Bringing Home the Bacon: Grant Writing Basics Unit 6F Abstracts and Commitment Letters

Unit 6D: Abstracts & Letters of Commitment Competencies: Participants will learn about: Abstracts Purpose General requirements Letters of Commitment Purpose and required content How (and when) to draft a template that can be modified and used by partner agencies What to do if there’s a page limit How to request a letter from the Governor’s Office

Abstract Short, concise summary of the project Required content can vary, but generally includes: Applicant name, address and primary contact Summary of program activities Number to be served Proposed outcomes Funding level requested May also include information such as: Target population/industries/sectors Key partners Area(s) to be served Cost per participant

Abstract Format Requirements Format requirements generally mirror the ones for the proposal narrative/technical proposal Example: 1” margins, double-spaced, single-sided, 12-point font, Times New Roman Length: Generally limited to 1-2 pages May also limit the number of words in the project description Required attachment If not included, proposal will be screened out as “non responsive”

Organizing the Abstract Sometimes the instructions in the funding announcement are detailed enough to use as a template Include everything requested Don’t include anything not requested Sometimes the instructions leave a lot to the imagination Identify the main points and include everything requested Fill in the gaps

Detailed Abstract Requirements The proposed project abstract must include the following: 1. Grant Project Name 2. Applicant Organization (State agency name, address, website) 3. Applicant Primary Contact (name, title, phone, email) 4. Summary of Program Activities (350 word maximum) 5. Areas Served by the Grant (City, County, State) 6. Key Outcomes 7. Number of Apprentices to be Served 8. Target populations 9. Target Industries 10. Key Partner(s) (complete contact information for each partner including name, the contact person’s name, and his/her title, address, phone, and email) 11. Funding Level:

Working With Fewer Specifics Abstract: The applicant must submit an up to two- page abstract summarizing the proposed project, including, but not limited to, the scope of the project and proposed outcomes. The proposed project must include the applicant’s name, project title, a description of the area to be served, number of participants to be served, the total cost per participant, and the funding level requested. The Abstract is limited to two-page double-spaced single sided 8.5x11 inch pages with 12 point text font and 1 inch margins. When submitting in grants.gov, this document must be uploaded as an attachment to the application package and specifically labeled “Abstract.”

Identify the Key Words and Phrases …two-page abstract summarizing the proposed project including, but not limited to, the scope of the project and proposed outcomes…. must include the applicant’s name, project title, a description of the area to be served, number of participants to be served, the total cost per participant, and the funding level requested…

Sample Template Applicant Name Project Title Area(s) to be Served Number of Participants to be Served Total Cost per Participant Funding Level Requested Project Summary Proposed Outcomes

Commitment Letters Substantive letters from key partners that: Indicate their knowledge and experience about the project activities Describe their role and responsibilities in the project How the project will benefit their community, customers, etc. What they will contribute to the project (e.g. knowledge and expertise, leveraged resources, services, etc.)

Do NOT Include Form letters Letters of support Letters from elected officials, unless specifically requested (i.e. the Governor)

Key Partners Colorado Workforce Development Council All required state partners Other state agencies that also want to participate (optional) All participating local workforce areas All required non-government partners (e.g. industry representatives, unions, nonprofits, etc.) Other non-government entities who would like to participate (optional)

Catch 22 Grant instructions usually stress the need for substantive, original letters and specifically prohibit the use of “form letters” However, while your partners understand the need for a letter, they may also need your help to put one together (or ask you to write it for them)

Work-Around: Customizable Templates Option 1 – Bullet points Provides a summary of the required content so the partner can develop their own letter Option 2 – “Fill in the blanks” Provides a customizable draft letter so the partner can simply fill in the blanks Be sure to include: A short summary of the project The name and address to use on the letter The date their letter is due NOTE: Allow extra time for the letters. You will need to follow up with at least some of your partners

Exception to the Rules If your grant requires a letter from the Governor’s Office: When you enter the grant information into CORE, make sure you indicate that a letter is required Contact GPPR Brief them on the grant and the fact that a letter is required Ask them what they need from you (and when) Draft the entire letter Allow as much lead time as possible

Required Content At a minimum, a letter of commitment should include: Partner contact information Partner involvement in the project Any resources the partner may contribute It may also include: Partner’s knowledge and expertise related to the issue, project or target population/industry Partner role and responsibilities, and ability to impact the success of the project The letter should be on agency letterhead and signed by an authorized representative

Preparing the Letters for Submission Consolidate the letters into a single attachment with a coversheet that lists all of the partners Keeps the number of attachments manageable Reduces the amount of time required to upload the attachments and submit the grant If the funding announcement limits the number of letters that may be submitted (rare): Prepare a document that lists each partner, their roles and responsibilities, and a signature block Route the letter to each partner for signature If necessary, cut and paste their electronic signatures into the master document

? Marie Valenzuela Marie.Valenzuela@state.co.us (303) 318-8751