Deadlines are one means by which funders separate serious proposals from those prepared by amateurs. Serious grant writers will be acutely aware of any deadlines and submit their proposals on time—and early whenever possible.

All too often, grant writers create a schedule that targets proposal completion to the funders’ deadlines, getting the proposal in just in the nick of time. Doing this makes it impossible for the program officer to give you any feedback and invite you to revise your proposal. Also, if you have to use an expensive messenger service or next-day mail delivery, the funder might see that as a waste of money. At best, it can look amateurish.

Many program officers at all kinds of funders (even government agencies) will look at a draft proposal and offer suggestions. They can’t do this if you send it to them when they’re the busiest—the week applications are due. Ideally, you should time your applications to arrive one to two months before the deadline, possibly even earlier. This allows plenty of time for review. If you miss a deadline, your proposal is dead. Don’t call and ask that an exception be made if you can help it.

A lot of funders have a rolling deadline, which means they accept an application at any time. What this really means is they have no published deadlines. These funders, too, have board meetings at which proposals are considered. Try to find out when the program officer would ideally like to receive your proposal so as to present it at the earliest possible board meeting.

It’s equally important that grant reports be submitted on time. If your reports to a funder are late, that can put your next proposal in jeopardy. If it looks as if the program staff will need additional time to complete the project, request an extension of the grant period. This requires a progress report, including a budget showing how the funder’s grant has been spent so far and what remains to be spent. Request extensions at least two months before the end of the original grant period. (I go over reports in detail in Chapter 21.)

If you’re a full-time grant writer, you have dozens of deadlines for proposals and reports to meet during the course of a year. A schedule committed to a calendar can be a lifesaver. The following table presents an example of just such a schedule. Your grant schedule should include all important dates and basic program information organized by kind of activity. (Note that foundations listed here, amounts, and programs they give to are for illustration only and are not meant to reflect any real funding interests.)

The September calendar includes dates in October and even November. Keeping your eye on what’s next helps you manage your time, prepare for each activity, and anticipate conflicts.

Grants Schedule for Evergreen Conservation Society: September

Program people are usually caught up in managing their programs, giving little thought to when new funding proposals need to be submitted and when reports are due. By adhering to your schedule and helping others do so, too, you’ll be more likely to keep the money flowing in, which should make everyone happy.

A grant proposal is not a term paper—there should never be a need for an all-nighter to complete a proposal if you have a clear and accurate schedule. Keeping to your schedule helps you avoid ever having to tell your boss you missed a deadline. Insisting that everyone involved in the grant development and review process stick to the schedule garners respect and makes them appreciate you as a professional. A complete schedule also brings peace of mind, knowing you have everything under control.