FORMATTING & PRESENTATION
Your proposal’s format is simply how your document is laid out on the page. Formatting includes components such as font, line spacing, headings, and margins.
Many funders will provide specific guidance on formatting. If your application lists formatting requirements, follow it exactly. You don’t want your application automatically dismissed because you used a narrower margin than what was requested.
In the absence of any guidance, here are some recommendations:
Font. Use a traditional font that’s easy to read, such as Times New Roman or Arial. For Times New Roman, 12-point font is standard; for Arial, 11 will be large enough.
Line spacing. Line spacing is the amount of space that comes after each line of text. The standard spacing options in most word processing programs are single, double, and 1.5-spaced lines. Try not to go any tighter than 1.5 spacing but if you absolutely have to squeeze more in, you can manually adjust your settings to slightly less than 1.5.
Headings & sub-headings. Using appropriate headings and sub-headings is a great way to help your reader find exactly what they’re looking for. Base your headings and the order of the headings off the information requested in the application.
For example, if the application requests a summary of your organization, substantiation of need, program description, and project budget, your headings would be those items, verbatim, and in the same order.
Sentences & paragraphs. You may have mastered long, eloquent sentences, but this is not the time to use them. Both sentences and paragraphs in a grant application should be short and concise. If a reader gets lost in your narrative, there’s a good chance you won’t leave a lasting impression, which means less chance for funding.
Margins. It’s best to stick with the standard 1” margin on all sides of your document, unless you’re printing on a letterhead that requires otherwise. This ensures there’s plenty of white space, which makes reading easier.
Headers. There’s no fixed rule for what (if anything) should go in the header, but this area provides some quality real estate that shouldn’t be ignored. If you’re applying to a federal application, it’s common to add the funding opportunity number and organization, typically right-justified and italicized. For smaller corporate or foundation applications that only have one funding opportunity, you can simply add your organization’s name, right-justified and italicized.
Adding this header serves two purposes: 1) it ensures your materials don’t get mixed up with another organization’s materials if someone drops your application (assuming it’s a paper copy), and 2) it helps the reader easily recall whose application they’re reading (trust me, it’s easy to forget when you’re reviewing federal applications!).