A woman holds a pen in her hand, which hovers over a laptop keyboard. Her other hand hovers over a calculator, and various financial documents and a mug of coffee sit scattered on the table around her.

The art of non-profit fundraising is complex, multi-faceted, and must be tailored to your individual shelter. Should you lean on your social media presence, developing long-term fundraising campaigns, or should you focus fundraising efforts in your local community? Only you can answer these questions, but there’s one type of fundraising that every non-profit can benefit from.

Grant writing is a vital tool for animal shelters to diversify their funding streams, to fund specific projects and programs, and to build relationships with funders in their industry and local community. We know that lots of shelters don’t have excess funds to hire a professional writer, so we’ve put together this grant writing crash course to help shelter directors do it themselves.

First Thing’s First: What is a Grant?

You’ve probably heard of grants, but what exactly are they? Like other sources of funding, grants give non-profits money that does not need to be paid back. They’re usually funded by either private groups–like a company or family–or by public organizations within the federal, state, or local government.

Grants are different from other non-profit funding sources in a few specific ways: they are usually project-focused, time-limited, and application-based. Instead of a generalized appeal for funds, a grant application usually focuses on obtaining funds for a specific project, initiative, or program–and non-profits must prove that they are capable of using the funds effectively and responsibly.

Types of Grant Applications

Not every grant application process is the same. It’s important that you pay close attention to each funder’s specific criteria to avoid putting unnecessary resources into a grant that is unlikely to fund your project. The three types of grant requests include:

Unsolicited: These grants are open to any eligible applicant, and no invitation is needed to submit a proposal.
Solicited: Only organizations who are invited to apply may do so. If you have not been invited, do not waste resources on submitting a proposal to a solicited grant.

Letter of Inquiry Required: All eligible applicants are invited to submit a letter of inquiry. If your inquiry is accepted by the funder, they will invite you to submit a grant proposal.

Laurie Lawless stands in front of a group of shelter staff, who sit and watch attentively as she gives a training in shelter playgroups. — Laurie does trainings on all sorts of shelter behavior topics–now let’s jump into our crash course in grant writing for animal shelters.

Our Grant Writing Crash Course

There’s a lot that goes into developing a grant program, but today we’ll stick to the basics of how to actually write a grant. Follow these 5 simple steps to start writing grants and getting funding today:

Understanding Your Non-Profit

In order to write an effective grant, you’ve got to know your shelter like the back of your hand–both from a financial and a mission standpoint. Half the battle of acquiring grant funding is proving why your shelter is the best fit for the funds you’re seeking. Great grant writers know how to balance compelling shelter data with effective storytelling to tell the tale of their organization’s impact.

So, the first step to writing a killer grant is to get acquainted with your own shelter. You’ll need copies of your most current budget, financial forecasts, fundraising plans, and even the results of financial audits to help you illustrate your shelter’s financial responsibility and history of success.

That said, finances are only one part of your shelter’s story. The most compelling grants use stories to bring the numbers to life. Talk with shelter staff, adopters, and your management team to re-connect with your shelter’s culture and values; and grab a few uplifting stories of success, while you’re at it.

2. Understanding Your Funders

The other half of the grant-writing battle is understanding your prospective funders’ priorities, mission, and intended impact. The key is to position your organization’s project, program, or initiative as the answer to funders’ community impact goals. Spend time researching the foundations funding your chosen grant, and think deeply about how your shelter’s goals, mission, and financial strength align with their mission.

3. Writing Your Letter of Inquiry

For many grants, a letter of inquiry is the first step in the process. A letter of inquiry is a short, one– to two-page statement with three goals: to introduce your shelter, to show how you align with the funder’s mission, and to request permission to apply for their grant.

A grey-and-white pit bull sits on a pile of blankets and toys — When making your case for funding, data is one of your most powerful tools. But don’t forget to sprinkle in the stories of success and resilience that make the work we do worthwhile.

Where your grant proposal will ideally be data-driven, with stories serving a supporting role, your letter of inquiry should be story-driven. Your job is to create a compelling narrative that tells the funder who you are, how you align with their mission, and how you’ll use their money to make an impact. Your letter of inquiry should include three key components:

Introduction: This short section is where you’ll simply state that you are requesting leave to apply for a grant from the funder’s foundation. You should also mention your desired funding amount and what the funds will be used for.
Body: This is where you’ll get a chance to introduce your organization. Describe your mission, the problems you are addressing, and why you’re seeking funding. Feel free to include other relevant details, like when you were founded, the types of animals you serve, and the project or program that you’re requesting funding for.
Conclusion: Finally, your conclusion should express your gratitude for being considered, remind the funder of the impact you will make with their funds, and give a final call to action. Be sure to include your contact information and encourage the program officer to reach out with any questions or concerns.

4. Crafting Your Grant Proposal

Picture this: your letter of inquiry has been accepted, you’ve been invited to apply for a solicited grant, or maybe you’ve simply stumbled upon an unsolicited grant application. Whatever the case, it’s time to craft your grant proposal.

Your grant proposal serves three main purposes: to clearly state your plan for funding, to illustrate how you will use the money if you receive it, and to prove why your program or project should matter to the funder. Grant proposals should be concise, polished, and free of needless jargon, with each word chosen carefully to provide only the most essential details. Each grant application will have differing criteria, but here’s a quick overview of the essential components to include:

Executive Summary

Situated at the very beginning of your grant proposal, this one-page overview outlines the key points of your application. The executive summary is where you lay out your case, and the rest of your proposal balances on the foundation it sets. A weak executive summary promises a weak proposal, so make it count.

Statement of Need

Next, you’ll need to describe what your organization does and why it is worth funding. Here, you’ll likely want to utilize factual data to illustrate the need for your program with resident stories to illustrate past examples of success. This section has three main goals:

To demonstrate urgency: Clearly define the problem you’re seeking to solve and prove why it requires immediate attention. Utilize a mix of research, shelter data, and anecdotal stories to support your claims.
To establish your organization’s credibility: Showcase the work your organization has been doing to address this problem, and prove that you’re the best choice to make the biggest impact. Again, utilize shelter data and resident success stories to support your claims.
To align yourself with the funder’s goals: Tie your claims back to the funder’s mission, values, and stated goals. While this section is largely problem-focused, point briefly toward possible solutions, and demonstrate why they should matter to your funders.

Organization Description

While the previous section should touch on your organization, this is your opportunity to give deeper insight into the mission, programs, and impact of your organization. First, give a brief overview of your shelter’s history, highlighting factors that make your organization stand out compared to others in the industry. This is your big chance to prove why you’re uniquely equipped to solve the problem in ways that others cannot.

To support your claims, be sure to illustrate the financial strengths of your organization. Highlight financial accountability and transparency by discussing income sources, financial forecasts, and strategic financial plans.

Several dogs stand in a fenced playgroup area. — A shelter might apply for a grant if they’re looking to create a playgroup program and need funds for facilities construction, staff training, and program development.

Project Description

Now, it’s time to describe your proposed project or program, tying it back to the problem you’ve identified in your statement of need. This is your chance to two key points: that your project will address your urgent problem and that you have the tools necessary to see the project through. Lay out all of the details, including:

Project description and goals: Give a clear and concise description and outline your definition of success. How will you measure progress, and how does it address your statement of need?
Resources needed: Clearly state your project budget, staffing requirements, and plans to distribute funds.
Timeline: Give insight into the projected duration of the project, including milestones or checkpoints and when you expect you’ll reach them.
Tie back to mission: Finally, give insight into how this project fits into the context of your overarching mission. What is your long-term vision?

Appendix

This is where you’ll provide any supporting documentation referenced throughout your report, including your strategic plans, financial documentation, and quotes or receipts for your project’s budget.

Additionally, the appendix is your opportunity to provide supporting documentation that did not fit into the body of the proposal itself. This can include leadership biographies, annual reports, testimonials, and resident photos related to your project.

5. Accepting Your Results

Whether you are chosen to receive funding or not, it’s imperative that you accept funding results gracefully and intentionally. Remember that grant writing is a long game, and the most important thing is to build genuine relationships with funders.

If you’re chosen to receive funding, be sure to express gratitude in several different ways. At the very least, you should write a letter of acknowledgement and reach out to the program officer by phone to express your thanks. During your initial communications, be sure to nail down the funders’ preferred communication style and frequency for periodic reporting as you complete your project or program.

If you are not chosen to receive funding, it’s easy to feel disappointed. However, even a “no” is an opportunity to build credibility and establish relationships. Be sure to communicate thank the founders for their work reviewing your proposal, and consider asking for clarity on how you can improve in the future.

Laurie Lawless presents at a conference. — Shelter Behavior Integrations is all about putting animal behavior first–but we also know that you’ve got to have the financial tools to do so.

Diversifying Your Funding Strategy

Grant writing is just one avenue to diversify your shelter’s funding and secure your financial future. If you’re looking to bolster your organization’s financial health, but you’re struggling to balance the day-to-day work of running a shelter, consider seeking professional help. Laurie Lawless founded Shelter Behavior Integrations because she’s been in your shoes, and she wants to help shelters to address common problems at their root. Check out the SBI website to view other educational blogs, to access online resources, and to learn how Laurie can support your shelter from the ground up.

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