Grant Applications vs. RFPs: Writing Differences Explained

Writing grants and RFPs have similar end goals: the goal for each is that they want to convince others to invest in a proposed solution or project. However, as with anything, the differences in motive can often take each process in very different directions. So, let’s explain a few of those nuances. In this article, we’ll discuss the differences between proposal writing and grant writing. 

Style and Tone: A Crash Course

The tone is the overall attitude or mood the writer is setting for the audience. Emotions, positive vibes and verified accomplishments are conveyed by writers to pull at the heartstrings. Take a minute to consider how writing styles and tones can vary within similar genres and platforms. A summer blockbuster movie about heroic superheroes fighting each other can present as a darkly moody and melodramatic showdown (Superman vs Batman) or as a zippy, tongue-in-cheek showdown (Avengers: Civil War).

So, a good writer infuses emotion combined with style and tone to capture the essence of his/her motive. Style and tone are critical when writing to an external party!

When writing grants and RFPs, the style and tone of the writing may be combined to fit the audience’s standards. The four main styles of writing are:

• Persuasive – a style of writing used to convince the reader with logical reasoning, emotional appeals, and evidence (think advertisements and political speeches)
• Narrative – a style of writing used to tell a story (think a short story or that story about the hijinx that went on at your brother’s wedding)
• Expository – a style of writing that emphasizes descriptions or explanations (how your process or project management structure will work!)
• Descriptive – a style of writing that engages the senses (think about food descriptions and try not to get hungry!)

Grants and RFPs are both documents that persuade the reader to support their plans and ideas. So, you might be surprised to learn that these persuasive documents differ in tone and style! Grant writers engage in descriptive writing, narrative writing, and persuasive writing; however, the style of an RFP is more simple and often expository. RFPs provide straightforward information, details and facts to support the client’s needs in an unbiased way. 

Purpose

The goals in writing grants and RFPs are usually very different!

Motive is key in writing a successful piece. In writing a grant or RFP, compiling information is mostly internal, with information from each entity’s subject matter experts (SMEs). 

RFP writing is distinct from grant writing as the motive is usually to earn a business contract.  As a directive, writing should be clear, concise and written to their specified industry professionals. Grants, however, are applications for funding. Grant projects are usually (but not always) a non-profit endeavor!

Although grant writing can be more descriptive, both grants and RFPs need to communicate their content in a way that will make an impression on the evaluator. So, make sure not to overwhelm the evaluator with too much information. No one wants to read an overwritten proposal that’s longer than the Harry Potter series.

Grants and RFPs: Basic Outlines

Fundamentally, a grant should include the following: 

• Executive summary
• A direct problem statement (possibly a Theory of Change or motivation statement)
• Goals and objectives
• Detailed systematic methods and strategies to achieve goals
• Success metrics and detail how metrics will be measured during the project’s time period
• Past, present and future funding sources to ensure sustainability
• Project budget (templates are typically provided)

If this is not the case, it is recommended that a budget snapshot with heading line items and a sequential detailed budget be presented to clear up questions on budget expenditure. 

An RFP differs a bit: we want to win a bid over other competitors! Here’s an example outline of an RFP response:

• Cover letter
• Executive summary
• Background and overview of the entity
• Past performance and references
• Project goals and Statement of Work (SOW) or scope of services
• Project description, timeline and milestones (including possible challenges, possible transition plans, and possibly a risk analysis)
• Budget or cost sheets and fees
• Required legal forms and contract-binding documents;
• Outlined evaluation criteria.

Writing Grants and RFPs

Grants and RFPs have different outlines; therefore, we should follow slightly different writing processes. Each entity can determine steps that are most important to them. However, one thing is certain: clear communication is crucial when writing RFPs and grants. 

An RFP should state what the organization needs from a vendor, using specific technical terms relevant to the vendor’s expertise, such as “trainers of trainers” (TOT). Grant writers should also echo important terms used by contractors to highlight the contract’s requirements. If “TOT” is a key term, it should be prominently featured throughout the grant. 

Final Thoughts

Evaluation criteria are important when it comes to RFPs (Requests for Proposals). The overall project assessment for a grant is different from evaluating how well an RFP response fulfills criteria, but both will be reviewed for the quality of the writing and thoroughness of the proposed project.

Finally, it’s important to do final reviews and checks before submitting the final version of your grant or RFP. However, if you don’t win or become a preferred vendor, it’s helpful to revisit your approach! This way, you can learn what worked and what didn’t and make improvements for the future.   

Need Help With Grants and RFPs?

At The Bid Lab, we know that it’s not always easy to figure out how to write new RFPs or grants for your organization. But we can help! Not only do we have the perfect user-friendly RFP subscription search engine to recommend (check out Bid Banana!), but we also have writing experts who can help you manage your responses and applications. So, whether you need a partner to help you find opportunities or manage your process, let us know. Schedule a free consultation by calling 1-844-4BIDLAB or emailing respond@thebidlab.com!