Grant Writing Toolkit
Plan, draft, and organize your grant applications
Grant Writing Toolkit
Use this section to plan, draft, and organize your grant applications. The checklists and templates below cover the most common pieces reviewers expect to see.
General Grant Writing Best Practices
- Start early. Give yourself time to gather letters, quotes, photos, and ownership documents.
- Read the full guidelines twice. Scoring rubrics tell you exactly what reviewers value.
- Use plain language. Avoid jargon; assume the reader is not a historian or contractor.
- Quantify everything. Square footage, costs, jobs created, visitors served, years of vacancy, etc.
- Tie the project to community benefit. Funders want economic, cultural, or neighborhood impact.
- Proofread and follow formatting rules. Page limits, font size, and file-size limits matter.
- Confirm match funds before applying. Unrealistic match commitments are a common reason applications fail.
Documents You Will Almost Always Need
- Proof of ownership or long-term lease
- Photographs of current conditions (exterior, interior, key deficiencies)
- Project budget with line-item costs and quotes
- Documentation of matching funds (cash and in-kind)
- Letters of support from local government, businesses, or community groups
- National Register nomination or SHPO eligibility letter (for historic tax credits and many preservation grants)
- Scope of work describing what will be done and how it meets the Secretary of the Interior’s Standards
- Resume or credentials of preservation professional / contractor
- Timeline / schedule for completion
- Evidence of community need or public benefit
Draft Project Narrative Template
1. Project Summary (2–3 sentences)
[Property name/address] is a [year built] [building type] located in [city/county]. The project will [rehabilitate/restore/preserve] [specific elements] to create [new use] while retaining its historic character.
2. Historical Significance
Describe why the building matters: original use, architect, notable events, association with local history, or contribution to a historic district. Include National Register status or eligibility.
3. Current Condition & Need
Explain what is failing, unsafe, underutilized, or threatened. Use specific examples: roof leaks, structural deterioration, code issues, vacancy length, etc.
4. Proposed Work
List the major work items. Show how each preserves character-defining features and meets the Secretary of the Interior’s Standards for Rehabilitation.
5. Community & Economic Impact
Include jobs created/retained, housing units added, businesses attracted, visitors expected, property tax impact, and neighborhood revitalization benefits.
6. Budget & Match
Summarize total project cost, grant/tax credit requested, and sources of matching funds.
7. Timeline
Provide start date, major milestones, and completion date within the grant period.
8. Qualifications
Describe the experience of the project team, contractor, and preservation consultant.
Program-Specific Application Checklists
Iowa Historic Preservation Tax Credit
- Confirm property is NRHP-listed or SHPO-determined eligible
- Calculate substantial rehabilitation threshold (commercial vs. non-commercial)
- Prepare Part 1 application in ESHPO system
- Attend Part 1.5 pre-application meeting with SHPO/IEDA
- Submit Part 2 scope of work with drawings/specifications
- Submit Part 2B registration application via iowagrants.gov
- Complete construction and submit Part 3 for final certification
- Retain all invoices, photos, and change orders
Federal Historic Tax Credit
- Confirm certified historic structure status
- Ensure property will be income-producing (not private residence)
- Submit NPS Form 10-168, Part 1 and Part 2 through SHPO
- Obtain NPS approval before work begins (or risk denial)
- Complete work consistent with approved scope
- Submit Part 3 request for final certification
- Claim credit on IRS Form 3468 over 5 years
- Consult a tax attorney or CPA familiar with HTC transactions
HRDP Grant (Historic Preservation Category)
- Verify property is NRHP-listed (required for real-property rehab projects)
- Determine correct match ratio (nonprofit/government/tribe vs. individual vs. business)
- Include letter of commitment from trained preservation professional
- Provide professional credentials and relevant experience
- Attach color photographs (300 dpi, 5MB max each)
- Complete Minority Impact Statement
- If a CLG applicant, attach good-standing letter from SHPO
- Submit via SlideRoom before May 1 deadline
Main Street Iowa Challenge Grant
- Confirm project is within a designated Main Street district
- Secure a 1:1 cash match from non-grant sources
- Coordinate with local Main Street organization for nomination
- Demonstrate preservation standards, architectural significance, and community impact
- Provide detailed budget and renderings if available
- Submit during the local application window
Budget Preparation Tips
- Get at least two written contractor quotes for major work items.
- Include a 10–15% contingency line for unforeseen conditions in older buildings.
- Separate eligible QREs from ineligible costs (land acquisition, new addition square footage, site work in some programs).
- Document all match with dates, source, and whether it is cash or in-kind.
- Do not use indirect overhead (rent, utilities) as match unless explicitly allowed.
Letter of Support Template
[Date]
Dear [Funder] Review Committee:
On behalf of [organization/city], I am writing to support [applicant name]’s application for [program name] for the rehabilitation of [property name/address].
This project is important to our community because [specific reason: housing need, downtown vitality, job creation, historic significance]. [Applicant] has demonstrated the capacity to complete this work, and [organization/city] is committed to [specific support: promotion, partnership, local match, permits].
We believe this investment will [expected outcome]. Please feel free to contact me at [phone/email] with any questions.
Sincerely,
[Name]
[Title]
[Organization/City]
AI Grant-Writing Assistant
Generate first drafts of common grant sections directly in your browser. Enter your own AI provider details below. Your API key stays in this browser tab and is sent straight to the provider you choose.
Your AI Provider
Pick a preset or enter a custom OpenAI-compatible endpoint.
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The more specific details you provide, the better the draft will be.
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- Select your AI provider preset, or choose Custom / Other and enter your own API URL and model.
- Paste your API key from your AI hosting site.
- Pick the grant section you want to draft.
- Enter your project details and click Generate Draft.
Works with: Kimi/Moonshot, OpenAI, Grok/xAI, or any OpenAI-compatible API.
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