FUNDER RESEARCH TEMPLATE
───────────────────────────────────────
Funder Name:        [Foundation / Agency / Corporation]
Funder Type:        [ ] Private Foundation  [ ] Community Foundation
                    [ ] Federal Agency  [ ] State/Local Government
                    [ ] Corporate Foundation  [ ] Family Foundation

GIVING PROFILE
───────────────────────────────────────
Total annual giving:        $___________
Average grant size:         $___________
Range:                      $_______ to $_______
Geographic focus:           [Local / Regional / National / International]
Population focus:           [Who they prioritize serving]
Program areas funded:       [List]
What they WON'T fund:       [Exclusions — critical to review]

ALIGNMENT ASSESSMENT
───────────────────────────────────────
Mission alignment:          High / Medium / Low
Program fit:                High / Medium / Low
Geographic fit:             Yes / No / Partial
Organizational fit:         [Budget size, org type, track record requirements]
Overall fit rating:         Strong / Moderate / Weak — pursue / pass

RELATIONSHIP STATUS
───────────────────────────────────────
Prior relationship:         Yes / No
Prior grants received:      [List with amounts and years]
Program officer contact:    [Name, email, phone]
Last contact date:          [Date and nature of contact]
Cultivation needed:         [What relationship-building is required before applying]

LOGISTICS
───────────────────────────────────────
Application portal:         [URL and login]
Deadline(s):                [Rolling / Specific date(s)]
LOI required:               Yes / No — due: [date]
Invitation required:        Yes / No
Typical grant period:       [1 year / Multi-year]
Restrictions:               [Project only / General operating / Both]
Reporting requirements:     [Frequency and format]

RESEARCH SOURCES
───────────────────────────────────────
□ Funder website and guidelines reviewed
□ Form 990 reviewed (IRS nonprofit database or Candid/GuideStar)
□ Prior grants database reviewed (GrantStation, Foundation Directory)
□ Program officer LinkedIn reviewed
□ Peer organization funding research completed

LOI STRUCTURE (typically 1-3 pages)
───────────────────────────────────────
Para 1 — THE HOOK (what problem you're solving)
  Lead with the problem or need — not the organization.
  Use data to establish the scale and urgency of the issue.
  Connect the problem to the funder's stated priorities.
  Example: "Each year in [geography], [X number] of [population]
  face [specific problem], resulting in [consequence]. Despite
  [existing resources], [gap] remains unaddressed."

Para 2 — YOUR SOLUTION (what you do and why it works)
  Describe the program or project in plain language.
  Explain what makes your approach distinctive or effective.
  Reference any evidence base, model, or proven practice.
  "Our [program name] addresses this gap by [approach].
  Unlike existing services, we [distinctive element].
  This approach is grounded in [evidence/model/practice]."

Para 3 — YOUR TRACK RECORD (why you can do this)
  Establish organizational credibility — years of experience,
  population served, prior outcomes, relevant expertise.
  "Over [X] years, [Organization] has [accomplishment].
  Our team includes [relevant expertise]. Last year, we
  served [X people] with [Y outcome]."

Para 4 — THE REQUEST (what you're asking for)
  State the funding amount and grant period clearly.
  Name the specific use of funds at a high level.
  Connect the investment to measurable outcomes.
  "We are requesting $[amount] over [period] to [purpose].
  This investment will enable us to [outcome] for [population]."

Para 5 — THE CLOSE (why this funder, why now)
  Reference alignment with the funder's priorities specifically.
  Express genuine interest in partnership.
  Invite dialogue.
  "Given [Funder]'s commitment to [stated priority], we believe
  there is strong alignment with our work. We welcome the
  opportunity to discuss how this partnership might advance
  our shared goals."

LOI checklist:
  □ Stays within page limit
  □ Uses funder's language and priority terminology
  □ Includes specific data on the problem
  □ States the funding ask clearly
  □ No jargon or internal acronyms
  □ Compelling opening sentence
  □ Does NOT include budget detail (save for full proposal)

PROPOSAL NARRATIVE STRUCTURE
───────────────────────────────────────
SECTION 1 — EXECUTIVE SUMMARY (1 page)
  Write this last.
  □ Organization name and mission (1 sentence)
  □ The problem being addressed (2 sentences)
  □ The proposed solution (2-3 sentences)
  □ The funding request ($X over Y period)
  □ Expected outcomes (2-3 bullets)
  □ Geographic scope and target population

SECTION 2 — STATEMENT OF NEED
  □ Define the problem with current, credible data
  □ Local data is more compelling than national statistics
  □ Describe who is affected and how
  □ Explain why existing resources are insufficient
  □ Connect the need to the funder's stated priorities
  Sources: Census, CDC, local needs assessments, peer-reviewed research
  Avoid: Anecdote without data; data without human context

SECTION 3 — PROGRAM DESCRIPTION
  □ Goals: broad statements of intended change
  □ Objectives: specific, measurable, time-bound outcomes (SMART)
  □ Activities: what you will do, when, and with whom
  □ Theory of change: how do activities lead to outcomes?
  □ Population served: who, how many, how selected
  □ Timeline: program milestones across the grant period
  □ Partners: who else is involved and what is their role?
  Logic model format:
    Inputs → Activities → Outputs → Short-term outcomes → Long-term outcomes

SECTION 4 — ORGANIZATIONAL CAPACITY
  □ Mission alignment with proposed work
  □ Relevant program history and track record
  □ Key staff qualifications (by role, not necessarily by name)
  □ Fiscal management capacity
  □ Partnerships and community relationships
  □ Accreditations, certifications, or recognition

SECTION 5 — EVALUATION PLAN
  □ How will you know if the program worked?
  □ What data will you collect and how?
  □ Who is responsible for data collection and analysis?
  □ How will findings be used to improve the program?
  □ External evaluator (if required or appropriate)
  Outcome measurement types:
    Output: # of people served, # of sessions delivered
    Short-term outcome: knowledge gained, behavior change
    Long-term outcome: system-level change, sustained impact

SECTION 6 — SUSTAINABILITY PLAN
  □ How will the program continue after the grant period?
  □ Other funding sources being pursued
  □ Earned revenue potential (if applicable)
  □ Organizational commitment to the program long-term
  Avoid: "We will apply for more grants" — funders see through this

SECTION 7 — BUDGET NARRATIVE
  (See Budget Narrative Framework below)

BUDGET NARRATIVE STRUCTURE
───────────────────────────────────────
PERSONNEL
  [Position Title]: [% FTE] × $[annual salary] × [grant period] = $[total]
  Justification: [Why this role is necessary for this program specifically]

  Example:
  "Program Coordinator (0.5 FTE): $55,000 annual salary × 0.5 FTE ×
  12 months = $27,500. This position will manage participant enrollment,
  maintain program records, coordinate with partner agencies, and
  support program delivery for all 150 participants."

FRINGE BENEFITS
  [% of salaries] × [total salaries] = $[total]
  Justification: "Fringe calculated at [X]%, consistent with our
  negotiated rate, including FICA, health insurance, and retirement."

CONSULTANTS / CONTRACTORS
  [Name or role]: $[rate] × [hours/days] = $[total]
  Justification: [Why a contractor vs. employee; specific deliverable]

SUPPLIES & MATERIALS
  Itemize: [Item] × [quantity] × [unit cost] = $[total]
  Justification: [Why needed for this program]

TRAVEL
  [Purpose]: [# trips] × [# people] × $[cost per trip] = $[total]
  Use GSA per diem rates for federal proposals.

INDIRECT COSTS (OVERHEAD)
  [Negotiated rate or de minimis 10% MTDC] × [direct costs] = $[total]
  If funder caps indirect: "The funder's indirect cap of [X]% has
  been applied. Our negotiated rate is [Y]%; the [difference]% will
  be contributed as organizational match."

MATCH / COST SHARE (if required)
  Document source, amount, and whether cash or in-kind.
  In-kind must be valued at fair market rate.

Budget narrative rules:
  ✅ Every line item in the budget has a corresponding narrative explanation
  ✅ All calculations are shown explicitly
  ✅ Costs are reasonable and customary for the region and sector
  ✅ Narrative and budget numbers match exactly
  ❌ Never include unallowable costs (alcohol, lobbying, fines)
  ❌ Never pad indirect costs or line items

FEDERAL PROPOSAL COMPLIANCE REVIEW
───────────────────────────────────────
PRE-SUBMISSION:
  □ NOFO / RFP read in full — all eligibility requirements confirmed
  □ SAM.gov registration current (renews annually)
  □ UEI number confirmed
  □ Grants.gov or agency portal registration active
  □ Required certifications identified and ready
  □ All required attachments identified and prepared

NARRATIVE COMPLIANCE:
  □ Page limit strictly observed (headers/footers count if specified)
  □ Font size and margin requirements met
  □ Section headers match NOFO required structure
  □ All required sections addressed in order
  □ No prohibited content included

BUDGET COMPLIANCE:
  □ Budget period matches NOFO specifications
  □ All line items are allowable under 2 CFR Part 200
  □ Indirect cost rate is negotiated or de minimis (10% MTDC)
  □ Cost share documented if required
  □ Budget totals match budget narrative

ATTACHMENTS:
  □ Organizational chart
  □ Key staff resumes/CVs (limited to required pages)
  □ Letters of support / MOU from partners
  □ IRS determination letter (501(c)(3) status)
  □ Most recent audited financial statements
  □ Logic model or theory of change
  □ Evaluation plan (if separate)
  □ Data management plan (if required)

POST-AWARD COMPLIANCE PREPARATION:
  □ Program officer contact identified
  □ Award notification timeline noted
  □ Reporting requirements documented
  □ Subrecipient monitoring plan (if applicable)
  □ Grant file established for all documentation

PROGRESS REPORT STRUCTURE
───────────────────────────────────────
REPORTING PERIOD: [Start date] to [End date]
GRANT NUMBER: [Funder-assigned number]
PROJECT TITLE: [As stated in award]
ORGANIZATION: [Legal name]
SUBMITTED BY: [Name, title, date]

SECTION 1 — EXECUTIVE SUMMARY
  2-3 sentences: What happened this period? What were the highlights?

SECTION 2 — PROGRESS TOWARD GOALS & OBJECTIVES
  For each objective stated in the proposal:
    Objective: [Restate exact objective from proposal]
    Target: [Quantified goal for this period]
    Actual: [What was actually achieved]
    Status: On Track / Behind / Exceeded
    Narrative: [What was done, what worked, what didn't]

SECTION 3 — OUTPUTS & OUTCOMES
  Outputs (what you did):
    # of participants served: ___
    # of sessions delivered: ___
    # of [other deliverable]: ___

  Outcomes (what changed):
    [Outcome 1]: [Measurement method] → [Result]
    [Outcome 2]: [Measurement method] → [Result]

SECTION 4 — CHALLENGES & ADAPTATIONS
  What obstacles arose? How were they addressed?
  Any significant deviations from the proposed plan?
  (Contact program officer before making major changes — don't surprise them in a report)

SECTION 5 — FINANCIAL REPORT
  Budget vs. actual expenditures by category
  Remaining balance and projected spend
  Any budget modifications requested

SECTION 6 — NEXT PERIOD PLAN
  Key activities planned for next reporting period
  Any support needed from the funder

Reporting best practices:
  ✅ Submit on time — late reports damage funder relationships
  ✅ Use data — don't just describe activities, show what changed
  ✅ Tell a story — one participant story humanizes the numbers
  ✅ Be honest about challenges — funders respect transparency
  ❌ Never skip required sections
  ❌ Never submit a financial report that doesn't reconcile