Customarily, when a non-profit group decides to begin an aggressive grant writing program, they don't realize how much information will need to be conveyed to the person/persons entrusted to put their requests in writing. Many of the items listed below are considered common knowledge within your organization, and putting them in writing for your "grant writer" would be very helpful.

  • Name of your Organization (official and any AKAs)
  • Complete Address
  • County in which your main office is located
  • Telephone Number
  • Fax Number
  • E-Mail Address
  • Web Site Address (if applicable)
  • Name of the Executive Director and date hired
  • When was your organization established?
  • Purpose (mission statement)
  • Date of 501(c)(3) certification and IRS number
  • Date of 509(a) certification
  • Date of State tax exemption and document number
  • Board structure and numbers (How invulved are they)
  • Fiscal year
  • Number of full time employees
  • Number of part time employees
  • Number of vulunteers
  • Description of population served
  • Number of people served in an average year
  • Geographic area(s) served
  • Names of other programs in your geographic area that provide similar services to the same population you serve
  • What makes your organization different from theirs?
  • Organization's primary source of income
  • Names of other nonprofit organizations your program works with (partners with) in the community
  • Is your program an active member of any coalitions and/or community action groups?
  • Previous grant history
  • Previous fund raising history
  • Major accomplishments of your organization
  • Areas in which your organization is interested in obtaining grants
  • Anything else you'd like to add
 

Document Checklist

Below is a listing of documentation that each and every group seeking funding should have on hand. Most funders require some or all of these items.

IRS TAX EXEMPT STATUS - Federal 501(C)(3) or 509(A) certificates

STATE TAX EXEMPT STATUS - Current State Certification

FORM 990 - Previous year's tax form from your Accountant/ Bookkeeper

MISSION STATEMENT- Your agency's purpose and goals

AGENCY BACKGROUND INFORMATION - Brochures, Accomplishments, projects, newspaper articles, etc.

MOST RECENT AUDITED FINANCIAL STATEMENT - Previous year's report from the Accountant/Bookkeeper

PROGRAM BUDGET - Report from the Accountant/Bookkeeper

PROJECT BUDGET - Specifically for what is being requested

LIST OF CURRENT BOARD MEMBERS - Names, Professions, Affiliations, and Current Terms

QUALIFICATIONS OF EXECUTIVE DIRECTOR - Curriculum Vitae -- Background, Accomplishments, Degrees

QUALIFICATIONS OF PERTINENT STAFF - CV for personnel who will oversee the specific project

LETTERS OF SUPPORT - Community Leaders, Funders, etc.

PROGRAM EVALUATION STATISTICS ON PERSONS SERVED - Who, What, When, Where and How

ARTICLES OF INCORPORATION - Original Documentation