Every grant writer knows the importance of grant attachments, but finding clear "best practices" for these materials can be challenging. In this post, we’ll outline ZIM’s essential grant attachments and a timeline for their completion, based on the Colorado Common Grant Application (CGA) requirements. Keep in mind that some funders may request additional documents, and some funders may request different types of information for some documents, so always check their specific guidelines. Let’s dive in!
12 Key Attachments for Grant Applications: What to Prepare
Cover Letter
When writing an application, having a standard cover letter on file can save you time, but be sure to customize it for each grant. Update the amount you are asking for, the funder’s name, how your request aligns with the funder’s priorities, and how their funding will impact your organization and the communities served.
Organizational Budget
Three months before a new fiscal year starts, staff should assemble an organizational budget to present to the Board of Directors for approval. The final budget should be approved by the beginning of the new fiscal year. Organizational budgets should always include revenues and expenses.
Program or project budget
Similarly, program budgets should be prepared several months before the program begins, and should always be finalized before submitting a grant. For a multiple-year program, ensure the budget covers every year of implementation. Program budgets should also always include both revenue and expenses for the program.
Year-to-date financial statements
These must be dated within the last three months (of the date you submit the grant). Include a Statement of Financial Position (Balance Sheet) and a Statement of Activities (Income and Expense Statement). Review these two documents regularly (generally monthly, but bi-monthly for smaller organizations is sufficient), as they need to be updated the most frequently.
Year-end financial statements, audit, and Sources of Income Table
Complete year-end financial statements within three months of the fiscal year-end, and the audit within six months. If the audit is not ready, most funders will accept one from the previous year as long as you also send updated year-end financials and your most recent audit. To create a Sources of Income Table, use the CGA format.
Major contributors
The CGA requires a list of major contributors and the amount they gave for the past two fiscal years. This info should be put together by the end of the fiscal year. What constitutes a ‘major’ contributor is relative to your organization and should be decided internally.
In-kind contributions
Similarly, this list should be ready by the end of the fiscal year. However, the CGA only requires one year of in-kind contributions.
Explanation of items in financial attachments, if applicable
If your organization has exceptions to these requirements or different financials to submit, be sure to include a brief letter of explanation of what you are submitting and why.
Board of Directors list
The Board list should be finalized by the start of the new fiscal year. Information for each member should include their position on the board, occupation, name of employer, city or county of residence, and a term end date. Pay attention to what other grants ask for on a Board of Directors list, as some funders don’t want to see employer or city of residence information!
Proof of IRS federal tax-exempt status, dated within the last five years
If the letter needs to be updated, you can get a new one from the IRS by calling 1-877-829-5500. Keep in mind that it may take several weeks to receive a new letter, so be sure to request one several months before the existing letter becomes outdated.
Anti-discrimination statement adopted by the board of directors
Review annually with an attorney to ensure compliance with the law.
Key staff
Update any time staff changes. If staff stays the same, review annually. Who is considered key staff is determined internally by your organization.
Need help preparing compelling grant applications? Reach out today to learn how ZIM’s grant writing services can help.