Getting the Package Delivered
Unless the funder has specified some other method of delivery (such as electronic), send your proposal by U.S. mail whenever possible. Express delivery companies offer highly reliable service, but the funder will note the additional cost. This might send the wrong message about how your charity spends its money.
WORDS TO THE WISE
Ironically, some federal government agencies advise you to use any service other than the U.S. mail for your proposal because of security requirements for mail going to government offices, which slows service and can destroy some types of enclosures. A quick phone call to the agency can help you make the right delivery choice.
If you’ve planned ahead, you shouldn’t need to send the proposal express anyway. If you’re running late, however, by all means use the express delivery rather than miss a deadline. If the funder has a firm deadline and you’re running late, use a service (such as certified express mail) that will give you proof-of-mail date and delivery. If you’ve submitted your proposal well in advance, the proof of delivery will be unnecessary because you can call and check on the receipt.
Many deadlines will be a postmark deadline, which means the post office must postmark your proposal by that date. The date on your metered postage machine doesn’t count. Get a stamped receipt from the post office when you mail your proposal, because frequently the return receipt you pay extra for will never be returned or returned unsigned.
So let’s talk stamps. Yes, even the stamp is important, especially when sending a proposal to an individual. The larger the funder, the less important the stamp because at a large foundation, the person opening the mail will have no part in evaluating the proposal. Metered postage works fine in these cases.
Stamps have a hand-prepared look that sends a subtle message that a real person prepared this proposal just for them. When sending a proposal to an individual, use large commemorative stamps rather than the standard flag stamps or the small ones that look too much like third-class mail postage.
One last reminder: follow the funder’s instructions to the letter as to order of materials and delivery, just as you did for content.
WORDS TO THE WISE
Mail even a short proposal flat. If you fold it and the funder needs to make an additional copy, it will be that much harder for them.
First impressions are always important. A perfectly written proposal can be sunk if it arrives out of order or is hard to read. By making it easy for the funder to process your proposal, you’re starting out with points in your favor. Formatting and presentation are simple things to do right, and they can make a real difference in how funders perceive your charity.
The Least You Need to Know
• Give those most involved with a program a final chance to review the grant proposal before you send it.
• Use a serif font in 12-point type on inexpensive plain white (or recycled) paper and similar paper for your envelope.
• Keep document formatting simple with flush left paragraphs, varying it only to make an important point.
• Paper clips win out over staples every time.
• Avoid expensive express delivery of proposals unless it’s the only way to make a deadline.
• Use the same care in assembling proposals sent by e-mail, and clearly identify all files.
• Follow the funder’s directions for putting the parts of the proposal together and for mailing.
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