The Preservation Leadership Forum recently hosted a webinar on Grant Writing Strategies, offering insights from both a grant reviewer, Nicky Vann, and a grant writer, Haley Powell Kelly. While the session video is unavailable, the slide deck and a Q&A transcript provide a wealth of resources for historic preservationists seeking funding. Participants are encouraged to access additional materials from the Forum Webinar Summer Series, titled “Navigating the Unexpected: Fundraising and Job Searching Strategies for Historic Preservationists.”
One key discussion point focused on whether to include a letter of recommendation in a grant proposal. Experts advise following the funder’s instructions closely. If the application explicitly specifies what to attach, extra letters should be omitted. However, in more open-ended requests, a relevant letter can strengthen a proposal. Funders are increasingly streamlining application requirements to reduce the burden on applicants.
The webinar clarified that the narrative portion of a proposal generally includes the goals, objectives, work plan, and evaluation of the project—the core “meat” of the application. Organizational history, staff background, and budget sections are often separate. Writers are encouraged to structure narratives with headers that highlight their strongest points.
When contacting funders, the approach depends on their preferred communication channels. If only an email is listed, applicants should use that; if a phone number is available and more effective for explanation, a call is acceptable. Seeking feedback on unfunded proposals may not always yield responses, as many funders lack staff capacity for detailed reviews. In such cases, external colleagues can provide constructive feedback.
For projects contingent on grant awards, applicants should draft timelines as if funding will be received, using flexible timeframes like “Month One” for planning periods. When a funder requests a letter of inquiry (LOI), it should summarize the organization, project, executing personnel, timeline, funding request, and alignment with the funder’s mission.
Eligibility varies for organizations outside 501(c)(3) status, so clarifying with the funder is recommended. Examining past funded projects or sample applications can offer guidance on proposal format, while contacting previous grantees is advised only when a prior relationship exists. Applicants may disclose other pending grant applications, ensuring transparency and illustrating potential funding gaps or overlaps in the budget.
Sharing current supporters demonstrates credibility, showing the funder that the organization has a history of successful funding stewardship. Cultivating relationships with funding organizations is emphasized as central to successful fundraising, as it allows funders to see the team behind the project and assess alignment with their mission.
Regarding AI use, the webinar stressed that AI should be a tool, not a replacement for human expertise. Fact-checking and human oversight are essential to ensure accuracy and credibility in proposals. Decisions on whether volunteer staff or consulting writers should prepare applications depend on available expertise, but contact information must clearly connect to the applicant organization to avoid communication issues.
