing and refining a piece of writing.
A person who has not been closely connected with the project and organization will not automatically fill in the blanks in his or her head the way you, the writer, will do. Pay special attention to any questions he or she asks you to clarify what you’re saying in your writing. Those areas are ones you’ll want to revisit.
The technique of asking “why?” five times in succession (like little kids do) can also be helpful. Each successive question should be bringing you closer to the true purpose.
Kim,
I love the “but why?” technique. It really clarifies your purpose.
Sally
You’ve got to start with a hook. The first sentence IS your first appearance, and if you’re a slob the reader will stop reading.
Your first sentence has to make them pay attention, but not push them away with “clever” tricks.
I’m reminded of the quote from Ocean’s 11: “Don’t use seven words when four will do. Don’t shift your weight, look always at your mark but don’t stare, be specific but not memorable, be funny but don’t make him laugh.”
A smartly written opener that is concise, grammatically correct, and clearly states your purpose will work over a long-winded description every time.
I first write what I want to say to ensure I get the message across. Then I go over the message again to proof for grammar, wordiness, and punctuation. Finally, I proof again for flow of content. When I proof the first time, I try to eliminate as many helping verbs as possible and substitute them with action verbs. This alone refines the tone of my writing tenfold.
Helping verbs include: is am are was were be being been has have had do does did can could shall should will would may might must ought to. I was taught to sing this to the tune of “Mary Had a Little Lamb” by my sixth grade English professor, so I will never forget which words to eliminate.