Should You Have A Grant Writers Kit?

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• The idea of having a Grant Writers Kit may sound
  pointless when every grant has different
  requirements and the funding objective for an
  organisation will vary with each grant.
• However, for Grant Writers, there are many parts
  to grant writing that are repetitive no matter
  what the grant is.
• This is truer for Grant Writers who work
  specifically inside the organisation seeking
  grants, but Grant Writing Consultants can find
  useful strategies in adopting parts of a Grant
  Writers kit as well.

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• Generally, a Grant Writers kit simply represents
  a single place to access all the information and
  documents that are typically requested when grant
  writing.
• They are documents that may only change annually
  (financials) or not at all (company registration
  records).
• Generally, these documents do not have to be
  stored in a single place, and they may already be
  stored in various locations within the
  organisations record keeping system.

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• The Grant Writer kit is simply a reference
  document with links to the relevant information,
  which should be updated any time the information
  changes.

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Registration Details

• Most grant applications will require grant writer
  to provide proof of company and possibly charity
  registrations, and in some cases, the
  organisation registered documents.
• The following are some items that typically fall
  into this category
• ASIC Registration (eg Certificate of
  Incorporation)
• Constitution or Trust Deed for the organisation
• ABN lookup page (shows DGR and Charity status
  along with operating business names)
• ACNC Charity Details Page for the organisation

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Registration Details

• State-level Incorporation Certificate
• Local Council Business licences, permits or
  registrations (where applicable)
• Representative group or governing body membership
  details

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Financials

• There are very few funding applications that do
  not require the grant writer to either submit, or
  have available on request, a current set of
  audited financial accounts.
• As a minimum, this should include links to
• Most recent Audited financials (within last
  12mths preferably, otherwise year before)
• Most recent PL (esp if Audited Financials is gt
  12 months old)
• Most recent Balance Sheet (esp if Audited
  Financials is gt 12 months old)
• Annual Report (if available)

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Organisation Planning Documents

• Many organisations will have some, but not all,
  of the following documents. For those
  organisations without a full complement of this
  document set, it is worthwhile to commence
  working towards creating them for future
  reference.
• These documents include
• Business Plan
• Organisation Mission and Vision (if not included
  in Business Plan)

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Organisation Planning Documents

• Strategic Plan (if not included in Business Plan)
• Financial Plan and Objectives (if not included in
  Business Plan)
• Risk Management Plan
• Maintenance Plan
• Other Plans Marketing, Technology, etc

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Committee Details

• Have a summary of each Committee member, the
  position they hold and contact details is
  essential for almost every grant writing
  opportunity.
• This information should be updated as Committee
  members change.

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Insurance

• The natural disasters that have besieged
  Australia in recent years, have highlighted the
  need for grant writers to have easy access to
  insurance details.
• At a minimum, this should include the Certificate
  of Currency and the Policy document, including
  any supplementary documents.
• This information should exist for each type of
  insurance held (public liability, business,
  contents, etc) and will need to be updated each
  year, as well as when any policy changes are
  advised by insurers.
• It is also handy to keep a record of current and
  past claims, including outcomes and communication.

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Membership Usage Statistics

• Most grant opportunities require grant writers to
  identify how their membership community, or key
  demographic groups within their community, will
  stand to benefit if the funding being sought is
  secured.
• Having a good record of the core demographic
  makeup within the community can help specifically
  when grant writers discover a grant that offers
  to address specific demographic groups.

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Membership Usage Statistics

• Additionally, the grant writers kit should
  include some statistics that represent how many
  members there are in total, how many use the
  facility each year as well as how many non-member
  visitors use or visit the organisations facility
  each year.
• Breaking down these statistics within the
  demographic groups is also beneficial for a grant
  writer when doing grant writing for funding that
  is targeted at a key demographic group.

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Photos

• When the floods hit many non-profit organisations
  in Australia, grant writers were asked to provide
  before and after photos of their facilities.
  Many organisations lacked the before shots and
  a few lacked the after shots.
• Insurers and grant funding will usually ask for
  both. Keeping a library of photos of the facility
  (interior, exterior and grounds) will assist in
  expediting both the grant writing and insurance
  claims process.
• Taking photos whenever damage or deterioration
  occurs will also assist in any efforts to seek
  compensation, insurance or funding.

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Links Research Papers

• Generally, each specific grant may require the
  grant writer to find research papers which will
  support their angle that they are presenting to
  win the funding.
• However, having some stock of research material
  that supports the premise of why the
  organisation exists can also provide valuable
  statistics which can support any case.
• For example, a mens organisation that exists to
  reduce male suicide rates would have material
  that gives statistics on male suicide rates and
  what impacts those figures, along with research
  to support why such organisations make a positive
  difference.

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The Rub

• Everything mentioned above represents material
  which an organisation should have available to
  them at their fingertips, regardless of grant
  writing opportunities.
• In reality though, many of these components are
  missing from many organisations due to time or
  knowledge constraints, limited manpower, or
  competing priorities.
• However, working towards having the full
  complement will not only strengthen a grant
  writers case for funding but will likely make
  the organisation stronger as a result or going
  through the process of reviewing each of these
  vital areas of operation.

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