Now that the preliminary work is complete, it’s time to begin putting words on paper, which may be easier said than done. Famed New York sportswriter Red Smith is credited with once saying, “Writing is easy. All you have to do is sit at a typewriter and open a vein.” (Substitute “computer” for “typewriter,” and the sentiment is remarkably timeless.) Nevertheless, at the risk of being overly simplistic, here are the fundamental steps of drafting a grant application.
Step 1: Outline
The first stage of the writing process is to develop a thorough outline of your project. Since grant
writing is basically formulaic, the outline should cover fundamental categories but in sufficient
detail. An example of the typical sections of a grant application can be found here.
Step 2: Write
When you finally do begin to write, one school of thought is to finish the entire first draft before
you begin to edit. Advocating this approach is Charles H. Sides, PhD, author of How to Write &
Present Technical Information, who says, “If you try to write and edit at the same time, you will do
neither well.” On the other hand, William Zinsser, author of On Writing Well, notes that “Clutter
is the disease of American writing.” So, as you’re writing, if you find that your draft is becoming long,
ambiguous, and “infected” with unnecessary words and empty jargon, it might be better to take corrective
action sooner than later. It will save time as you go along.
Step 3: Edit
Once you complete the first draft of your application, recognize it for what it is—a work in progress, one
in need of revision and editing. Anyone who is tempted to skip this step should heed the words of Irish
playwright George Bernard Shaw: “The biggest problem with communication is the illusion that it has been
accomplished.” Well, you might say, that may be true for drama, but writing grant applications is entirely
different—and you’d be wrong. Good writing is good writing, and the only way to achieve that goal—no
matter what form the writing takes—is to edit, edit, and then edit some more.
Step 4: Proofread
ALWAYS proofread your application—thoroughly. Better yet, have someone else proofread it as well. Many people
find it difficult to catch obvious mistakes in their own writing. However, never delegate the task of
proofreading your application to someone else without also doing it yourself. After all, it’s your name on
the work—not theirs.
Formatting Tips
- Use an optimal font and type size:
- Times New Roman and Century Schoolbook are good font selections; NIH applications require Arial, Helvetica, Palatino, or Georgia.
- Avoid less than 11-point type. NIH applications require 11-point type or larger.
- Use bold and italics for emphasis—but sparingly.
- Avoid use of underlined text, which is associated with hyperlinks, unless links are permitted in the document.
- Format your text to highlight key points. Bullets and headers can help.
- Write in paragraphs. Lead with a topic sentence. Limit each paragraph to one major idea.
- For readability, skip a line between paragraphs.
- Carefully follow all instructions from the funding agency regarding type size, page limits, margin sizes, sections, and other formatting parameters.
A Little Help from My Friends
The Beatles were right. We all need a little help at times, and getting feedback on your grant application from mentors can be invaluable.
Establish your mentors early in the process and provide them with clear direction about the type of feedback you want:
- Is the research question one worth answering?
- Is the science sound and presented clearly?
- Is the application well organized and formatted logically?
- Are there problems with grammar, spelling, or style?
In addition, you might ask someone whose expertise is outside of your field to look for obvious omissions in your application or for content that presumes familiarity with the work that others might not have.
Keep your mentors informed of your timetable and tactfully remind them of your deadlines, if necessary. (Take “no” for an answer if someone doesn’t have time to help and, instead, find someone who does.)
Finally, weigh the feedback you receive, revise your application as you see fit (ultimately, it’s your decision what to include or not), and express appreciation for whatever help you receive.
