So, you’re a grant writer and are submitting several applications a month. You find yourself needing to streamline your process to meet deadlines and win more money! My friend, it's time you consider adding a boilerplate to your toolbox - assuming you don’t already have one.

What is a Boilerplate?

According to Merriam-Webster, the definition is simple, “standardized text; formulaic or hackneyed language”. Boilerplates were quite common in early newspaper history when text was actually laid down on plates to quickly stamp onto paper. Often the language was considered ‘unoriginal’ since it’s purpose was to fill space. Today, boilerplates don’t live on plates but still hold the ‘filler’ definition close. In publishing spaces and in grant writing the filler words are more like the standard language that you will use time and time again. Language such as, “organization history” or whatever you’d write when answering, “please describe your programs and the population you serve”. That being said, we would not personally describe the language as ‘hackneyed’ rather, completely necessary if you’re putting together grant applications at the rate that we do.

Boilerplate Format

The following is a simple outline to consider when constructing your boilerplate. Depending on your org’s programs and concentration the structure could change but overall, the following is a pretty standard general operations boilerplate:

Organizational Mission Statement/Introduction: 4-5 sentences that introduce your organization and mission statement, this is also a great place to introduce your vision statement if you have one.
Overview of the Organization: A short, one-page (500 word) overview of the goals, history, need, and significant accomplishments of your organization.
Statement of Need: A brief description of the need your work attempts to meet, including evidence of the need, statistics, and research and description of who you will serve with demographic information.
Capabilities Statement: Very brief 200-400 words on the strengths of your organization, major accomplishments, and capability of your leadership and staff.
Programs: Your current programs, projects and activities with service statistics including how many people you serve and the impact you have. If you’re the type of organization who has a season, it’s helpful to detail your season in this section: include concert/event names, programming descriptions, artist/collaborator names, locations, and dates. We promise this will save you so much time throughout the year.
Goals and Objectives: In this section include, the results you expect to achieve and how you will know if they are achieved; SMART goals that include qualitative and quantitative outputs and outcomes. This section could be anywhere from 200-500 words long.
Evaluation and Assessment: Lastly, explain how and what unit you’ll use to measure the success of your program.
Conclusion: Close out with your ask amount, restate your need and remind the funder why they should give to you.

Alternative Program Outline

If you find that you apply for program support more than general operations it would also be helpful for you to create a boilerplate for all of your programs. Your outline would include the same structure as above:

Organizational Mission Statement/Introduction
Overview of the Organization
Statement of Need
Capabilities Statement

But the following sections:

Program
Goals and Objectives
Evaluation and Assessment

Pertain to just 1 program. The breakdown of your programs is, of course, up to you. Keep in mind what type of support you generally apply for and shape your boilerplate accordingly.

Boilerplate Review

Whether you’re a freelance or in-house grant writer it is important to have as many individuals within your organization (or organization you’re working with) to review the language. Program officers and directors are critical for the review since they can confirm the accuracy of the program descriptions and relevant data included within the boilerplate. The marketing team is also important for crafting the boilerplate as they can make sure that the organizational voice isn’t compromised. Lastly, you always want your org’s ED to write off on the boilerplate.

Boilerplate Upkeep

Once your boilerplate is constructed you want to make sure that each new year it’s up to date. It’s quite a standard practice that when your organization decides on when your programs will take place in the new year, you also update your boilerplate. Not much should change aside from critical dates, program names, collaborator names, participant data, and occasionally your goals. We recommend making these changes well before your busiest grant months.

Conclusion

The point of the grant boilerplate isn’t to use the same language for each application. It’s a starting point where all critical information is consolidated and kept up to date for quick easy access. Think of a top-tier sushi chef, usually when they’re to prepare rolls, the ingredients are closely lined up at arms length so the chef doesn’t have to spend much time walking around looking for ingredients. Instead they focus on clean cuts, lines, and simple ingredients to create the freshest taste possible. And, they’re fast. For a grant writer, the boilerplate serves a similar purpose - a start off point to build off of, fast.

Fill out the form below for a copy of your Free Grant Boilerplate Outline! Now, best of luck squids, happy writing!

— Ashley Lugo, Grant Writer

Ashley Lugo (she/her) is perpetually confused and trying to keep up with society... what is TikTok and why? She has a diverse working history but at the core, she is moved by helping people and creating community. She holds a Bachelor of Music in Vocal Performance and performs every day in the shower and while cooking. She sits on the board of the Thompson Street Opera Company and the marketing committee of the Chicago Chapter of UN Women.

Writing Your Grant Boilerplate