One of the first steps in writing a grant proposal is to choose the organization (or organizations) to which you will submit the proposal. Some organizations support research, conservation or education in general, while others have more precise objectives. If your proposal fits the interest of a funding organization, then it has a better probability of being financed. Because proposal writing is a time and energy consuming process, it's important to be sure that your proposal is well written and is sent to an appropriate organization.
Some organizations suggest that you send them a letter of inquiry before sending them a final proposal. This letter should include a brief summary of your proposal, indicating how your project fits the objectives of the organization and mentioning the approximate quantity of money that you will request. Other organizations, such as W.W.F., have field staff with whom one should consult in preparing the proposal. When possible, take the opportunity of communicating with funding organizations early in the writing process. Maintain active communication with them, contact them if you have questions or problems and NEVER fail to answer promptly.
If such communication is not possible, be sure to read the instructions for application carefully. Try to understand the objectives of the organization and any restrictions on the subject matter of the project and the types of expenses that can be covered.
Each organization has it own procedures and you must be sure to follow these when applying. Furthermore, these application guidelines may change from year to year. Therefore, after choosing an organization, be sure to obtain a current copy of the guidelines.
In order to write a successful proposal, you must convince the reviewer of the importance and feasibility of your project. Reviewers in general have little time, and they may not be completely familiar with the type of project that you are proposing. For these reasons, your proposal should be concise. Write in a precise form, avoid philosophizing and using complex terms. Try not to be repetitive.
A good proposal requires a good structure. If the granting organization specifies this structure, then follow this exactly. If the structure is not explicitly indicated then follow a general formula such as what we describe below.
If you are planning a research project, then it's important to review the literature related to the subject of your proposal and show how your work will address outstanding questions. Why is your study necessary given the work that has already been done? When the purpose of the project is to study a theory, then specify the hypothesis that you will test. Present the alternative hypotheses and be sure that they can be clearly distinguished using the methods you propose. If you are planning a conservation or education project, then describe the current situation and point out the specific problems that you hope to correct. Be brief and complete. This might sound contradictory, but it is possible if you restrict your literature review to themes directly related to the project.
If your research objective is complex or the conservation/education problem is large, consider dividing your project into steps. In explaining your objectives, include a general, overall goal, summarize the steps for achieving that goal and then describe specifically your present objective within that framework. Be sure to clearly distinguish between the final goal of the overall project and the immediate goal of your proposal. If appropriate, show how your methods are flexible and can be adapted to problems that you are likely to encounter.
If you are proposing an applied biology study, for example a study that will provide recommendations on land use to government agencies, specify what you plan to do with the results, how you will translate them into practical suggestions and how you will transmit them to people that can influence the outcome of relevant decisions. If you are proposing a program of conservation or education, explain how you will judge the success of your program. Few organizations will finance applied biology projects that do not have the possibility of influencing natural resource management decisions or whose effects are likely to be very brief.
Once you have written a draft of the proposal, have others read it and criticize it. Have them read your summary first and see if, from that alone, they can understand the basics of your proposal. After they have read all of your proposal, ask them if they understand the importance of your work and the methods you will use. Make sure that you have followed the application instructions exactly. It is also very important that all the scientists and other experts who you claim are involved in the proposed project have actually reviewed the proposal, especially those parts that concern them. If possible, put the proposal aside for a little while; it helps to be able to read over the proposal with a bit of 'distance' from it. Later, after having received comments from your colleagues, go back and revise the manuscript. Incorporate the suggestions that you receive, and ask yourself if each sentence is really necessary and economical. Eliminate the superfluous. If possible, have somebody else read over your proposal again. If you are not writing in your native language, try to have a native speaker read over your manuscript. Although grammatical errors shouldn't reflect on the quality of the work you are proposing, you are in a competition and each error can hurt your chances.
You should demonstrate that you are on top of current scientific work related to the problem that you want to study. Read the recent issues of relevant, recognized journals such as The Journal of Wildlife Management, Ecology, Journal of Mammalogy, The Auk, Conservation Biology, Animal Behavior, etc. and look for studies that you can use as models for your work. If you don't have good access to literature, put yourself in contact with people who have recently written on themes related to your own, ask them for copies of their recent articles and for the names of other people from whom you can obtain more information. Ask to be on their mailing list for future reprints. Use whatever literature you do have available as a basis for expanding your literature collection. Some professional societies (see list below) publish directories of their members. These directories can help you contact authors whom you find cited.
Finally, don't count on receiving money before it is approved. The competition for grants is intense and only about 10% of all proposals are financed. Whether or not it is accepted, try to learn from each proposal. Mention in your cover letter that you want to receive the comments on your proposal. Often but not always, you'll have the opportunity to rewrite your proposal and resubmit it for a later deadline. Some criticisms of your proposal may seem unjustified but read them carefully and be sure that you consider them when you re-do your proposal. Don't be discouraged, many proposals are not accepted at first submission.