What Belongs in Your Agency Grant Seeker Portfolio?

How lucky will you be if you are still searching for a required document on the grant deadline date? What type of information will a grant application require or will your grant writer need from you to start preparing your application?

Libby Hikind, Founder and CEO of GrantWriterTeam.com (561 249-4129) recommends,

Organizations should maintain an up-to-date computer and hard copy grant seeker portfolio in a loose leaf binder with sheet protectors,  The portfolio should contain all the documents you might need to apply for a grant.  Locating and perfecting these documents is more time consuming then writing the grant, itself.

Do not wait –  Start gathering documents today. Be ready to apply for grants!

When and if you realize you are missing a document, don't put it off until later. Immediately notify your grant writer or your in-house staff to start preparing or obtaining the document. One of our grant writers will be happy to assist you in the preparation (if it is required by the funding source). Don't procrastinate!! 

Here is a list of copies of original documents you should place in your portfolio to prepare for the grant proposal application process:

  • 501c3 IRS Determination Letter
  • Incorporation Papers
  • Special Government Licenses Needed 
  • Board of Directors List
  • Organizational Chart
  • W9 Form Signed by The Executive Director
  • Current Organization Budget
  • Recent 990 Forms (For the Past 3 Years)
  • Copy of Most Recent Audited Financial Statements
  • Non-Discrimination Policy
  • Business Continuity of Operations Document or Disaster Plan
  • List and Description of Any Current Programs of The Organization 
  • Promotional Materials or Articles Previously Written About the Organization.
  • Previously Written Grants
  • Copies of Measurement Tools Like Pre/Post-Tests
  • Resumes, Biographies of Key Staff
  • Statistics, Articles, Photos, Surveys Documenting the Community Need for Your Program

With all of this information, a grant writer will be able to whisk through the grant proposal process. 

Inform your GrantWriterTeam.com grant writer of which documents you have and which documents you need assistance with compiling. Every application has different requirements. The grant writer will tell you specifically what each application requires.

You will provide your documents to the writer, on an as-needed basis (do not automatically transfer your entire file). For example, some grants may require a copy of your insurance certificate. He/she will ask you for it to include in the proposal. 

Your time and that of the grant writer has value.  Don't waste it on scrambling for documents, when it could be used to prepare a compelling application.  Start preparing the portfolio today, concurrently while searching for grants on GrantWatch.com.

About the Author: This article was written by a GrantWriterTeam Staff Writer in collaboration in collaboration with Libby Hikind, CEO and Founder of GrantWriterTeam.com.