Grant Seekers Toolkit Checklist: Proposal Attachments

Most foundation proposals that you submit will be accompanied by a series of standard attachments - documents that provide additional information and support for your request.

You should gather these attachments in advance and keep several copies on file, so that they are ready when you prepare your proposals. Whenever possible, be sure to use the same font and formatting on the various attachments so that your proposal has a consistent presentation. Make a note on your calendar to review your attachment files two or three times a year to make sure that they are up to date.

Essential Attachments

501(c)(3) letter
Virtually every foundation will require a copy of this letter from the IRS confirming that your organization is tax-exempt

Organizational Budget
Even if you are requesting project support, most foundations will want to see a one-page overview of your entire organizational budget.

Project Budget
If you are proposing a specific project, you will be required to submit a budget for it. This should be a one-page document that includes both anticipated revenues and expenditures. Revenues should include any funds already committed for the project, any requests that are pending, and the amount requested from the foundation to which you are applying.

Board List
Most foundations will ask for a list of your board members, with current affiliations. These might be, for example, “Vice President, Media Associates,” “Professor of Media Ethics, Highland College” or “Community Volunteer”. You do not need to include addresses/phone numbers.

Other Attachments

Bios of Key Staff
Many foundations will ask for short biographical descriptions of key staff for your organization or proposed project. You should include your most senior staff as well as any staff members directly involved in coordinating the proposed project.

Audited Financial Statement
Some foundations will want to see your station’s most recent audited financial statement.

Newspaper clippings, listener testimonials
While you do not want to barrage the foundation with materials, one or two carefully selected, recent newspaper clippings and/or a page of listener comments can provide valuable support for your proposal, especially if they are related to the project you are proposing.

Letters of Support
Some foundations request letters of support for your proposed project, especially if it involves a collaboration.

Strategic Plan
A foundation will not usually ask to see your strategic plan – and you will almost certainly address its goals in the proposal narrative – but sometimes it’s appropriate to submit the plan in summary or in its entirety to a foundation as an attachment.

Diversity Policy
Occasionally, foundations will want to see a copy of your station’s diversity policy, if you have one. More often, foundations will simply ask you to address diversity issues in the proposal narrative. If you have a formal statement, though, it’s good to have a few copies on file.